Media, Photography & Credential Policy

Purpose

The Philomath Frolic & Rodeo welcomes media coverage and photography that promotes our event while maintaining the safety of contestants, livestock, volunteers, and spectators. This policy establishes expectations for photographers, videographers, members of the media, and content creators attending the event.

Public Photography

Photography and video taken from public spectator areas are welcome.

Public areas include, but are not limited to:

• Grandstands
• Vendor areas
• Public walkways
• Yew Wood Corral
• Parade route
• Other publicly accessible portions of the event grounds

Individuals photographing from public areas may not enter restricted areas or interfere with event operations.

Independent Photographer / Content Creator

• Must apply
• Access only to approved locations
• Must follow our media policy
• May receive limited credentials depending on need

Media Requests

Accredited Media

• Newspapers
• Television
• Radio
• Recognized online publications
• Limited access for news coverage

Members of the media wishing to cover the event should contact the Philomath Frolic & Rodeo in advance whenever possible.

Approval is granted at the discretion of Rodeo Management and the Board of Directors.

Media credentials may be revoked at any time for failure to comply with event rules or safety instructions.

Arena Photography

Official Event Photographer

• Appointed by the board
• Primary photographer
• Full access
• Provide edited photos to the rodeo for promotional media

Only the two official photographers selected by the Philomath Frolic & Rodeo Board of Directors are permitted to photograph from within the rodeo arena.

In addition, anyone entering the arena for photography or media purposes must possess current NPRA credentials and receive authorization from Rodeo Management.

No exceptions will be made without approval from the Rodeo Director.

Restricted Areas

For the safety of contestants, livestock, volunteers, and staff, the following areas are restricted:

• Rodeo arena
• Chutes and livestock areas
• Contestant staging areas
• Contestant parking
• Any other area designated by Rodeo Management

Access to these areas is limited to authorized personnel only.

Contestant Areas

The contestant back lot, contestant parking, and contestant preparation areas are private working areas.

Photography or videography within these locations is limited to:

• Official event photographers
• Authorized media approved by Rodeo Management
• Individuals specifically authorized by the Rodeo Director

Safety

All photographers and media personnel must:

• Follow directions from the Rodeo Director, Arena Director, and event officials.
• Never interfere with contestants, livestock, or arena operations.
• Remain aware of livestock and moving equipment at all times.
• Immediately leave any restricted area if instructed by event staff.

Safety will always take precedence over photography.

Use of Images

Photographers retain ownership of images they create unless otherwise provided by a separate written agreement.

By accepting event credentials, photographers grant the Philomath Frolic & Rodeo permission to share, repost, and reference provided or publicly shared images for promotional purposes with appropriate credit unless otherwise agreed in writing.

Official event photographers may be subject to additional contractual requirements regarding image delivery and licensing.

Drones

The operation of drones on or above Philomath Frolic & Rodeo property is prohibited unless specifically approved by the Board of Directors, Rodeo Director, and any applicable aviation authorities.

Enforcement

Anyone entering restricted areas without authorization may be asked to leave the area, have credentials revoked, or be removed from the event.

Failure to comply with this policy may result in denial of future media credentials.

Official Event Photographer Agreement

The Philomath Frolic & Rodeo Board of Directors will designate two Official Event Photographers for each rodeo.

Official Event Photographers are granted access to the rodeo arena and other restricted areas as authorized by the Rodeo Director, provided they maintain all required NPRA credentials and comply with all event safety policies.

Official Event Photographers agree to:

• Provide photographic and/or video coverage of the Philomath Frolic & Rodeo as coordinated with Rodeo Management.
• Follow all safety instructions and directions from the Rodeo Director, Arena Director, and event officials.
• Conduct themselves professionally and avoid interfering with contestants, livestock, volunteers, or event operations.
• Provide the Philomath Frolic & Rodeo with a mutually agreed-upon selection of edited, high-resolution digital photographs following the conclusion of the event.

Image Rights

The Official Event Photographer retains ownership and copyright of all photographs created during the event.

The photographer grants the Philomath Frolic & Rodeo a perpetual, non-exclusive, royalty-free license to use the provided images for:

• Social media
• Website and digital marketing
• Print advertising
• Sponsorship materials
• Event programs
• Historical archives
• News releases
• Future promotional materials
• Any other lawful promotional purpose related to the Philomath Frolic & Rodeo

The Philomath Frolic & Rodeo agrees to make reasonable efforts to credit the photographer whenever photographs are used. Credit may be provided by name, business name, watermark (when appropriate), or social media tag, depending on the format and available space.

The Philomath Frolic & Rodeo may crop or resize images as needed for publication but will not otherwise alter photographs in a manner that misrepresents the photographer’s work without prior consent.

Please complete the following form, sign, and submit it to: pfr.secretary@gmail.com