Rights Clearance Navigator
Printable worksheet and checklists to identify likely rights and permissions. Educational resource — not legal advice. Published by Art and Media Law.
A. Project Worksheet
Monetized distribution
User‑generated content (UGC)
Product placement/brand integration
Potentially sensitive/defamatory contexts
Minors involved
Union/guild performers (e.g., SAG‑AFTRA)
AI‑generated/AI‑modified content
Cover/interpolation (music)
Believed public domain
Newsworthy/documentary context
B. Asset‑Specific Rights Checklists
1) Music (Composition/Master)
SyncMaster UseMechanical (cover)PRO/Cue sheet
Synchronization license (composition) — publisher(s).
Master use license (recording) — label/owner (unless newly recorded cover).
Mechanical license for cover recordings (in addition to sync for AV uses).
Promo/advertising rights or step‑ups if paid media.
Public performance via PRO (platform/broadcaster usually handles); prepare cue sheet.
Confirm media/territory/term; context limitations; credit language.
2) Third‑Party/Stock Footage
Editorial vs. CommercialUnderlying rights
Footage license from rights holder/agency with defined media/term/territory.
Confirm underlying rights: music, artwork, trademarks, persons within clip.
Separate clearance for advertising if license is editorial‑only.
Obtain license certificate and indemnity scope where available.
3) Images/Artwork/Illustrations
License/PermissionProperty/Model releases
License or written permission from rights holder; confirm commercial vs. editorial use.
Featured artwork may require property releases; galleries/museums may control licensing.
Credit/attribution per license; track license terms and expiries.
4) Trademarks/Logos/Brands
Endorsement risk
Permission for featured/prominent usage, especially in advertising.
Incidental/background presence reduces but does not eliminate risk.
Avoid implied endorsement; consider blurring/generics if unlicensed.
5) Likeness/Voice (People)
Appearance ReleaseMinorsUnion
Signed appearance/release; specify media/territory/term and sensitive contexts.
Union/guild rules if applicable; compensation schedules; paperwork.
Minors: permits, guardian consent, studio teacher/tutor, hour limits.
6) Text/Books/Articles
PermissionsFair use/dealing (fact‑specific)
Permission/license from publisher/author for excerpts beyond fair use/dealing.
For critique/commentary, assess fair use/dealing factors; keep memo on file.
Attribution per license and style guide.
7) Private Property/Locations
Location Agreement
Location agreement with owner/manager; define scope and dates.
Insurance COIs; add additional insured where required.
Address visible signage/artwork/trademarks onsite.
C. Modifiers & Risk Factors
| Factor | Effect | Notes |
|---|---|---|
| Monetized/Commercial Distribution | Increases clearance rigor and scope | Expand rights and approvals; budget for fees |
| Paid Advertising | Higher risk for trademarks/publicity | Obtain ad‑specific rights or step‑ups |
| UGC Sources | Uploader may lack rights | Platform terms rarely grant downstream commercial rights |
| Sensitive/Defamatory Contexts | Heightened litigation risk | Legal review for defamation, privacy, false light |
| AI‑Generated/Modified | Provenance and publicity/IP issues | Consent logs; vendor warranties; dataset concerns |
| Public Domain Claims | Term varies by jurisdiction/work type | Verify dates and statuses; beware derivatives/editions |
| News/Documentary | Defenses may apply but limited | Maintain editorial justification and counsel notes |
D. Summary Sheet
– Project: [Type] | Territory: [ ] | Term: [ ] | Media: [ ] | Promotion: [ ]
– Asset: [Type] | Duration/Clip: [ ] | Context: [ ]
– Notes: [Brief description]LIKELY RIGHTS & STEPS
– [List rights required per asset type]
– [Identify rights holders and contact steps]
– [Confirm promo/ad usage; step-ups if needed]
– [Prepare cue sheets, credits, and documentation]
FLAGS / CAUTIONS
– [Sensitive contexts / minors / trademarks / AI / UGC / public domain uncertainty]
DOCUMENTS TO PREPARE/OBTAIN
– [Licenses, releases, location agreements, permissions, memos]
Last updated: [YYYY‑MM‑DD] • Editor: [Name] • Reviewer: [Name] • Publisher: Art and Media Law
Cite this Navigator
“Rights Clearance Navigator,” Art and Media Law, last updated [YYYY‑MM‑DD], https://artandmedialaw.com/
Attribution required: title, “Art and Media Law,” last updated date, direct link.
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E. Disclaimer
This navigator is an educational aid and does not constitute legal advice. Requirements vary by jurisdiction, platform, union rules, and deal terms. Engage qualified counsel for project‑specific guidance and maintain an internal change log when updating this page.