Community Engagement Program

Photographers and videographers must connect with the organizing program two weeks prior to the event for further questions, concerns, or advice about appropriate conduct with community audiences at their events. They must ask for a brief on how to engage with community members, how to carry oneself in the event, who to include in photos or videos, etc.

Event organizers must obtain informed consent for all photography, videography, or similar activities, respecting people’s rights and privacy by clearly explaining the purpose, usage, and potential dissemination of the media content before capturing any images or recordings. Additional practices include:

• Inform participants that media content will be recorded before the event.
• Allow people to opt in or out on the day of the event.

Photographers and videographers should ensure that communications reflect the diversity of the community and accurately represent the experiences and perspectives of the communities involved. Monitor the choice of photos and video subjects to reflect diversity, equity, and inclusion of the communities involved.

• Avoid tokenism or perpetuating stereotypes in visual representations, such as depicting all Black women as athletes or all Indian women in science labs. Strive for authentic and inclusive portrayals that celebrate the diversity of experiences within the community.

Photographers should avoid potentially stereotypical representations and those that center academics in community-engaged work. Some examples include:

• Researchers standing above or in front of the community members, which can create a sense of hierarchy.
•  Using gestures that imply dominance or control, such as crossing arms, pointing, or gesturing forcefully.
•  Posing in a way that blocks or overshadows the community member, minimizing their presence in the photo.

Instead, photographers should:

• Capture images of community members talking or presenting that convey collaboration and respect.
•  Photograph people with disabilities from an empowering perspective. For example, when taking pictures of someone in a wheelchair, lower yourself to their eye level instead of taking the picture from a standing position.
• Communications teams should regularly update images and avoid repeatedly featuring the same image of individuals across your website or communication materials for a long period of time. Take a moment to assess how often each photo is being used. This repetition could cause discomfort for those individuals and may come across as exploitative. Take photos of people from the back of the space, including the presenter, especially if not everyone has given consent.

When promoting communication materials about research and other activities, communications team should consider story angles that implicitly or explicitly reinforce the benefits of diversity, equity, and inclusion.

• Don’t focus on academic figures alone. Interview and photograph people who may not always have a platform to share their stories, ensuring their experiences are valued and represented.
•  Seek out and highlight stories that reflect the lived experiences and contributions of community members. In your media content, capture their achievements, perspectives, and challenges in a respectful and authentic manner.
• Pay attention to inclusive practices and initiatives implemented at the event, such as accessibility accommodations, language interpretation services, and diverse representation in leadership roles.

Photographers and videographers should respect cultural differences and avoid stereotypes in communication materials and messaging. Respect cultural differences regarding physical distance, physical contact, eye contact, and rate and volume of voice.

• Maintain a respectful distance when interacting with community members, especially when using cameras or recording equipment.
• Even if an individual signs a consent form, always seek permission and explain what you plan to do before taking photographs or recording videos of individuals, especially in close-up shots or intimate settings.
• Understand that eye contact preferences vary across cultures, and some individuals may feel uncomfortable with prolonged eye contact.
• Avoid speaking too loudly or aggressively, especially in settings where a quieter and more subdued tone is preferred.

Recognize any personal biases against people of different cultures and work to eliminate them.

• Photographers and videographers should research the community groups that they intend to capture content from beforehand.
•  The communications team should undergo cultural sensitivity training. Refer to the list of trainings and tools below to get started.
  • Cultural Competence Check-In: Culturally Responsive Practice (PDF) – Tool to heighten your awareness of how you view the influence of culture and language on service delivery.
  •  Learning for Justice: Implicit Association Tests – Psychologists at Harvard University, the University of Virginia, and the University of Washington created “Project Implicit” to develop Hidden Bias Tests—called Implicit Association Tests, or IATs, in the academic world—to measure unconscious bias.
  •  The George Washington University: Cultural Competency Guide – This guide provides resources related to cultural competency, structural competency, and cultural humility, as well as racism and bias in clinical practice.
  • Project READY – This site hosts a series of free, online professional development modules for school and public youth services librarians, library administrators, and others interested in improving their knowledge about race and racism, racial equity, and culturally sustaining pedagogy.

Use language in accordance with the individual’s identity. Avoid jargon and use straightforward, easy-to-understand language.

• Ask people the pronouns they would like you to use when referring to them and ensure respectful use in conversation and writing.
• Avoid generalizing identity groups – use racial, ethnic, gender identity, socioeconomic, ability, and sexual orientation terms individuals use to describe themselves.
• Be cautious with humor, as cultural interpretations may not necessarily align.
• Ask the individual disabled person about the language they use to describe their own disabilit(y/ies)/health condition(s).

Photographers and videographers should disclose any editing or alterations made to pictures or videos when presenting them to the public, ensuring transparency and trustworthiness in communication with individuals involved. For example, photos or videos of people of color are edited poorly, resulting in washed-out or pale appearances. Avoid making this mistake by ensuring that you do not alter the natural skin tones or features of individuals when editing media content.

The communications team should establish channels for receiving feedback and a final sign-off from communities involved about communication efforts and use this feedback to inform future strategies. No quotes or pictures should be used without individuals’ final sign-off.