Media Capture Policy & Disclaimer

Reviewed August 2026

This policy explains how photography, video and audio ("media") are captured at the Africa Food Systems Forum ("the Forum") and how AFS Forum may use that media. By attending the Forum, you acknowledge that this policy applies to your participation.

Where and How Media Is Captured

Accredited photographers, videographers, media partners and authorised staff capture media in public and programmed areas of the Forum, including plenaries, breakout sessions, the exhibition and common areas. Some areas may be marked as recording zones. We try to avoid capturing sensitive or private spaces.

Your Choices

• By default, the Forum is documented as a public event, and attending means you may appear in group shots, wide shots or background footage.
• If you prefer not to be photographed, you may ask for a "no-photo" indicator at the Help Desk. Our media teams are asked to be mindful of attendees who have opted out, though we cannot guarantee this in every setting, particularly in wide or crowd shots.
• If you take the stage, join a panel, speak into a microphone, receive an award, or take part in a media interview, you should expect to be prominently featured in Forum media.
• For children and people who may need extra care, we ask that a guardian's consent be confirmed at registration or the Help Desk so we can handle this appropriately.

How We Use Media

We may use media to document the Forum and to share it for editorial, educational and promotional purposes — for example on our website, social channels, in reports, press materials, livestreams and recordings, and in marketing future editions of the Forum. We may edit, adapt, caption or combine media for these purposes. We do not sell individual likenesses.

Media Captured by Others

Accredited press and partners may also capture media at the Forum under their own editorial policies. We ask them to be respectful of Forum signage and any no-photo indicators, but their independent publications are their own responsibility and are not something we control. If you have a concern about media published by a third party, please let us know and we will do what we reasonably can to assist.

Artificial Intelligence

We do not use facial recognition or biometric identification on media collected at the Forum, and we do not create AI-generated depictions of identifiable individuals. Where AI tools are used at all, it is limited to routine production tasks such as captioning or noise reduction, not identification.

How Long We Keep Media

Media that documents the Forum may be kept for a long period for historical and archival purposes. Working files used in production are generally kept only as long as needed for that purpose.

Your Rights

We aim to handle media responsibly and in a manner consistent with applicable law, including the Kenya Data Protection Act (2019) and, where relevant, other regional privacy laws. Where media includes your personal information, you may ask us to:

• Tell you whether media featuring you exists;
• Limit or object to a specific use; or
• Remove it from materials we control, where this is reasonably possible.

Please note that once material has been shared more widely — for example in a printed report, a livestream recording, or reposted by a third party — it may not always be possible to remove it completely. Where that is the case, we will still do what we reasonably can.

How to Reach Us About Media

To ask about media featuring you, or to request that a no-photo indicator be applied, please contact registration@afs-forum.org with enough detail for us to locate the content — for example the page, session or approximate time it was captured.

Updates to This Policy

We may update this policy from time to time to reflect changes in law, technology or how the Forum operates. The version published on this page is the current one.

Contact

Questions about this policy can be sent to registration@afs-forum.org.