Audit rights and releases before a campaign

What is going on

The summer season campaign, job M26-021, goes live in early November and reuses assets from the Night Music season, job P26-014. The Media Asset Library shows the trailer music licence expired on 31 August, a mood board built from photographs downloaded from a social account with no licence, installation photographs cleared under the photographer's standard agreement, and performer releases for the season trailer that were signed for festival and broadcast use only. The Audience Development Manager wants to use all of it on social media and on a paid digital campaign. The Managing Director has asked for a short memo on the risks before anything is published.

Your brief

Audit every asset for jobs M26-021 and P26-014 against the Copyright, Moral Rights and Intellectual Property Policy and the Privacy and Image Consent Policy, decide what can and cannot be used and on what terms, source and cost replacement licences and releases where needed, update the Media Asset Library and write a plain-language memo to the Managing Director.

Work through it

You do not need to do it all. Doing a few of these will show you what the work is like. Your ticks and notes stay on this device.

• Read the Copyright, Moral Rights and Intellectual Property Policy and the Privacy and Image Consent Policy and list the questions to ask of every asset: owner, licence scope, term, territory, credit and consent.
• Pull every asset for jobs M26-021 and P26-014 from the Media Asset Library and record its rights status, licence terms and any gap against the intended campaign use.
• Determine whether the expired music licence can be renewed for the campaign use and obtain or estimate the cost, or identify a licensed alternative.
• Assess the mood board photographs and the performer releases and set out what the company must do before any of that material is used in paid social advertising.
• Check the credit line required for the installation photographer and for each artist against their agreements, and flag any moral rights issues with proposed cropping.
• Update the Media Asset Library rights status and licence expiry for every asset reviewed and file the new licences and releases against the jobs.
• Write a one-page memo to the Managing Director summarising what is cleared, what is blocked, the cost to clear it and the risk of proceeding without clearance.

What someone in this role would produce

• Rights audit table for both jobs
• Replacement licence and release plan with costs
• Updated Media Asset Library entries
• Memo to the Managing Director