As an approved volunteer photographer for On Angels’ Wings, you agree to adhere to the following:

Committing to complete at least one (1) session every four (4) months to stay on as a volunteer.

Turning in a Release form (provided in the Files tab or via email upon request) for every session completed, within 48 hours of session completed, unless otherwise agreed upon.

If volunteering for emergency sessions, you agree to provide us with your general availability so we know who to contact when an emergency comes up. You also agree to provide times you will need off from your regular call with as much notice as possible.

If volunteering for emergency sessions, we may ask you to shadow another seasoned OAW photographer at least once (or as many times until you’re comfortable) before completing a session on your own.

OAW acknowledges our commitment to your well-being and, therefore, commits to not give you on more than two sessions a month, unless you specifically volunteer for more after completing two sessions.

You agree to represent the organization to the best of your ability. At events for which you volunteer or when taking photographs for a family, that you will present yourself in a professional manner, portraying On Angels’ Wings as a reputable and reliable organization, and convey the purpose and passion of the organization as clearly and accurately as possible.

You agree to only convey to recipients that they will have images within 2 (two) weeks of session. Please do not communicate to recipients that you have turned images in to us, regardless of the timeline. If a recipient asks you directly if images are done, please simply tell them that they will have them from OAW within two weeks of the session and that, should they wish to get a few preliminary images for a service or birthday party, they will need to request those directly from the organization.

Please do not post any previews of images taken to your business page or website until all three of the following criteria are met:

  1. The parents marked on #5 on the release that we have permission to share their images
  2. The gallery has been sent to the family by OAW (out of respect we don’t want others to see their pictures before they do)
  3. You tag the OAW page in your post or in the caption of the preview image in order to raise awareness of our services

Emergency / In-Hospital Session Process

1) Call comes in from the hospital or recipient directly (this will either be an immediate need or we will have advanced warning)

2) Call goes out to photographers on call during the time of the projected need and updated as needed/where available. Those on-call agree to be prepared -- Release printed and camera charged.

3) Photographer goes in for the session per instructions provided, with Release (which is available under the files tab and required for all sessions)

4) Upon arrive at the hospital, go to the nurses station for the department so the nurse can introduce you to the family

5) Before the session begins, have the Release completed BY A PARENT ONLY. Always draw attention to item #5 on the release and make sure only ONE option is selected and initialed by the signing parent only. All information in the contact session must be completed. ALWAYS verify all of the information with a parent to make sure it is legible. Do not send the Release with a nurse to be filled out without you present, unless under extreme circumstances. And you will need to meet the parents to verify the information provided.

6) Complete the session. We do not use flash for loss/goodbye sessions in the hospital because it can be too invasive for the family to bear in their fragile emotional state. You will need to use available light and a high ISO.

7) Inform the family that the images will be provided via a password-protected online gallery within two weeks of the session and that they need to contact OAW if they need a few images for a service before then (if there is a loss). Make sure that the family has a brochure from the nurse. Inform them that we have support services available and someone from OAW will contact them within 24 hours to check on any further needs.

8) Immediately upon completion of session (from your car in the parking lot, if you have to), send a joint message to coordinating board members to notify us that the session is complete and to send a screenshot of the release.

9) Within 48 hours of session completion, scan the Release as a PDF and email it to This email address is being protected from spambots. You need JavaScript enabled to view it.. If you are unable to scan the Release, you must send a picture of each page in the aforementioned joint message or via email to the same address (do not text it) and then the hard copy of the Release must be mailed within 48 hours to 4805 S. McCann Ave, Springfield, MO 65804. NOTE: We cannot send the images to the family without the Release in our possession.

10) Upon receipt of the Release, and upload link will be provided to you for the completed images.

11) Edit images and upload them within 12 days of session. A minimum of 30 images is required for each session (unless we are notified of extreme circumstances immediately following the session). For loss sessions, we require a color and black & white duplicate of each image (this is not required for any other session). Assistance with edits is available upon request in a timely manner. If you cannot meet the 12 day deadline, please contact OAW staff immediately so that we can inform the family.

12) Notify via text or in the aforementioned joint message when images are uploaded to the gallery (we do not get a notification otherwise).

13) Completed images may be shared on your personal Facebook photography business page and website/blog ONLY IF THE RECIPIENT INDICATED THAT PERMISSION TO DO SO WAS PROVIDED in #5 of the Release and only after images have been sent to the family. You are required to link back to the OAW in any images you post.

Scheduled Session Process

1) The need for a photographer is posted in the Facebook group listing basic information about the session and the recipient’s availability for pictures. All applicable photographers are tagged in the post. Be sure that your notifications are on for the group post and that, when you’re tagged, you always check the post. ALWAYS RESPOND TO A SESSION CALL POST, even if you are not available.

2) The best matched photographer will be joint messaged with the recipient and an OAW board member to finalize the session date, time and location. All communication with recipients regarding sessions MUST BE IN A JOINT MESSAGE WITH A BOARD MEMBER, including any rescheduling. If the recipient reaches out to you privately regarding a session, move the conversation back to the joint message. (Alternatively, a joint email can be arranged if necessary).

3) Before the session begins, have the Release completed by a parent. ALWAYS draw attention to item #5 on the release and make sure only ONE option is selected and initialed by the signing parent only. All information in the contact session must be completed. ALWAYS verify all of the information with a parent to make sure it is legible.

4) Complete the session.

5) Inform the family that the images will be provided via a password-protected online gallery within two weeks of the session.

6) Immediately upon completion of session (from your car in the parking lot, if you have to), send a joint message to coordinating board members to notify us that the session is complete and to send a screenshot of the release.

7) Within 48 hours of session completion, scan the Release as a PDF and email it to This email address is being protected from spambots. You need JavaScript enabled to view it.. If you are unable to scan the Release, you must send a picture of each page in the aforementioned joint message or via email to the same address (do not text it) and then the hard copy of the Release must be mailed within 48 hours to 4805 S. McCann Ave, Springfield, MO 65804. NOTE: We cannot send the images to the family without the Release in our possession.

8) Upon receipt of the Release, and upload link will be provided to you for the completed images.

9) Edit images and upload them within 12 days of session. A minimum of 30 images is required for each session (unless we are notified of extreme circumstances immediately following the session). If you cannot meet the 12 day deadline, please contact OAW staff immediately so that we can inform the family.

10) Notify via text or in the aforementioned joint message when images are uploaded to the gallery (we do not get a notification otherwise).

11) Completed images may be shared on your personal Facebook photography business page and website/blog ONLY IF THE RECIPIENT INDICATED THAT PERMISSION TO DO SO WAS PROVIDED in #5 of the Release, and only after images have been sent to the family. You are required to link back to the OAW in any images you post.