CAQ Filming and Photography Policy

1. Purpose

The Croquet Association of Queensland (CAQ) recognises that filming and photography play an important role in promoting the sport, supporting coaching and player development, and celebrating the achievements of our members.

At the same time, CAQ has a responsibility to:

• protect the privacy, dignity, and welfare of members, visitors, and particularly children and young people
• prevent the unauthorised commercial use of footage taken at CAQ and club events
• give clubs the tools to manage filming and photography on their premises
• meet CAQ's obligations under the National Integrity Framework (NIF), Sport Integrity Australia guidance, and relevant Queensland legislation

This policy provides clear, practical guidance for everyone involved in filming and photography at CAQ and club events. It is designed to enable, not restrict filming. Most filming and photography at croquet events is straightforward and welcome.

2. Scope

This policy applies to:

• All CAQ events (state championships, tournaments, coaching clinics, Come & Try events, AGMs, and any other event run by or on behalf of CAQ)
• All Queensland croquet clubs affiliated with CAQ, when they adopt this policy
• All people attending, participating in, or working at covered events. This includes members, visitors, spectators, coaches, officials, media representatives, and commercial photographers

This policy covers:

• Still photography (cameras, mobile phones, tablets, and any other device capable of capturing images)
• Video recording (including dashcams, action cameras, GoPros, drones)
• Live streaming (via any platform eg Facebook, YouTube, Instagram, TikTok, or otherwise)
• Images and footage shared online, in print, or in any other medium

3. Definitions

Photography — capturing still images using any device, including mobile phones.

Video recording — capturing moving images using any device, including mobile phones, action cameras, and drones.

Live streaming — transmitting real-time footage of an event via any internet platform.

Official photographer/videographer — a person formally appointed by CAQ or a club to document an event.

Promotional use — using images or footage in CAQ or club communications, including websites, social media, newsletters, grant applications, and media releases.

Commercial use — using images or footage for financial gain, including sale of footage, advertising, or sponsorship content, by any party other than CAQ or its affiliated clubs acting on CAQ's behalf.

Child / young person — a person under 18 years of age.

Person at risk — an adult who, due to personal safety circumstances — such as family violence, a witness protection order, or other confidential reasons — faces genuine risk from being filmed or having their image published. If this applies to you, notify your club secretary or the CAQ Secretary confidentially.

4. General Principles

CAQ's approach to filming and photography is guided by four principles:

1. Knowledge matters. People should know when they are being filmed or photographed and for what purposes.

2. Context matters. Filming that supports coaching, celebrates achievement, or promotes the sport is welcome. Filming that is intrusive, humiliating, or exploitative is not acceptable under any circumstances.

3. Children require additional consent. Parental or guardian consent is required for photography or filming of children.

4. Public spaces are public. Most croquet clubs operate on public land. Filming in a public place is generally permitted by law.

5. Photography and Video at CAQ Events

5.1 What is generally permitted

The following is permitted without special permission:

• Members and participants taking personal photos or short videos for their own use (e.g. to share with family, for personal social media)
• Coaches and players recording their own play for coaching and personal development purposes
• CAQ's official photographer/videographer documenting the event

5.2 Official photographers

When CAQ or a club appoints an official photographer or videographer:

• They must be identified to participants before or at the start of the event
• They must be briefed on this policy before the event begins
• They must check the event's Do Not Photograph register before commencing (see Section 11.3)
• Their images may be used for CAQ and club promotional purposes (see Section 7)

5.3 Member and participant photography

Members and participants may take photos and videos at events, subject to these conditions:

• Do not film or photograph in change rooms, toilets, or other private areas. This is prohibited under this policy and may be illegal
• Do not film or photograph a person in a way that is intrusive, humiliating, or intended to embarrass
• Take reasonable care when filming near children (see Section 9)
• If someone asks you not to film them, be considerate

5.4 Non-member and spectator photography

Non-members and spectators may take personal photos and short videos at club and CAQ events, subject to the same conditions as members (5.3 above). Their presence at a CAQ or club venue is subject to the conditions of entry set by that venue (see Section 10).

5.5 Media and press photographers

Media representatives and press photographers attending CAQ events must:

• Identify themselves to the event organiser before the event begins
• Comply with conditions requested by the event organiser

6. Live Streaming

Live streaming at CAQ events is welcome as a way to grow the sport's audience. However, it requires coordination to protect players and ensure quality.

6.1 Tournament and championship events

Live streaming of CAQ tournaments and championships (including state titles):

• Requires prior written permission from the CAQ Events Manager (or equivalent) Permission will normally be granted for legitimate sporting broadcasts.
• All matches may be livestreamed. All players may be live streamed.
• Players must be notified that the event will be live streamed (via event program, notice board, or direct notification)
• Any players withdrawing prior to a competition due to not wanting to appear on a live stream must be fully refunded.

6.2 Club events

Live streaming of club events (internal competitions, pennant, social play):

• Generally the same as 6.1 except permission granted by the club committee or designated tournament manager
• Players should be notified & full refunds offered

6.3 Coaching and development footage

Filming coaching sessions for development purposes (e.g. for club social media, YouTube coaching content) is encouraged. Participants should be informed before filming begins.

6.4 Player device restrictions

Players must not live stream themselves during competitive play. A player's phone, action camera, or wearable device must not be used to broadcast footage during a match unless the match organiser has explicitly permitted it (e.g. in a dedicated broadcast match format).

6.5 Content restrictions

No live stream or recorded footage may be used:

• To humiliate, mock, or embarrass any participant
• In a commercial context without written permission from CAQ
• In a way that identifies children without parental consent (see Section 9)

7. Promotional and Commercial Use

7.1 CAQ's use of images and footage

By participating in CAQ and club events, members and participants consent to:

• Photography and video recording by official CAQ and club photographers
• CAQ and clubs using that footage for promotional purposes — including websites, social media, newsletters, annual reports, grant applications, and media releases

7.2 Opting out

Members and participants who do not wish to be included in promotional materials may opt out by:

• Indicating this on their membership registration or event entry form
• Notifying the event organiser in writing before the event
• Completing a CAQ Filming and Photography opt-out form

Opt-out requests will be respected as far as practicable. CAQ and clubs cannot guarantee removal from footage but will make reasonable efforts to avoid using images of people who have opted out.

7.3 Take-down requests

A person may request the removal of an image or video in which they are the subject (or, for a child, their parent or guardian may request on their behalf). Requests should be made in good faith and will be acted on as soon as practicable.

To make a take-down request, contact the relevant club secretary or CAQ's Member Protection Officer.

7.4 Commercial use

Third parties may not use images or footage taken at CAQ or club events for commercial purposes without written permission from CAQ. This includes sale of footage, advertising, and sponsored content. Contact the CAQ Secretary to discuss commercial permissions.

8. Online and Social Media

Members and participants sharing images and footage on social media should:

• Use good judgement about what is appropriate to share publicly
• Respect the privacy of others and if in doubt about whether someone would be comfortable with an image, don't post it
• Not post images that could embarrass, humiliate, or harm another person
• Not post images of children without parental consent (see Section 9)
• Remove images promptly if asked by the subject or their parent/guardian

Behaviour on social media relating to CAQ and club activities is subject to CAQ's Member Protection Policy.

9. Children and Young People

This section applies to any person under 18. CAQ takes its obligations under the NIF Child Safeguarding Policy and Sport Integrity Australia's guidance seriously.

9.1 Consent required

Photography and filming of children and young people for promotional or public purposes requires consent from a parent or guardian. This consent should be obtained:

• At registration (for ongoing membership or regular programs)
• At the event (for Come & Try and one-off events)

Consent applies to focused or featured shots of children. It does not apply to incidental wide-angle images where a child appears in the background of a general event photo.

The CAQ Consent Form template (see companion document) should be used.

9.2 What consent covers

Consent must clearly specify all three of the following (per Sport Integrity Australia requirements):

• What images will be taken (photography, video, live streaming, or all three)
• How the images will be used (promotional, website, social media, print, coaching, etc.)
• Who will have access to the images (the club only, CAQ, media, public)

Consent should also state:

• Whether the child can be identified by name in published images
• The duration of consent and how to withdraw it

9.3 Official photographers with children present

When children are being photographed by an official photographer:

• The photographer must hold a current Working With Children Check (WWCC) or equivalent
• The photographer must be supervised or in a visible public area at all times
• Images must be stored securely and not on personal devices
• Images should be deleted when no longer required

9.4 Personal use

Members and participants should take extra care when filming near children, even for personal use. Do not photograph or film a child in isolation, and if a parent asks you to stop, do so immediately.

9.5 Care and protection orders

Some children may be subject to care or protection orders that restrict their image being taken or published (e.g. family court orders, witness protection orders).

It is the responsibility of the parent or guardian to notify the club or CAQ event organiser of any such order at registration. Where appropriate, they may be asked to provide a confidential copy of the order. CAQ and clubs will use their best endeavours to prevent photography or filming of any child subject to such an order, including adding them to the Do Not Photograph register (see Section 11.3) and briefing official photographers accordingly.

9.6 Social media

Do not post images of children on social media or in public online spaces without written parental consent. Do not name or otherwise identify a child in publicly posted images.

10. Venues and Signage

10.1 Clubs on private land

Where a croquet club operates on privately owned land, or on land leased from a private owner (not a government or council body), the club is a private venue operator. As such, it can set and enforce conditions on filming and photography for all persons on its premises. This includes non-members, visitors, and spectators.

For these conditions to be enforceable, they must be:

• Documented (i.e. this policy, adopted by the club)
• Communicated: displayed at the entrance to the venue and/or on the club's website

10.1A Clubs on public land

Many Queensland croquet clubs operate on publicly owned land — including clubs that lease their venue from a local council, state government, or other public body (e.g. council parks, recreation reserves, or community land under a council lease). On public land, the law does not generally allow a club to prohibit a member of the public from taking photographs or video in open areas.

However, even on public land, clubs can:

• Control access to the field of play (the lawns and immediate surrounds) — anyone entering the field of play can be required to identify themselves and agree to comply with this policy as a condition of access
• Enforce this policy on their members regardless of location
• Report inappropriate filming to police if it may breach a law (e.g. voyeuristic filming, filming children for inappropriate purposes)

Clubs on public land should focus their filming governance on field-of-play access controls and member obligations, rather than attempting to restrict photography from public areas.

10.2 Signage

CAQ will develop a standard signage template for clubs to display at entrances and on noticeboards. Clubs are encouraged to display signage that:

• Advises visitors that filming and photography is subject to conditions
• Directs people to the club secretary or this policy for details

10.3 Public areas adjacent to venues

CAQ has no jurisdiction over filming from public footpaths, roads, or other public areas adjacent to club venues. The conditions of this policy do not apply to people filming from outside the venue boundary.

11. Consent and Opt-Out

11.1 How consent is collected

Consent for promotional use is collected:

• At event entry — participants should be advised that photography and filming will take place at the event
• For children — a separate written consent form must be completed by a parent or guardian (see companion consent form template)

11.2 How to opt out

Members wishing to opt out of promotional photography/filming should contact their club secretary or the CAQ Secretary in writing

Opt-outs apply going forward. CAQ cannot guarantee retroactive removal from all materials but will make reasonable efforts.

11.3 Do Not Photograph Register

The Do Not Photograph register exists primarily as a safety tool. Members who face a genuine risk from being filmed or identified — including those affected by family violence, protection orders, or other personal safety circumstances — may request confidential listing at any time by notifying their club secretary or the CAQ Secretary in writing.

Event organisers must brief official photographers using this register before every event. The register is confidential and is not published or shared beyond those who need it for event management.

Listing on the register means a member will not be the named or featured subject of promotional photography or footage. It does not restrict incidental documentation of public events — a member competing in a tournament remains part of the public record of that event on places such as croquetscores.com.

11.4 Consent form

The CAQ Filming and Photography Consent Form template (companion document) should be used for:

12. Responsibilities

13. Breach and Complaints

13.1 Minor breaches

Minor breaches (e.g. a member photographs someone who asked not to be filmed) should be:

• Raised with the club secretary or event organiser in the first instance
• Resolved informally where possible. An apology and deletion of the image is often sufficient

13.2 Serious breaches

Serious breaches like filming in prohibited areas, commercial use without permission, publishing images of children without consent, or behaviour that appears to be exploitative or predatory must be:

• Reported to CAQ's Member Protection Officer immediately
• Managed under CAQ's Member Protection Policy and, where relevant, the NIF Integrity Framework
• Referred to Queensland Police if a law may have been broken (e.g. voyeuristic filming, image-based abuse)

13.3 Contact

To report a breach, make a take-down request, or ask questions about this policy:

• Club-level: Contact your club secretary
• CAQ-level: Contact the CAQ Member Protection Officer via the CAQ Secretary

14. Review

Sources

This policy draws on:

• Bowls ACT Videoing and Photography Policy
• Croquet England Guidance for Photography, Video and Live-Streaming (v1.0, 2025)
• Sport Integrity Australia: Photography and Filming of Children and Young People (February 2024)
• Bowls Australia Personal Electronic Devices Policy (2025)
• Basketball ACT Filming and Photography Policy (August 2025)
• Queensland Athletics Photography Policy (2023)
• Netball NSW Photography Policy (V4, 2021)
• National Integrity Framework (NIF) Member Protection Policy (Croquet Australia)
• Play by the Rules: Taking and Sharing Images at Sport
• Mullins Lawyers: Photography and Videography at Sporting Events
• Invasion of Privacy Act 1971 (Qld)

Full source list with URLs: see companion research paper (filming-policy-research-draft.md).