Phillips Handcart Company • TrekHQ™

Photographer & Media Dashboard

Capture the story of trek respectfully, safely, and legally. Use this dashboard for shot planning, drone approval, parent sharing, photo guidelines, and media coordination.

Committee purpose: The Photographer & Media Committee helps document the trek experience through approved photos, short video clips, parent-safe sharing, and leadership-approved media use. This dashboard does not create a public archive or claim ownership of families’ photos.
FAA Drone Requirement: Drone footage for trek documentation, church communications, websites, social media, promotional materials, training videos, or any other non-recreational purpose should only be flown by a qualified FAA Part 107 Remote Pilot operating a properly registered drone in compliance with FAA rules, Remote ID requirements, airspace limits, land-management rules, and trek leadership approval.

Committee Overview

📷

Before Trek

Prepare people, permissions, equipment, and expectations.

🎥

During Trek

Capture meaningful moments without interrupting the experience.

✅

After Trek

Share appropriately and return media stewardship to the leaders/families.

Built-In Media Tools

Shot List Builder

Use this built-in shot list so photographers know what actually matters before trek starts.

Drone Checklist

Do not treat this as legal advice. The pilot is responsible for current FAA compliance, airspace checks, aircraft condition, land rules, and safe operation.

Parent Sharing Guide

Parent sharing should be simple, controlled, and leadership-approved.

  • Decide before trek whether photos will be shared daily, after trek, or only through a final album.
  • Use one approved album or sharing method instead of scattered links.
  • Share the link only through official trek/stake communication channels.
  • Do not post medical situations, discipline issues, exhaustion, private grief, changing/clothing moments, or youth who should not be shown.
  • Ask photographers to upload only their best usable photos instead of hundreds of duplicates.
  • Give parents clear expectations: photos may be limited during remote areas, low service, weather, or safety issues.

Photo Sharing Guidelines

  • Respect youth privacy and parent permissions.
  • Do not identify youth publicly without leadership approval.
  • Do not post images that embarrass, isolate, or expose a participant.
  • Do not photograph medical care, accidents, leader discipline, or private counseling moments.
  • Use extra care with spiritual moments. Some moments are better remembered than photographed.
  • Coordinate all public posts, social media, website use, and slideshow use with trek leadership.
  • Remove photos promptly if a parent, leader, or participant raises a legitimate concern.

FAA Drone & Part 107 Summary

Plain-language rule for TrekHQ: If drone footage is being captured for trek documentation, church communications, training, websites, promotional use, social media, or any organized project beyond personal recreation, use a qualified FAA Part 107 Remote Pilot.
  • The pilot should hold a current FAA Remote Pilot Certificate under Part 107.
  • The drone should be registered properly for Part 107 use where required.
  • Drones that are required to be registered must also comply with Remote ID requirements.
  • The pilot should check airspace before every flight and obtain authorization if needed.
  • The pilot must follow FAA rules, local restrictions, land-management restrictions, weather limitations, and trek leadership instructions.
  • Drone footage is optional. If compliance is unclear, do not fly.

Media Timeline

8–12 weeks before trekAssign media lead, decide whether drone footage is allowed, review image release needs, and identify any parent restrictions.
4–6 weeks before trekCreate shot list, assign photographers, confirm parent sharing method, and coordinate with Activities, Medical, and Director.
1–2 weeks before trekCharge gear, prepare file naming plan, confirm drone compliance if applicable, and review privacy/no-photo expectations.
During trekCapture key moments without interrupting safety, reverence, or youth experience. Back up photos when practical.
1 week after trekCollect photos, remove sensitive/private images, create approved album or slideshow, and hand final media access to leadership.

Media Plan Generator

Simple Media Plan

Fill this out for your committee meeting, then generate a simple media plan you can print or save.

Reference Documents

Photographer & Media Training Videos

Use these role training videos to understand what to capture, how to tell the trek story, how to manage files, and what final deliverables should be prepared after trek.

1. Overview

Start here for the Photographer & Media Committee overview.