The Participant Release Form is an essential legal document used across various sectors in New Zealand to protect organizations and ensure clear communication with participants. This document becomes necessary whenever individuals participate in activities, events, research, or programs where there may be inherent risks, media recording, or personal information collection. The form combines several critical elements: participation consent, liability waiver, media rights release, and personal information handling agreements. It must comply with New Zealand legislation, including the Privacy Act 2020, Contract and Commercial Law Act 2017, and Fair Trading Act 1986. Organizations should implement a Participant Release Form before engaging individuals in any significant activity where formal consent and liability protection are needed, particularly when activities involve physical risks, media recording, or data collection.
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1. Parties: Identifies the organization/individual obtaining the release and the participant providing consent
2. Background: Explains the context of the activity or event requiring the release
3. Definitions: Defines key terms used throughout the document
4. Participation Consent: Details the specific activities or events the participant agrees to take part in
5. Media Rights and Recording Consent: Grants permission for photography, video, audio recording and their usage
6. Risk Acknowledgment: Participant's acknowledgment of potential risks involved in the activity
7. Liability Release: Waiver of liability and agreement not to sue
8. Personal Information Use: How the participant's personal information will be collected, used, and protected
9. Governing Law: Specifies that New Zealand law governs the agreement
10. Execution: Signature blocks and date of signing
1. Medical Disclosure: Required when the activity involves physical exertion or health risks, allowing participants to disclose relevant medical conditions
2. Parent/Guardian Consent: Required when participants are under 18 or lack legal capacity to sign
3. Commercial Rights: Needed when the activity might be used for commercial purposes
4. Intellectual Property Assignment: Required when participants might create content or contribute intellectual property during the activity
5. Confidentiality: Needed when participants may be exposed to sensitive or proprietary information
6. Emergency Contact Information: Required for activities with physical risks or extended duration
7. Transportation Consent: Needed when the activity involves transportation of participants
1. Schedule 1 - Activity Description: Detailed description of the activities covered by the release
2. Schedule 2 - Risk Disclosure: Comprehensive list of potential risks associated with the activity
3. Schedule 3 - Personal Information Collection: Details of what personal information will be collected and how it will be used
4. Appendix A - Emergency Contact Form: Form for participant's emergency contact information
5. Appendix B - Medical Information Form: Form for relevant medical information disclosure
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Entertainment
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Media and Broadcasting
Research and Development
Healthcare
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Arts and Culture
Tourism and Events
Professional Services
Relevant Teams
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Risk Management
Events
Marketing
Communications
Human Resources
Operations
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Research
Media Production
Relevant Roles
Event Manager
Legal Counsel
Risk Management Officer
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Research Director
Marketing Manager
Communications Director
Human Resources Manager
Operations Manager
Project Manager
Compliance Officer
Sports Administrator
Education Coordinator
Production Manager
Media Relations Manager
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