Filming & photography policy
Filming and photography in the Museum presents special risks to the collection and to visitors. Furthermore, staff time and other resources can be consumed at high rates if filming and photography is not carefully controlled. Moreover, copyright issues can arise particularly with 2-dimensional objects. On the other hand, filming and photography for private use is a popular activity which helps visitors to promote the Museum to friends and to carry out personal research projects. Additionally, commercial filming and photography provides an opportunity to generate revenue. This policy sets out the means to achieve the correct balance between these conflicting interests.
Definitions
1. Private Use
Filming (including video recording) and photography for private use is that which is undertaken by visitors who intend to use the results for neither commercial nor ‘not for profit’ purpose.
2. Not for Profit Use
Filming and photography for ‘not for profit use’ is that which is undertaken by representatives of ‘not for profit’ organisations such as charities and schools.
3. Commercial Use
This covers all other categories of filming and photography, where the intention is to publish, present or otherwise attempt to exploit the commercial value of the results
Limitations
4. Private Use
Visitors who wish to film or take photographs in the Museum may do so within the exhibition areas of the Museum from the walkway. To avoid causing a trip hazard for other users of the Museum, they should use a tripod only with the assistance or permission of a member of staff. Flash or other lighting which is built-in to the camera may be used. If the photographer requires close external access briefly to an aircraft, a member of staff (paid or volunteer) may escort the visitor past the barrier. The escort assumes responsibility for ensuring that the visitor is unharmed and does not interfere with the aircraft. Objects in cases will not be removed to aid private use photography. By definition, the results will not be published.
5. Not for profit Use
Representatives of charities, schools or other institutions who state that the results of the photography will be used solely for educational or charitable purposes and not for the purpose of generating income to the organisation may be treated the same way as private users. Although, by definition the results may not be used for commercial gain, there still may be a charge in accordance with Para 7-12 below.
6. Commercial Use
Visitors who wish to film or take photographs for commercial use must declare in advance that they will comply with the conditions on the written agreement, Para 15 below, and that they will pay for the services received at the stated rates.
7. Charges for Commercial Use
The rates detailed are facility fees only, enabling supervised access to all parts of the Museum. All charges are shown exclusive of VAT and apply to each hour or parts of an hour. Higher Charges may be negotiated, if for example, services are in high demand, additional staff are required to attend, or disruption to other visitors is anticipated. Concessionary rates should not normally be applied without reference and justification to the Corporate Events Manager (see also Para 13 below)
8. Commercial Film Production Companies
For location work, advertising campaigns and PR agencies with commercial clients costs from £150 per hour.
9. Television Programme Production Companies
For programme makers with terrestrial and cable channels. Rate dependent upon any need for special access, the perceived disruption to both RAFM visitors, and involvement of exhibits. The charge will be influenced by the size of crew, equipment, time of day etc.
Small Crews (up to 3) from £150 per hour
Large crews (4+) from £300 per hour
10. Still Photography
Fashion shoots or PR photography using RAFM exhibits from £150 per hour
For commercial model makers with no special access requirements from £75 per hour
11. Curatorial Support
If curatorial support if required for any task an additional £50 per hour should be charged.
If a need can be met from an existing photograph or image, using either the collection or another Museum source, the procedure and charges for photographic reproduction apply, and the charge for commercial use may be abated accordingly.
12. Concessions
Applications for concessions by sponsors, potential sponsors or high-profile users, including TV and advertisers and the national Press may be considered by the Corporate Events Manager. For the sake of propriety, the anticipated benefit to the Museum must be quantified and recorded on the agreement. Any undertaking to mention the Museum in the credits must be specified in detail. The concessionary rates negotiated should at least cover all the cash costs incurred by the Museum.
13. Publicity
The limitations on filming and photography are to be displayed in the Foyer to inform visitors of the existence of the policy. A copy of this document is to be available at the reception Desk and supplied on request.
14. Administration
Enquiries about the commercial use are to be channelled through the Events Technician who will liaise with other departments to coordinate the required support, calculate and negotiate the appropriate charge, and present the agreement for signature by the client, always in advance, and normally before arrival on site.
15. Supervision of Commercial Activities
Film and photography crews are to be 100% supervised by a member of Museum staff at all times when equipment is in use. The full cost of supervision is to be included when negotiating charges. The schedule of conditions for on-site lighting and cabling will be supplied on request and must be complied with precisely.
Under no circumstances is lighting equipment to be left unattended whilst it is hot or while it is possible to switch on lamps.