This is how planners usually handle it. It isn’t legal advice: your counsel and your venue have the final word.
Why plan for it?
Some people don’t want their picture taken. Some can’t, for work or family reasons. If it’s planned before the doors open, nobody has to explain themselves on the day.
What goes in registration?
A plain line that says the event will be photographed and how the photos may be used, plus a way to opt out. Have your counsel write the exact words.
Do we need a sign?
Yes. One at registration and one at the door of the main room. It tells people photos are being taken and where to go if they’d rather not be in them.
How do opt-out lanyards work?
Anyone who opts out gets a lanyard or sticker in one color. Tell your photographer the color before the doors open, and it’s handled quietly. Nobody has to ask.
What about group photos?
Say so before the group forms. Anyone wearing the color can step out, and that’s easier than editing someone out later.
Can speakers say no?
Some will. Ask speakers ahead of time whether their slides can be photographed, especially with unpublished data. A line in the speaker packet and a slide at the start of the talk covers it.
Poster halls often have their own rule. Post it at the entrance.
What about minors?
If young people attend, get a parent or guardian’s consent at registration and handle it the same way.
The event photography shot list and the questions to ask before you book cover the rest of the planning. More is on Conferences.
