Press/Media Application

Are you a photographer, videographer, journalist, or content creator with a passion for storytelling? Do you love capturing magical moments and sharing them with the world? Whidbey Ren Faire invites media professionals to help document the excitement, artistry, and community of our annual medieval celebration.

Approved media representatives will have the opportunity to explore the faire, connect with performers and vendors, and showcase the unique atmosphere of Whidbey Ren Faire through visual, written, or digital storytelling. Whether you specialize in photography, video, journalism, or social media coverage, we welcome you to apply for a media badge and help bring the magic to life.

By submitting this application and participating as a Media Representative, the applicant acknowledges they have read, understood, and agree to all terms outlined below.

Whidbey Ren Faire Media Agreement

This agreement is entered into upon application approval between Whidbey Ren Faire (hereinafter referred to as “the Event”) and the approved applicant (hereinafter referred to as “the Media Representative”) regarding coverage of Whidbey Ren Faire during its scheduled 2026 event dates.

This agreement exists to ensure a safe, respectful, and mutually beneficial experience for all participants.

 
1. Definition of Media Representative
A Media Representative includes, but is not limited to, photographers, videographers, journalists, writers, social media content creators, and livestream or digital media producers who have been officially approved by the Event.

Approval is granted at the discretion of Whidbey Ren Faire and applies only to the individual named on the application.

 
2. Media Badge & Access
Approved Media Representatives will be issued a media badge, which must be visibly worn while actively covering the Event. No one else may wear or use your badge at any time. Abuse of the badge will lead to removal and dismissal from the event.

The media badge grants access to public areas of the Event for the purpose of photographing, filming, or reporting. Access to restricted, backstage, performer-only, or staff-only areas requires prior explicit approval from Event staff.

Event staff or security reserve the right to limit or revoke media access at any time. Media badges remain the property of Whidbey Ren Faire and must be surrendered upon request.

 
3. Ownership & Usage Rights
The Media Representative retains full copyright ownership of all photographs, videos, audio recordings, and written content created at the Event.

The Media Representative grants Whidbey Ren Faire a perpetual, non-exclusive, royalty-free license to use, reproduce, distribute, display, and archive the media for promotional, marketing, educational, and historical purposes, including but not limited to websites, social media, print materials, and advertising.

Whidbey Ren Faire agrees to provide credit to the Media Representative whenever reasonably feasible.

For clarity, Whidbey Ren Faire may use approved Event media without additional permission, notification, watermark requirements, or compensation. Media Representatives agree to provide copies of Event media following the Event and to tag Whidbey Ren Faire when posting Event-related content publicly.

 
4. Commercial & Third-Party Use
Use of Event media for personal portfolios, self-promotion, or editorial coverage is permitted.

Commercial resale of media, licensing to third parties, or use of Whidbey Ren Faire branding or likeness in paid advertising unrelated to the Event requires prior written approval from Whidbey Ren Faire.

Media sales directly to performers or vendors are permitted only with the consent of all involved parties.

 
5. Performer, Vendor, & Attendee Conduct
Media Representatives agree to conduct themselves professionally and respectfully at all times.

Performers and vendors may have individual media preferences or restrictions. Media Representatives must honor verbal or posted requests to not be photographed or filmed.

Close-up portraits, interviews, or product-focused imagery should be conducted with consent. Any refusal must be respected immediately.

 
6. Content Standards
All media captured must accurately represent the spirit and atmosphere of Whidbey Ren Faire and must not be used in a defamatory, misleading, or harmful manner.

Content that misrepresents the Event, its participants, or its values may result in revocation of media privileges.

 
7. AI & Derivative Use
Media captured at the Event may not be used for artificial intelligence training, machine learning datasets, or AI-generated derivative works depicting Whidbey Ren Faire, its branding, performers, or attendees without prior written consent from the Event.

 
8. Delivery of Media
Media Representatives agree to provide Whidbey Ren Faire with access to a gallery of the captured works and selected high-resolution media files or published work within 30 days following the Event, unless otherwise agreed upon.

Delivery methods may include direct file transfer, physical storage cards or devices, shared galleries, or publication links. Send all works/media to whidbeyrenfaire@gmail.com.

 
9. Liability & Assumption of Risk
Media Representatives acknowledge that Whidbey Ren Faire is an outdoor event involving crowds, uneven terrain, weather exposure, fire effects, animals, and staged combat demonstrations.

Attendance and participation are at the Media Representative’s own risk. Whidbey Ren Faire is not responsible for personal injury, equipment damage, loss, or theft.

Media Representatives are responsible for their own equipment and insurance coverage.

 
10. Agreement & Acknowledgment
By submitting an application and participating as an approved Media Representative, the applicant acknowledges they have read, understood, and agreed to all terms outlined in this agreement.