The Group Release Form is a critical legal instrument used in Hong Kong to manage risk and obtain necessary permissions when organizing group activities or events. It serves as a comprehensive document that combines liability waivers, media releases, and personal data consent forms into a single, efficient format suitable for multiple participants. The document must comply with Hong Kong's Personal Data (Privacy) Ordinance, Contract Law, and Control of Exemption Clauses Ordinance, making it particularly suitable for educational institutions, corporate events, sports activities, and entertainment programs. Organizations should implement this form when conducting any group activities where participant consent and risk management are essential, ensuring proper documentation of participants' acknowledgment of risks and their grant of necessary permissions.
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1. Parties: Identification of the organization obtaining the release and the group participants
2. Background: Context of the activity or event requiring the release
3. Definitions: Key terms used throughout the form including 'Activity', 'Release', 'Media Content', etc.
4. Acknowledgment of Risks: Participant acknowledgment of understanding the risks involved in the activity
5. Release of Liability: Core waiver language releasing the organization from various forms of liability
6. Media Rights Release: Permission to capture, use, and distribute photographs, videos, and recordings
7. Personal Data Consent: Consent for collection and use of personal data in compliance with PDPO
8. Governing Law: Specification of Hong Kong law as governing law
9. Execution: Signature blocks and date fields for all participants
1. Medical Release: Authorization for emergency medical treatment - include when activity involves physical risks
2. Parent/Guardian Consent: Additional section for minors requiring parent/guardian signature - include when participants may be under 18
3. Intellectual Property Rights: Additional IP-related provisions - include when participants might create content during the activity
4. Confidentiality: Non-disclosure provisions - include when activity involves access to confidential information
5. Insurance Declaration: Participant confirmation of personal insurance coverage - include for high-risk activities
6. Translation Declaration: Confirmation that form has been explained in participant's preferred language - include for multinational groups
1. Schedule 1 - Participant Details: Table for collecting participant information including names, ID numbers, emergency contacts
2. Schedule 2 - Activity Description: Detailed description of the activity, including dates, locations, and specific risks
3. Schedule 3 - Medical Information Form: Optional form for relevant medical information and emergency contacts
4. Appendix A - Safety Guidelines: Document outlining safety procedures and guidelines for the activity
5. Appendix B - Privacy Policy: Detailed privacy policy regarding handling of personal data
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