A procedure is required to insure that appropriate guidelines and techniques are followed and utilized by photographers.

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1 Staff Responsibility: Date adopted: Executive Director by the Executive Committee I. POLICY: The Santa Barbara Botanic Garden is committed to the provision and maintenance of appropriate physical facilities and garden displays which contribute to an aesthetic, comfortable and conducive learning and work environment. By appointment, the Garden may make available certain buildings and grounds facilities for both motion picture and still photography, provided that such use does not conflict with the Garden's purpose, and that all Garden policies are adhered to. A procedure is required to insure that appropriate guidelines and techniques are followed and utilized by photographers. The Executive Director has jurisdiction over enforcement and waivers to this policy. II. COMMENT: A. Categories of Photography Three types of still and motion photography are recognized: 1. Amateur: Photography used exclusively for home and personal use. Implies that photographs will not be duplicated for distribution, used for public relations or sold. Such photography is subject to the guidelines detailed in attachment 1 (General Rules for All Photographers); which shall be distributed by admission cashiers upon request. 2. Education and Public Relations: Photography which will further the educational, horticultural or scientific mission of the Garden, such as photography used in the development of textbooks. Also included is notfor-profit/non-contracted photography that is for the primary purpose of increasing public relations and the image of the Garden; agreement (attachment 3) and the guidelines detailed in attachments 1 (General Rules for All Photographers) and 2 (Special Requirements for Commercial and Educational Photography). The decision is at the discretion of the Executive Director. 3. Commercial: Includes all forms of photography involving contract and for-profit activities, including special occasion photography and photography that does not directly further the mission of the Garden. Such photography is subject to all fees and guidelines detailed in attachments 1 (General Rules for All Photographers) and 2 (Special Requirements for Commercial and Educational Photography) and the Commercial 1

2 Photography Agreement (attachment 3). Also included in this category are photographs taken for the purpose of sale. III. POLICIES AND GUIDELINES: A. Photographs taken by Garden personnel with Garden equipment are the property of the Santa Barbara Botanic Garden. Photographs in this category when published shall bear the following credit line: "Santa Barbara Botanic Garden Photograph." B. Amateur Photographers visiting the Santa Barbara Botanic Garden are at liberty to photograph the gardens, plants and horticultural displays without special permission. Rearranging of plant materials or any disturbing of Garden displays will not be permitted. Photography for personal (home) use shall be subjected to the policies listed in attachment 1 (General Rules for All Photographers). Tripods should not block trails nor be placed in floral beds. C. Commercial Photographers must apply in writing to the Communications Manager for written permission to photograph at the Santa Barbara Botanic Garden. The purpose, use and other details must accompany the application. All commercial photography will be subjected to the guidelines and agreements in attachment 1 (General Rules for All Photographers) and 2 (Special Requirements for Commercial and Educational Photography) and the Commercial Photography (attachment 3) or Special Occasion Agreement (attachment 4). D. In the case of educational photography and photography for public relations, the Garden policy shall be that no fee is charged provided that: 1. Santa Barbara Botanic Garden will be identified and credited in the usage of all photos, both motion and still; 2. A copy of each photo (motion and still) will be given (gratis) to the Garden with expressed permission to use the photographs at-will. Historical representative selections will be provided to Garden staff for archival purposes. All guidelines in attachments 1 (General Rules for All Photographers) and 2 (Special Requirements for Commercial and Educational Photography) and in the Educational Photographic Agreement (attachment 3) apply. 2

3 Attachment 1 General Rules for all Photographers 1. All people and equipment are restricted to trails or other areas open to the public. No equipment will be allowed in flower beds or planted areas. 2. No cutting, trimming, or altering any plants or plant labels. 3. Every precaution must be taken to avoid any damages to the grounds and all plant material. 4. Safety is the first consideration at all times. 5. Photographers are responsible for full cost of all damage to SBBG property. I. Amateur Photographers visiting the Santa Barbara Botanic Garden are at liberty to photograph the gardens, plants and horticultural displays without special permission. II. III. Rearranging of plant materials or any disturbing of Garden displays will not be permitted. Photography for personal (home) use shall be subjected to the policies listed in attachment 1 (General Rules for All Photographers). Tripods should not block trails nor be placed in floral beds. Commercial Photographers must apply in writing to the Communications Manager for written permission to photograph at the Santa Barbara Botanic Garden. The purpose, use and other details must accompany the request. All Commercial photography will be subjected to the guidelines and agreements in attachment 1 (General Rules for All Photographers) and 2 (Special Requirements for Commercial and Educational Photography) and the Commercial Photography (attachment 4) or Special Occasion Agreement (attachment 5). IV. In the case of educational photography and photography for public relations, the Garden policy shall be that no fee is charged provided that: A. Santa Barbara Botanic Garden will be identified and credited in the usage of all photos, both motion and still; B. A copy of each photo (motion and still) will be given (gratis) to the Garden with expressed permission to use the photographs at-will. Historical representative selections will be provided to Garden staff for archival purposes. All guidelines in attachments 1 (General Rules for All Photographers) and 2 (Special Requirements for Commercial and Educational Photography) and in the Educational Photographic Agreement (attachment 3) apply. 1

4 Attachment 1 Application for Photograph Reproduction Date: PERMISSION IS HEREBY REQUESTED TO REPRODUCE IMAGES OF PHOTOGRAPHS OWNED BY THE SANTA BARBARA BOTANIC GARDEN **Note : Please itemize request on reverse side of this form or attach a separate list. For ONE-TIME use in (Title of book, article, film, or video) Issue/year (Journal or publication) Name of publisher or film company: Address: A credit line will appear in the publication, film, or video as follows: COURTESY OF THE SANTA BARBARA BOTANIC GARDEN and the photographer must be acknowledged. A gratis copy of the publication, film, or video containing the reproduction will be forwarded to the Garden library for its files. If subsequent reproduction of the above item(s) is desired, a new application will be submitted. I agree to the above (Signature) (Date) Name: (Please print or type) - Address: Phone Number: ====================================================================== FOR GARDEN USE ONLY Approved by: Date: (Manager) Department: 2

5 Attachment 1 Total Use Fees Billed: Date: Paid: Date: PLEASE SIGN TWO COPIES OF THIS FORM AND RETURN THEM TO THE GARDEN. One counter-signed copy will be returned to you upon payment. Thank you. 3

6 C-110 Photography Attachment 2 Invoice for One-time Use Fees Date: To: Name Address For: Total amount due: Please make check payable to SANTA BARBARA BOTANIC GARDEN Send check and a copy of this invoice to: ATTN: Controller Santa Barbara Botanic Garden 1212 Mission Canyon Road Santa Barbara, CA If you have questions regarding this bill, contact the Communications Manager at (805) ext Authorized by: (Manager) Department: Date: 1

7 C-110 Photography Attachment 2 Santa Barbara Botanic Garden Special Requirements for Commercial and Educational Photography A. All photography must be authorized by the Communications Manager. This authorization involves a location agreement, fee, and insurance certificate. The appropriate photography agreement must be signed before photography can commence. B. Only the equipment specified in the agreement will be allowed on site. C. There are to be no signs removed, holes dug, or public re-routed from any part of the grounds without prior approval. D. Re-routing or ceasing any mowing, watering, or gardening activities must be agreed upon and arranged with the Director of Horticulture or Head Gardener BEFORE the photography begins. E. During public hours, no vehicles or trucks are allowed to be parked in areas/roads unless specifically authorized. F. Film crews are under the jurisdiction of the Botanic Garden staff, its instructions, and safety rules. G. Film crews will be assigned a staff member during entire time of shooting (additional fees involved). H. A photography/film company with more than 5 people on site at a given time must have an insurance policy with no less than $1,000,000 with the added clause under "description of operations": The Santa Barbara Botanic Garden to be named as an additional insured as respects for day, date, year, with regard to a company name film project to promote name of project." The insurance certificate holder is: The Santa Barbara Botanic Garden 1212 Mission Canyon Road Santa Barbara, CA Attn: Controller I. Before filming can begin, the Santa Barbara Botanic Garden must have a signed location agreement, an insurance certificate, and the check for the full fee. The following information is needed for the contract: 1. Legal name of the company 2. Correct address of the company 2

8 C-110 Photography Attachment 2 3. Time of arrival and departure 4. Name of project 5. Any special needs (e.g. weight of trucks, etc.) J. Fee Scale (EXTERIORS): (subject to change without notice) Still Photography - From $250/hr Filming/Video - $500/hr first hour; $250/hr thereafter. Plus staff time Holds require 50% nonrefundable deposit. K. Failure of photographers to follow the Santa Barbara Botanic Garden requests concerning operations may result in the operation being shut down and being asked to leave. 3