# Event website asset register and publication check

Copy this register into your team's document system. One row represents one source asset; list web sizes and crops as related derivatives rather than silently treating them as independent rights. This is a workflow record, not a licence or legal conclusion.

| Asset ID | Asset and source file link | Creator/supplier | Evidence of permitted use (link) | Approved channel, territory, duration and changes | People/property consent evidence if relevant | Current revision / derivatives | Live event URLs and locale | Rights status | Owner | Review/expiry trigger | Replacement or removal action |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| PHOTO-001 | [source] | [photographer] | [signed agreement or licence] | [event page, social, geography, end date, crop terms] | [evidence or not applicable] | [master; web crop] | [URL / locale] | unconfirmed | [name] | [date/condition] | hold publication until confirmed |
| LOGO-002 | [source] | [sponsor] | [brand permission] | [event page and agreed dates] | not applicable | [current logo; dark-background variant] | [URL / locale] | confirmed for stated use | [name] | [sponsor revision / agreement end] | request new version or remove |

## Intake gate for each new file

- [ ] A stable ID, source and creator are known. Do not use a filename as proof of permission.
- [ ] Permission evidence is linked. Record the actual permitted channels, territory, duration, attribution and edit/crop limits; write **unconfirmed** if unanswered.
- [ ] Any separate people, venue, artwork or property permission question has an owner for review.
- [ ] The current master and approved exports are linked, with a clear replacement relationship to prior versions.
- [ ] An editor has checked the intended web page, language version, alt text and visible credit against the approval.
- [ ] The live URL and review trigger are recorded so a later expiry, sponsor change or revocation can be found.

## Reuse decision

**Asset ID and proposed new use:**

**Evidence that this channel, territory, duration and edit are permitted:**

**Owner and reviewer:**

**Decision:** publish / publish with condition / hold / replace / remove.

**Affected URLs, files and derivatives:**

**Review date or trigger:**

If permission evidence is missing, stop the proposed reuse and ask the rights owner or qualified reviewer. Embedded image metadata can help identify a source and usage terms, but it does not itself grant permission and it may not survive every export. Keep the underlying agreement or permission record reachable from the register.