There are BIG perks to making small additions to the agreements you use with nonprofits when you donate images. This one simple tweak sets expectations, underscores your value as a photographer, and sets the stage for future paid work with the nonprofits you’re volunteering with.
This simple addition has a big effect
I love having agreements and contracts in place because they provide so much clarity to anyone you’re working with – from licensing images to someone to collaborating on a project with one or many people.
Everyone knows what’s going on.
To me, paperwork is clarity, and clarity is kindness.
So when it comes to donating your images to a non-profit, I definitely believe that you should have a licensing agreement in place, even if you’re donating and no money is exchanged.
Having a licensing agreement in place with the non-profit that you’re donating to:
✅ provides clarity around what that non-profit can and can’t do with those images
✅ provides clarity around the value of the images that you’re donating
✅ provides clarity around the value of you as a photographer creating imagery for that nonprofit
Here’s how one small, simple tweak to your licensing agreement can do aaaallllll that for you, and it takes less than 5 minutes to add.
What Is a Licensing Agreement?
A licensing agreement is a contract between you (the photographer) and another party (in this case, a nonprofit) that outlines how your images can be used. This agreement protects your rights and sets clear terms for the usage of your work.
Key Components of a Licensing Agreement
- Parties Involved: Clearly state who is granting the license (you) and who is receiving the license (the nonprofit).
- Description of Images: List the specific images being licensed, including file names and descriptions.
- License Terms: Define how the nonprofit can use the images (e.g., marketing, website, social media) and for how long.
- Value of Images: Even if you’re donating the images, list their monetary value to show the nonprofit what your work is worth.
- Restrictions: Outline any restrictions on the use of the images (e.g., no third-party use without permission).
Why You Need a Licensing Agreement for Donated Images
When you’re donating images to a nonprofit, it’s tempting to skip the formalities. After all, no money is changing hands, so why bother with a licensing agreement, right? Wrong! A licensing agreement does much more than cover monetary transactions. It provides clarity on what the nonprofit can and cannot do with your images, and it highlights the value of your work. Here’s how.
Showcasing Your Value
Inside any licensing agreement, there are typically several key components:
- Dollar Amount for Licensing: This shows what you would charge for the images if there were a financial transaction.
- List of Images: A detailed list of the images being licensed, including file names and descriptions.
When creating a licensing agreement for donated images, the money exchange section will simply show $0. But here’s the trick: still list the value of those images as if a paying client were licensing them. This demonstrates to the nonprofit the monetary value of your donation.
For example, let’s say you’re donating 10 images for use in the nonprofit’s marketing efforts, such as their website, social media, and newsletters. If you would typically charge $500 per image for a paying client, note that in the agreement. So, for the nonprofit, it would look something like this:
- Money Exchanged: $0
- Value of Images: $500 per image
Why This Matters
- Acknowledging Your Contribution: The nonprofit can see the actual value of your donation. They’ll appreciate how much they’re saving and the generosity of your contribution.
- Budget Planning: It helps the nonprofit understand the costs associated with hiring a photographer in the future. When they see the value you bring, they’re more likely to budget for professional photography services down the line.
How to Draft a Licensing Agreement
Step-by-Step Guide
- Identify the Parties: Clearly state who is involved in the agreement. This includes you (the photographer) and the nonprofit.
- List the Images: Include a detailed list of the images being donated. Provide file names and descriptions for clarity.
- Define the License Terms: Specify how the nonprofit can use the images. This might include marketing, social media, website use, etc. Also, define the duration of the license (e.g., two years).
- State the Value of Images: Even if you’re donating the images, include their market value. This helps the nonprofit understand the value of your contribution.
- Include Restrictions: Clearly outline any restrictions on the use of your images. For instance, the images cannot be used by third parties without your permission.
Where to Find Templates
If you’re not sure where to start with drafting a licensing agreement, don’t worry. There are plenty of resources available online where you can find templates. Here are a few:
- American Society of Media Photographers (ASMP): They offer a range of contract templates for photographers.
- Getty Images: They provide sample agreements that can be adapted for your use.
- Stock Photography Agencies: Websites like Shutterstock and Adobe Stock often have contract templates that can be customized.
- Legal Websites: Websites like LegalZoom and Rocket Lawyer provide customizable contract templates for various needs.
Real-World Impact
By including the value of your images in the licensing agreement, you’re not only providing transparency but also paving the way for future opportunities. The nonprofit gets a clear picture of the professional value you offer, which can lead to more collaborations, including paid projects.
For instance, if the nonprofit wants you to cover an event or create a new set of images for a rebranding campaign, they’ll have a better understanding of the costs involved. This clarity helps them plan and budget more effectively, making it more likely they’ll hire you for future projects.
Next time you’re donating images to a nonprofit, remember to include a licensing agreement. It’s a simple step that goes a long way in ensuring everyone’s on the same page and highlights the value you bring as a photographer. Not only does it protect your work, but it also sets the stage for more fruitful collaborations in the future.
I hope this tip has been helpful for you and that you’re excited to implement it in your workflow. Remember, clarity is kindness, and a bit of paperwork can make a world of difference.
Happy photographing!
