Purpose
This policy outlines the policy and procedure of Live Oak Public Libraries (LOPL) for third-party photography, filming, and audio recording, for general and commercial purposes, in the library or on its grounds.
LOPL provides a space for the public to aid in the acquisition of knowledge through reading, writing, and quiet contemplation. Under the law, public libraries are considered “limited public forums”, which means they may implement policies which promote and protect their primary purposes. As such, the library may restrict the exercise of free speech in its buildings consistent with the nature of the library, including behavior that is disruptive or intrusive to staff or other patrons or that interferes with the library’s fundamental mission.
Photography, filming, and/or audio recording is allowed as described in LOPL policies and procedures and to the extent that it does not interfere with the delivery of library services, patrons’ access and usage of library services, or the wellbeing of patrons and staff. LOPL reserves the right to refuse any request for photography, filming, and/or audio recording activity if the proposed activity is determined that it will interfere with the delivery of library services, patrons’ access and usage of library services, or the wellbeing of patrons and staff.
Responsibility
Disruptive behavior or conduct that is loud or verbally or physically threatening, causes any undue disturbance, violates LOPL policies and procedures, or endangers the health and/or safety of library users and/or staff is prohibited. LOPL reserves the right to terminate any photography, filming, or audio recording activity in violation of this policy. In addition, parties involved in photography, filming, and audio recording are expected to follow the library’s Customer Behavior Policy.
Photography, filming, and/or audio recording members of the public, library staff, and public programs (unless permission has been granted in advance by LOPL) are prohibited except as outlined in this policy. Persons photographing, filming, or audio recording on library premises have the sole responsibility for gaining all necessary releases and permissions.
Types of Use Defined
LOPL defines five types of usage for the purposes of setting policy and procedure with respect to photography, filming, and audio-recording by third parties: Casual, Commercial, Student Project, News Media, and Groups and Non-Library Events in Reserved Meeting Rooms.
Casual
Intent of use: A personal recording of one’s visit not intended for commercial use.
Casual photography, filming, and/or audio recording for personal use is permitted in public areas of library facilities for patrons and visitors wanting a record of their visit during regular operating hours. Such patrons and visitors have explicit responsibility for gaining all necessary permissions from persons who are filmed, photographed, or audio recorded.
Casual photographers, audiographers, and film-makers are requested to refrain from using flash equipment or otherwise disturbing library users (for example, talking loudly in reading areas). Tripods or other photography/film or audio equipment must not obstruct passageways or cause disturbances to library users.
Casual photographers, audiographers, and film-makers are requested to make their intention known to a member of the branch staff before beginning their activity but are not required to provide a Certificate of Insurance, pay a fee, or make an advance request to the Communications Department.
Commercial
Intent of use: Photography, video, and/or audio recording in the creation of a video for marketing, advertising, or promotional purposes, including: selling a product, promoting a brand, raising awareness for a cause, driving brand awareness, influencing behavior, or creating emotional connections.
Library buildings may be used as a setting for commercial photography, filming, and/or audio recordings. Requests must be submitted in writing using the appropriate online form and approved in advance by LOPL. In order to receive permission to film or take photos or make recordings on LOPL properties, inside or outside, a Certificate of Insurance (COI) listing Live Oak Public Libraries as an additional insured for purposes of taking photos, video, and/or audio recordings is required.
Additional information regarding commercial use:
- LOPL may limit commercial filming, photography, and audio recording on library properties or inside facilities if it interferes with other patrons’ access and usage of library services or interferes with library staff’s delivery of said services.
- For avoidance of doubt, LOPL provides a space for groups who have properly furnished a written request in advance and have agreed to abide by LOPL’s policies and procedures. LOPL in no way supports, advocates, or holds itself out as supporting or advocating any messages that such approved groups may hold.
- The person or persons who wish to film must complete the online Filming, Photography, & Audio Request Form and return it to the Communications Department. The Department will make every effort to respond to the request within three (3) business days.
- Authorization by LOPL leadership is required for commercial filming, photography, and audio recording at LOPL facilities. The Executive Director will review and approve the request based on the library’s purpose and current policies, considering the library’s goals to protect and serve library patrons and to ensure library staff can properly and effectively provide library services.
- The Department will notify the requestor via email of the status of their request. If the request is approved, requestor must pay Filming Fees in full (see “Fees” subsection) via check or credit card before requestor may begin the commercial activity.
- Unless otherwise approved by LOPL leadership, filming, photographing, and audio recording may take place only during hours when the library is closed, and all equipment must be removed during the library’s operating hours.
- LOPL staff will be required to be on premises for the duration of the filming, photography, or recording.
- Any person or persons filming, photographing, and/or recording on LOPL premises for commercial purposes have sole responsibility for gaining all necessary releases and permissions from any person or persons who are filmed, photographed, or recorded, if applicable. LOPL undertakes no responsibility for obtaining such releases and permissions. Failure to obtain these releases and permissions will violate the person’s filming, photographing, and/or recording privileges and this policy.
- Library staff may terminate any photo, filming, or recording session that appears to compromise patron or staff privacy, safety, or security, violates the LOPL Customer Behavior Policy, or interferes with the library’s ability to provide services to patrons and patrons’ ability to obtain such services.
- Non-refundable fees apply for using the library interior or exterior for commercial filming, photography, or audio recording:
- Filming Days are $2,000 per day
- Set-up/Breakdown Days are $1,000 per day
- “Day” is defined as no more than eight (8) continuous hours
Student Projects
Intent of use: Any student who wishes to film, photograph, or audio record in any part of the library or on library grounds for required school projects and/or assignments.
Requests must be submitted in writing using the appropriate online form and approved in advance by LOPL. In order to receive permission to film or take photos or recordings on LOPL properties, inside or outside, a Certificate of Insurance (COI) listing Live Oak Public Libraries as an additional insured for purposes of taking photos, video, and/or audio recordings is required.
Additional information regarding student project use:
- LOPL may limit student project filming, photography, and audio recording on library properties or inside facilities if it interferes with other patrons’ access and usage of library services or interferes with library staff’s delivery of said services.
- For avoidance of doubt, LOPL provides a space for groups who have properly furnished a written request in advance and have agreed to abide by LOPL’s policies and procedures. LOPL in no way supports, advocates, or holds itself out as supporting or advocating any messages that such approved groups may hold.
- The person or persons who wish to film must complete the online Filming, Photography & Audio Request Form and return it to the Communications Department. The Department will make every effort to respond to the request within three (3) business days.
- Authorization by LOPL leadership is required for student project filming, photography, and audio recording at LOPL facilities. The Executive Director will review and approve the request based on the library’s purpose and current policies, considering the library’s goals to protect and serve library patrons and to ensure library staff can properly and effectively provide library services.
- The Department will notify the requestor via email of the status of their request. If the request is approved, requestor must pay Filming Fees in full (see “Fees” subsection) via check or credit card before the requestor may begin the commercial activity.
- Unless otherwise approved by LOPL leadership, filming, photographing, and audio recording may take place only during hours when the library is closed, and all equipment must be removed during the library’s operating hours.
- LOPL staff will be required to be on premises for the duration of the filming, photography, or recording.
- Any person or persons filming, photographing, and/or recording on LOPL premises for student project purposes have sole responsibility for gaining all necessary releases and permissions from any person or persons who are filmed, photographed, or recorded, if applicable. LOPL undertakes no responsibility for obtaining such releases and permissions. Failure to obtain these releases and permissions will violate the person’s filming, photographing, and/or recording privileges and this policy.
- Library staff may terminate any photo, filming, or recording session that appears to compromise patron or staff privacy, safety, or security, violates the LOPL Customer Behavior Policy, or interferes with the library’s ability to provide services to patrons and patrons’ ability to obtain such services.
- Non-refundable fees apply for using the library interior or exterior for student project filming, photography, or audio recording:
- Filming Days are $2,000 per day
- Set-up/Breakdown Days are $1,000 per day
- “Day” is defined as no more than eight (8) continuous hours
News Media
Intent of use: Established, professional, and accredited news outlets who request the opportunity to acquire footage and/or to conduct interviews for informative purposes regarding the library and its services, programs, and/or partners.
News media doing stories or projects related to the library and/or its programs, services, and/or partners are welcome to perform photography, filming, and audio recording. Prior approval must be obtained from library administration, and an email request to do so should be directed to communications@liveoakpl.org. The email request should include: name of news organization, name and contact information for the reporter or correspondent, time and location of requested activity, and summary of purpose. LOPL will endeavor to respond to such requests within one business day.
Groups and Non-Library Events in Meeting Rooms
Intent of use: An external group or agency, which has prior approval to use the library’s meeting room space, with a desire to bring external media into their approved event for news purposes (but not commercial purposes) or for their own private recording or streaming of the event.
Groups utilizing library meeting rooms may arrange for photographers and news media during their event. Filming, photography, and/or audio recordings for such events is restricted to the space reserved by the group and may not take place in other areas of the library.
Prior approval must be obtained from library administration, and an email request to do so should be directed to communications@liveoakpl.org. The email request should include: name of news organization, name and contact information for the reporter or correspondent, time and location of requested activity, and summary of purpose. LOPL will endeavor to respond to such requests within one business day.
The external group or agency should refrain from disturbing other library patrons during their event.
LOPL reserves the right to obtain reimbursement and other damages (including but not limited to attorney’s fees and costs) from any party for any damage to library property relating to filming/photography/audio recordings on its premises.
Nothing in this policy is intended to conflict with applicable federal, state, or local laws, regulations or ordinances. To the extent any conflict arises, the applicable law, regulation, or ordinance controls.