Commercial Photography and Videography Rental

Commercial Photography and Videography Rental

Renter/User: ______

Phone: ______Email: ______

Address:______

______

Date of Shoot: ____ / ____ / ____ Multiple Days: ______

Time of Day: Start of Shoot: ______Conclusion: ______

Purpose of Shoot:______

______

Buildings Used: ______

Stipulations: ______

______

Camera Operator or Coordinator:______

Number of Crew/Set: ______Number of People in Shoot: ______

Description of Equipment: ______

______

General Liability Carrier:______

Contact information: ______

Buildings/Site Rental Fees for Photography/Videography

Part I:Base Prices / Rental Price / Hours/Days / Amount Due
Historic Grounds
(shut down site to public) / $1500/4hr
$2500/8hr / $
Photography / $150/hr (2 hr minimum) / $
Videography / $175/hr (2 hr minimum) / $
Sub-Total of Base Prices (Part I): / $
Part II: Add’l Costs/Amenities: / Price per hour or item / Quantity / Amount Due
Additional/Afterhours fee
(2 staff minimum) / $35/hour / $
Bridal Dressing Room / $20/day / $
Set-up and Clean-up Crew / $35/hour / $
Sheriff’s Department[1] / $60/hour / $
Holiday Fee[2] / $275/day / $
Historically Dressed Staff
(2 staff minimum) / $40/hour / $
Sub Total of Additional Costs (Part II): / $
Part III: Total / Date & Initial
(upon receipt) / Due Date / Amount Due
Base Price Subtotal (Part I) / $
Deposit[3](50% of Base Prices) / At booking / $
Remaining Balance / $
Additional Cost Subtotal (Part II) / $
Remaining Balance: / $
Final Payment[4] / $

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Damages / Fines / Quantity / Amount Due
Historical Artifact Damage / $500 / $
Damage to Buildings/Grounds / $
Additional Building / $
Additional Building / $
Damages Charged to Card on File / $

Commercial Rentals Policy

Standard Rental Policy
50% of Base Rental Fees (deposit) required to reserve photography/videography rental date.
Final payment (balance) is due 30 days before photography/videography rental date. If rental is booked less than 30 days before reserved date, then payment in full is due upon booking.
Deposit amount will be applied to rental total.
A credit card must be on file. All damages will be billed to credit card on file. If card on file expires before or on photography/videography rental date, Taylor County History Center will call card holder for updated card information. If card holder fails to provide updated card information at least ten business days before event, event is subject to cancellation.
Rental blocks include set-up and clean-up time unless otherwise scheduled prior to the event.
A Rental Check-Out Form will be completed by a Taylor County History Center representative at the conclusion of the rental. If renter fails to provide a designated check-out representative on their behalf, renter waives his/her right to contest damage fees.
Renter is responsible for any damages inflicted on any part of the site, its buildings, and its objects during preparation, event, or clean-up time. Renter’s credit card on file will be billed for all repairs. Renter will be charged an excess cleaning fee of $200 if the site, house, or building rented requires cleaning beyond reasonable circumstances.
Renter will be charged $500 per item for damages to priceless, historical artifacts.
Renter will be charged current rate for supplies and labor for damage to buildings and grounds.
Photography/videography rental date shall conclude by 11pm unless otherwise granted permission by Taylor County History Center staff.
The City of Buffalo Gap has a noise ordinance, which limits loud noises past 10pm.
AV, Lighting, Music, and Entertainment
Lighting: All UV lights used at events must have UV filters. All forms of incandescent lighting produce heat which can damage painted surfaces and adhesives can accelerate photochemical degradation of many artifacts and decorative treatments. Therefore, any additional interior or exterior lighting used at events (including by not limited to halogen, incandescent, and flood lights) must be approved by the curatorial department.
Music and Entertainment: When choosing entertainment, it is your responsibility to understand and comply with these policies and to be aware of the physical limitations of your particular rental facility. No vulgar or distasteful musical acts are permitted at the Taylor County History Center. Plans to hire musical acts or entertainers other than a band or DJ (such as circus performers, jugglers, children’s entertainers, face painters, etc.) must be negotiated and addressed in your Rental Agreement. The Taylor County History Center has the right to refuse to allow such acts to perform at museum events.
Noise: Taylor County History Center borders a residential neighborhood. Due to city ordinances, amplified music, speeches , or performances are not permitted outside the rental facilities past 10pm. It is your responsibility to comply with this restriction and to ensure that your guests and entertainers comply with this restriction.
Staging: Any additional staging required at your event must be approved by the Executive Director and addressed in your rental agreement. For corporate events, the renter can work with the Taylor County History Center to design custom plans for staging, lighting, and set design.
Services: The Taylor County History Center does not coordinate services for your event. The History Center may name possible service providers, but this list does not under any circumstances stand as an endorsement and the History Center does not take responsibility for any poor experiences between the renter and the service provider.
Promotions, Publicity, and Media Policies
Use of the Taylor County History Center Name and Logo: The Taylor County History Center’s name may be used in connection with your event. Any other use of the name is prohibited unless approved by the Executive Director or Guest Services Manager. Use of the Taylor County History Center logo or pictures for printed materials for your event is not permitted without the approval of the Executive Director or Guest Services Manager. A written description of the intended use and a pre-press copy of the material may be required. Such use is allowed primarily for corporate events and conventions only.
Invitations: You must provide the Executive Director or Guest Services Manager with a sample of any invitation, announcement, or other printed materials pertaining to your event prior to printing. This requirement does not apply to wedding events. Taylor County History Center has the right, in its sole discretion, to reject use of any invitation, signage, banners, or other materials.
Marketing and PR Materials: The use of Taylor County History Center’s marketing materials for the promotion of your event is not permitted without prior approval of the Executive Director or Guest Services Manager. You are prohibited from using Taylor County History Center’s name or marketing materials in any fundraising capacity or to sell tickets to your event. Taylor County History Center will not associate itself with any organization and must be described in any materials, without any implication of association, as imply the “location” of the event. Under no circumstances can you contact news media for your event at Taylor County History Center, including but not limited to live promotions, written news coverage, press conferences, etc. All public relations or press releases involving Taylor County History Center must be coordinated with the Executive Director or Guest Services Manager. Under no circumstances can you speak with the press at the Taylor County History Center on behalf of your event or on behalf of the Taylor County History Center.
Commercial Promotions: Taylor County History Center does not allow commercial sales, fundraising, religious, or political events to take place on museum grounds. Taylor County History Center does not have any public relations responsibility for any group, nor does it have any responsibility for generating an audience for any museum event. Taylor County History Center has the right to review any public relations materials before they can be forwarded to event participants.
Photography and Videography Policies
General Policies – Promotion vs. Profit: Taylor County History Center allows both public and commercial photography on museum grounds. Any organization or school staging a professional portrait, class photograph, or group photograph must pay a commercial photography fee. Taylor County History Center can be rented, for a fee, by commercial photographers for professional photo shoots. We recommend that shoots take place on Monday when the History Center is closed, but if a shoot takes place during normal business hours, the photographer will have to work around museum patrons because no special areas will be designated or sectioned-off for the photo shoot. Commercial photographers may shoot pre-determined structures and exteriors for catalog shoots, portrait photography, print marketing pieces, and other materials intended for a single use by their client. Under no circumstances will Taylor County History Center allow photos to be taken and used by the photographer, agent, or agency to make a profit either directly or indirectly. Taylor County History Center may allow non-paid commercial photography shoots that benefit Taylor County History Center marketing, local tourism, or Taylor County. These public relations shoots must be approved and negotiated with the Executive Director or the Guest Services Manager. Taylor County History Center will require location identifiers and tag lines on these photos when used in print or on the web. Taylor County History Center will also require that a pre-press proof of the photos and a written declaration of their intended use be submitted and approved by the Executive Director or the Guest Services Manager. On rare occasions, Taylor County History Center will enter into product royalty agreements for these types of shoots, in which Taylor County History Center retains the intellectual property rights over the photos and creates a contractual relationship with the photographer or agent authorizing their use.
Interior and Artifact Photography: Many forms of natural and artificial lighting can harm the interiors of many of the museum buildings and historical artifacts, so Taylor County History Center does not allow interior photography of museum buildings and artifacts. Interior photography is only allowed in rental buildings and at rental events.
Exterior Photography: Any “staged” exterior photography using professional equipment, props, lighting, filters, etc. by individuals (such as engagement photos) or professional photographers (such as catalog shoots, bridal portraits, or tourism photos) must be contracted as a paid photography rental event. Any unauthorized photographer must turn the film over to Taylor County History Center staff or pay the commercial photography rental fee. Location scouts must contact the Executive Director or Guest Services Manager for information on location photography and events. Flash photos of all building exteriors must be limited to at least 10 feet from the structure Taylor County History Center will not allow, under any circumstances, our animals to be exploited in any photo shoot.
Video: Taylor County History Center may be rented to agencies and professional film crews for video, film and TV commercial production. Commercial production companies may shoot pre-determined structures and exteriors for TV commercials, promotional videos, documentaries, and other materials for a single use by their client. Under no circumstances will Taylor County History Center allow video to be taken and used by the photographer, agent or agency to make a profit either directly or indirectly. Taylor County History Center will not allow, under any circumstances, our animals to be exploited in any video production.
Releases: Commercial photographers must sign a release and provide proof of insurance related to their use of the museum for photo or video shoots. Photographers and video production companies are solely responsible for obtaining appropriate releases from all persons used in the shoot and assume all liability that may result from a failure to obtain the appropriate releases.
Wedding and Rental Event Photography: Most wedding rental packages at Taylor County History Center include provisions for bridal or engagement photography. These commercial photography fees are included in the packages. Bridal and engagement photos may be shot at Taylor County History Center without having the wedding ceremony or reception at Taylor County History Center. The renter will be charged the commercial photography rate and can rent the Bridal Suite for make-up and dressing space. Taylor County History Center often shoots its own event photography at weddings and rental events to help promote the museum. By renting a facility at Taylor County History Center, you are providing general approval for Taylor County History Center to shoot these photos without people (room set-up, florals, etc.). You may be asked for permission toshoot promotional photos of the people at your event for these Taylor County History Center promotional materials.Your approval will also serve as a release to photograph your guests. If a guest objects to their photo being used ina print piece or on the web, Taylor County History Center will stop using the photo in print or on the web, but will keepthe photo in the Taylor County History Center files for historical record.
Additional Logistics and Facilities Policies
Firearms and Weapons: Carrying a firearm on Taylor County History Center grounds isprohibited, even by people licensed to carry a concealed handgun under Texas state law. Police officers, federalagents and licensed security company personnel hired for supplemental security purposes are exempt from thispolicy. Educational use of carrying firearms is permitted with permission from the Executive Director.
Capacity and Fire Code: Taylor County History Center will indicate the square footage andcapacity requirements for each rental facility. Taylor County History Center complies at all times with all city fireordinances and will not allow rental events to exceed fire code capacities. It is your responsibility to be aware ofthe applicable capacity for your event and to ensure that it is not exceeded. Taylor County History Center is notresponsible for any damages or delays resulting from cancellation of an event due to fire code violations.
Accessibility Accommodations:As an historic site, many of our buildings are not ADA compliant. If you have any needs, please consult with the Executive Director or Guest Services Manager to make appropriate arrangements.
Animals: Animals (other than leashed dogs) are not allowed on Taylor County History Center grounds for rental events.
Cleaning and Service Charges: If you or your independent contractors do not follow thepolicies herein set forth and properly complete the Taylor County History Center cleaning checklist following your event,there will be a cleaning charge of $35.00 per hour. It is your responsibility to ensure that your independentcontractors comply with these policies. By renting a facility at Taylor County History Center, you are agreeing to pay theindicated charges for the services which Taylor County History Center staff are required to perform due to your failure tocomply with the policies in this Handbook and your Rental Agreement.
Smoke and Smoking: Materials causing smoke or other potentially hazardous conditionsare prohibited. Smoke producing machines, explosives and most pyrotechnics are prohibited. Smoking isprohibited in all museum buildings and rental facilities. Smoking is permitted only in certain ground spaces,outside of rental facilities, and in the designated picnic space at Taylor County History Center.
Inclement Weather: Taylor County History Center staff will make every effort to accommodateyou and your guests in the event of inclement weather but cannot offer a refund or alternative rental facility if yourevent must be cancelled due to severe or inclement weather. When renting facilities for outdoor events, werecommend you reserve an additional facility or provide for tents in case of inclement weather.
Conduct: In addition to complying with the other policies contained herein and yourRental Agreement, you and your guests and independent contractors must comply with all instructions andrequests made by Taylor County History Center event managers and security concerning conduct during your event.Taylor County History Center has the right to require the immediate removal from Taylor County History Center grounds ofany person who is causing a disturbance or engaging in any conduct that, in the sole discretion of Taylor County History Center staff, is threatening or dangerous to people or property within Taylor County History Center. Taylor County History Center is not responsible for any damages or delays caused by the removal of such a person.
Liability, Insurance and Indemnification
Liability: You are solely responsible for any damages that you or your guests, independentcontractors or other parties associated with your event cause to the grounds, facilities or artifacts of Taylor County History Center. Repair costs or other damages will be deducted from your security deposit. If these damages exceed theamount of your security deposit, you will be responsible for the excess amount.Taylor County History Center is not responsible for property left on museum grounds by you or any of yourindependent contractors. Taylor County History Center is not responsible for any damage caused by fire, windstorm,hail, or other severe weather or elements of nature. Taylor County History Center is not responsible for any damagescaused by the malfunction of plumbing, heating or air conditioning equipment in rental facilities. Taylor County History Center is not responsible for the performance or acts of any of your independent contractors. Taylor County History Center is not responsible for any damages related to the serving or consumption of alcoholic beverages at yourevent. Taylor County History Center is not responsible for obtaining any licenses or paying any fees for live or recordedmusic performed at your event, and Taylor County History Center is not responsible for any damages or fines resultingfrom the failure to obtain these licenses or pay these fees.
Insurance:As part of the Approved Vendor List requirements, Taylor County History Center requires caterers to provide proof of liability insurance and insurance related to serving alcohol. Taylor County History Center has the right to require similar proof of insurance from any other independent contractor whowill be on museum grounds before, during or after your event. Taylor County History Center has the right to refuse toallow you to use any independent contractor who cannot provide proof of insurance satisfactory to Taylor County History Center staff in their sole discretion, and Taylor County History Center is not responsible for any delays ordamages resulting from such a refusal. In addition, Taylor County History Center has the right to require proof ofliability or alcohol-related insurance from you, and may require that you obtain this insurance, especially for largecorporate events. Taylor County History Center has the right to refuse to allow you to rent a facility if you cannotprovide proof of insurance satisfactory to Taylor County History Center staff in their sole discretion, and Taylor County History Center is not responsible for any delays or damages resulting from such a refusal. Taylor County History Center requires that any renter serving or providing alcohol obtain Taylor County Sheriff Deputies to work security for the duration of the event.

In making this reservation, I agree to conform to the rules and regulations of the Taylor County History Center/Buffalo Gap Historic Village as outlined in the information sheet I have been given. I will assume financial responsibility for any damages caused by the participants or attendees to this event. I guarantee that the facilities will be left in their original orderly condition. I agree to indemnify and hold blameless Taylor County History Center, Buffalo Gap Historic Village, or Taylor County (indemnities) and their successors and assigns from any claim, action, liability, loss, damage, or suit arising from the use of facilities on the above date.