The Legal Side of Hiring Freelancers for Church Video Production

If you’ve been in ministry for any length of time, you’ve probably realized something: church media production never stops. Between livestreaming Sunday services, creating promo videos for the next outreach, or putting together highlight reels for social media, there’s always another project in the pipeline.

But here’s the reality — most churches don’t have the time, staff, or equipment to handle everything in-house. That’s when the thought comes up: “Why not just hire a freelancer?”

And honestly, it’s a smart move. Freelancers can bring fresh creativity, professional skill, and the flexibility to scale your media output without adding a full-time salary to your payroll.

The catch? If you don’t handle it the right way, hiring a freelancer can create a legal and logistical mess — one that could cost you your content, your budget, or even your reputation. So, let’s talk about the legal side of hiring freelancers for church video production… and how to do it right.

Why Freelancers Can Be a Blessing (and a Risk)

I’ve seen freelancers save the day for churches — especially around big ministry moments like Easter, Christmas, or a large community outreach. They often come in with their own high-quality equipment, editing software, and creative flair that can make your church’s media look like it was produced by a national studio.

But here’s the other side of the coin: when there’s no clear agreement in place, things can go sideways quickly. I’ve watched churches end up in disputes over who actually owns the videos, or worse, receive takedown notices because the freelancer used music or footage they didn’t have rights to.

Think of it like this — a freelancer is a guest chef in your kitchen. They can cook you an incredible meal, but if you don’t agree on the ingredients, the recipe, and who gets to keep the leftovers… you might be in for a surprise.

Step 1: Always Use a Written Contract

Yes, I know — in ministry, we like to think a handshake and a good relationship is enough. But when you’re dealing with creative work, a handshake isn’t a contract.

A written agreement is your safety net. It sets expectations and protects both sides. And no, it doesn’t have to be overly legal-sounding or intimidating — it just has to be clear.

At a minimum, your contract should cover:

• Scope of Work – What exactly is the freelancer creating? A 5-minute promo? A full livestream package?
• Deadlines – When is the first draft due? Final delivery?
• Payment Terms – How much, when it’s due, and if there are any deposits or milestone payments.
• Ownership – Who will own the rights to the finished video? (Spoiler: it should be your church.)
• Third-Party Materials – How will music, stock video, or graphics be handled?
• Confidentiality – Protect sensitive church information or private situations.

A written contract doesn’t just protect you legally — it also builds trust. Both sides know exactly what’s expected.

Step 2: Clarify Who Owns the Content

Here’s a big one: if your contract doesn’t specifically state that your church owns the finished video, the freelancer may legally own it — even after you’ve paid them in full.

That’s because, under U.S. copyright law, the creator of a work automatically owns it unless they’ve signed over the rights. It’s not about whether you’ve paid for it — ownership is about legal transfer.

To make sure the content stays with your church, include a “work for hire” clause or an explicit copyright transfer in your agreement. This ensures that once the project is delivered and paid for, all rights belong to the church.

Without it, you could find yourself in a situation where the freelancer can reuse your video for their own purposes, post it online, or even refuse to let you use it in certain ways.

Step 3: Protect Privacy and Public Image

Freelancers are often given access to spaces and moments that are deeply personal for your congregation — baptisms, altar calls, kids’ ministry, and sometimes even counseling sessions or sensitive testimonies.

To avoid breaching trust:

• Clearly communicate what areas are off-limits to filming.
• Get media release forms for anyone featured prominently in the video.
• Have parental consent for any minors on camera.

Your contract should reflect these boundaries, but so should your conversations. It’s not just about protecting your church legally — it’s about protecting your people relationally.

Step 4: Verify Licensing for All Media Elements

Here’s a nightmare scenario: you post your Easter service video on YouTube, and it gets taken down because your freelancer used a stock music track they didn’t have the proper license for.

This happens more often than you’d think. If your freelancer adds background music, stock video, or graphics, they must have the right licenses for your church’s specific use — especially if the video will be posted online or streamed.

In your contract, require them to provide proof of all licenses for third-party materials. That way, if there’s ever a dispute, you have documentation showing you used them legally.

Step 5: Understand Payment and Tax Rules

Freelancers are almost always considered independent contractors. That means:

• You don’t withhold income taxes or provide benefits.
• If you pay them $600 or more in a year, you must issue a 1099-NEC form for tax reporting.
• You should collect a W-9 form before making any payments.

If your finance team isn’t used to working with contractors, this can get overlooked — but it’s a simple step that can save you headaches with the IRS later.

Step 6: Keep Communication Open and Clear

Even the best contracts can’t fix poor communication. Schedule regular check-ins, set realistic expectations for revisions, and keep an open line of dialogue throughout the project.

If you notice something heading off-track — whether it’s a missed deadline or a style choice that doesn’t fit your church’s brand — address it early, not after the final cut is delivered.

Why This Matters for Your Ministry

Freelancers can be an incredible blessing. They allow your church to create professional-quality content without the overhead of a full-time staff member. But they also carry real legal risks if you don’t put the right protections in place.

At Church Law Strategy, we help ministries set up clear contracts, protect their intellectual property, and build healthy working relationships with creative professionals. That way, you can focus on ministry — and still have the kind of media that captures hearts and tells your church’s story beautifully.

Our Links

• Church Law Strategy subscription plans for churches and ministries
• Intellectual property protection for church media content
• Media release and work-for-hire agreements for ministries

Other Resources to Check Out!

• U.S. Copyright Office – Work for Hire Basics
• IRS – Independent Contractor Rules
• CCLI – Church Copyright Licensing

Disclaimer: This blog post is for informational purposes only and does not constitute legal advice. Reading this content does not create an attorney-client relationship between you and Church Law and Strategy or its representatives. For specific legal advice tailored to your church or organization, please consult a licensed attorney.