Filming, Photography, and Video Recording Policy

Approved September 28th, 2022

Introduction

The purpose of this policy is to establish the terms and conditions under which Library space may be used for still photography, filming and/or video recording, including audio recording.

While the Libraries of the Cheltenham Township Library System (CTLS) are open to the public, they are limited public forums subject to reasonable time, place and manner restrictions.  To that end, CTLS has the right to limit filming, photography, video recording, as well as audio recording¹ on Library properties or inside the Library facilities when such restrictions serve CTLS’s mission, primarily to ensure the rights of Library patrons to use the Library freely and confidentially without scrutiny, harassment, intimidation or distraction by others.

Further, CTLS reserves the right to prohibit any photography, filming or videos for any reason, including, but not limited to the potential for: (i) disruption of Library business or staff members’ work; (ii) interference with a Library patron’s right to privacy; (iii) damage to or alteration of Library property; (iv) inappropriate use of CTLS’s name, logo or image; (v) disruption of pedestrian or vehicular traffic; (vi) other safety hazards; (vii) violations of the Library’s privacy policies; or (viii) individual or corporate financial gain.  Any authorization given by the CTLS for photographing, filming, or video recording may be revoked at any time upon a person’s failure to comply with the terms of this Policy or other policies, rules, or regulations of the CTLS.

Questions regarding this policy must be directed to the Executive Director at 215-885-0457 or ctlsdirector@mclinc.org.

1. Non-Commercial (Private Use) Photography

Non-commercial still photography, such as a visiting Library professional, casual tourist or Library patron who wishes to capture the Library buildings’ architecture or landscape, or a Library display, is generally allowed, without prior written permission, provided that such activity does not capture identifiable likenesses of Library patrons without their express permission.  A person who takes still photographs must honor requests from Library users who do not want to be included in photos.

Equipment, such as tripods, may not obstruct passageways or cause disturbances to Library users.

CTLS reserves the right to terminate any photography if it results in disruption of the ordinary Library environment or operations or interferes with the privacy rights of Library patrons.

1. Professional, Commercial, or News Photography, Filming and/or Video Recording

CTLS’s express permission is required for any professional, commercial, student or news photographers, filmmakers or videographers wishing to take photos, film or videos in the Library building, on the Library grounds or at Library sponsored events.

All requests for such non-commercial and commercial photography, filming or videos are coordinated by CTLS’s Executive Director. The process for requesting permission is detailed below.

Should such permission be given, all Library rules, regulations and policies must be followed and there shall be no interference with the privacy rights of Library patrons, the ongoing operations of CTLS or its Libraries and the work of its staff.

1. Commercial and Non-Commercial Filming/Video Recordings and Commercial Photography

Filming and video recording (commercial and non-commercial) and commercial photography is coordinated and must be authorized by CTLS’s Executive Director.  Approval is at the discretion of the Executive Director and is also contingent upon facility and staffing availability.  All filming, video recording and professional photography must take place before or after the Library’s normal operating hours and all equipment must be removed during the Library’s operating hours. Any applicable rental fees will be negotiated based on project scope. The process for requesting permission is detailed below.

1. Photography, Filming or Video Recording by CTLS

Occasionally, CTLS staff may elect to photograph, film or video record Library programs and/or events. CTLS reserves the right to include these images in brochures, flyers, web pages, news releases or other promotional materials, as well as make them available to media outlets and event participants. Should names or identifiable images of library patrons be used by CTLS for publicity or other Library-related uses, CTLS will obtain permission from the Library patrons. To ensure the privacy of all individuals, including minors, no image will be used and/or identified using full names or personal identifying information without written approval from the individual, parent or legal guardian.  Library patrons may, of course, “opt out” of having their image taken or names used for these purposes.

1. Requesting Permission to Photograph, Film, or Video in CTLS’s Libraries or on Property

Non-news-related requests for Commercial Photography and Commercial or Non-Commercial Filming or Video Recording within one of CTLS’s Libraries or on CTSL property must be made in writing at least 5 business days in advance by emailing the Executive Director at ctlsdirector@mclinc.org. All such requests must include the following information:

• Name and description of the organization or individual making the request.
• Project description, including the context and way in which the Library is to be portrayed and the intended use of the resulting material.
• Date(s) requested.
• Time and duration of proposed shoot.
• Number of persons and the amount and type of equipment involved, including vehicles.
• Any potential or anticipated disruption (sound, light, physical, etc.) of Library activities.
• Location releases, if necessary, must be submitted for review by CTLS in advance.
• With the exception of student photography, filming and videography, proof of adequate insurance coverage and a signed indemnification agreement must be provided.

For news-related requests for Commercial or student Photography, Filming or Video Recording within one of CTLS’s Libraries or on CTSL property, the Executive Director must similarly give advance approval and can be contacted at 215-885-0457 or ctlsdirector@mclinc.org. News-related photography, filming or videography may only be authorized when it involves CTLS or its Libraries directly.  CTLS does not permit the use of its Libraries or property to access to Library patrons for opinion polls or interviews, or otherwise for use as interview venues.

Additional Guidelines:

• Use of CTLS’s name, logos, trademarks or images in connection with any photograph or film is prohibited without written permission by the Library.
• Photos of minors are prohibited at all times without the written permission of the minor’s parent or guardian.
• No set construction or alteration of CTLS’s buildings or grounds is permitted.
• All areas occupied in connection with the photography, filming or video recording must be returned to their normal conditions.
• Any persons permitted to photograph, film, or video record in CTLS’s Libraries or property must not make any connections to the electrical system other than through plugging into standard duplex receptacles. Covers from electrical panels or boxes must not be removed.
• Any person photographing, filming or video recording copyrighted material in the library is responsible for obtaining the owners’ authorization and releases for such photographing, filming, or video recording.
• No photography, filming, or video/audio recording shall be permitted in a Library’s restrooms, private study spaces, Library offices and work areas.

¹In Pennsylvania, audio recording another person’s “oral communication,” without the other person’s consent may be a felony criminal offense under the Wiretapping and Electronic Surveillance Control Act, 18 Pa. C.S. §§5702, 5703(1)-(3), 5704(4).