Rampart Library District Filming, Photography and Recording Policy

Filming and photography are allowed as described below only to the extent that they do not interfere with the mission of the Rampart Library District (RLD) or delivery of library services. RLD is within its rights to limit filming and photography on library properties or inside facilities when such restrictions serve library purposes. Foremost of these is insuring the right of RLD patrons to acquire knowledge and information freely and confidentially without scrutiny, intimidation, or distraction by others. Consistent with the policies of public libraries, RLD may film, photograph, or record Library programs or events for promotional purposes at its discretion.

I. District Procedures

A. Any persons filming, photographing, and or recording on library premises have sole responsibility for gaining all necessary releases and permissions from persons who are filmed, photographed, or recorded, if applicable.
B. RLD undertakes no responsibility for obtaining these releases.
C. Authorizations may be required to video, photograph, and record at RLD facilities as
described below.
D. Failure to obtain these permissions is failure to comply with RLD’s Patron Code of Conduct Policy.

II. News Media Photography

A. RLD has an open-door policy for news media photographers and reporters who are doing stories or projects that directly involve the Library and its programs with advanced authorization, which is preferred and can be obtained through the Library Director.
B. For non-Library events and meetings, news media photographers and reporters must receive authorization from the presenting group, organization or individual and must notify the Library Director that they received such authorization.
C. The Library District does not allow the news media to use its facilities as a backdrop for stories or projects that do not relate to the library itself or allow access to library patrons for opinion polls or “man on the street” interviews without prior authorization from the Library Director.
D. Photography of the Library’s materials and resources is permitted with the prior authorization of the Library Director or designee.

III. Documentary-type Photography for Publication or Broadcast
A. RLD permits photography on its premises and activities when the use of the photography involves the Library directly, such as:

i. Books
ii. Articles
iii. Library-sponsored meetings and events
iv. Videos about RLD or one of its facilities or services
v. RLD’s position as a learning destination in the community
vi. As part of a piece used to describe our community

B. Individuals or organizations with a documentary requirement must obtain authorization in advance through a written request to the Library Director prior to commencing any documentary related activities.

IV. Commercial Photography

A. RLD does not permit commercial photography on or in its facilities without the written permission of the Library Director. This includes, but is not limited to: using Library Buildings, grounds, or interiors as a stage set for portraiture, model photography, or product photography, or filming used to advertise goods or services unrelated to the Library for commercial sale or promotion.

V. Amateur Photography

A. Casual Amateur Photography, filming, or recording is permitted in Library facilities for patrons and visitors wanting a remembrance of their visit, provided that other library users or staff are not captured in any such photographs, films, or recordings without their permission.
B. The use of additional equipment such as lighting is not permitted.
C. Photography and recording of private and “reservation only” events may only be done with permission of the organization or individual holding the event. It is the sole responsibility of the photographer to obtain that permission.

VI. Film Industry

A. RLD will permit the use of its facilities for filming related projects where a library setting is applicable if the project:

i. Does not interfere with the mission of RLD
ii. It is accordance to the rest of this policy, and
iii. Avoids any relation to political campaigns or partisan issues.

B. Such projects require the approval of the Library Director or designee with a written request with all details coordinated in advance with library administration.

C. Fees apply for using the library as a set, or if upon approval, filming is done after hours.

VII. Photography for Groups and Non-Library Events in Meeting and Other Rooms

A. Groups, organizations, or individuals holding meetings or events in RLD’s meeting and/or other rooms may arrange news media or photography, filming, or recording during their event.
B. Photographing, filming, or recording at meetings or events requires the permission of the group, organization, or individual hosting the meeting or event.
C. Photography, filming, or recording at meetings and events is restricted to the space reserved by the organization, group, or individual and may not take place in other areas.
D. The event organizer must make an announcement at the beginning of the meeting or event that they have allowed photography, filming, and/or audio recording.
E. Any event attendee not wanting to be photographed, filmed, and/or recorded will need to speak with the event organizer.
F. The possibility and allowance or denial of such photography, filming, and/or recording is also covered in the reservation process for the specific library facility. RLD undertakes no responsibility for this decision.

VIII. RLD Staff Responsibility

A. Library staff may terminate any photo, filming, or recording session that appears to compromise public safety or security, or violates RLD policy.
B. Library personnel necessary to open, secure, or remain on premises during any event where filming, photographing, or recording occurs will need to arrange scheduling through their direct supervisors. After or before hour coverage must be pre-approved by the Library Director.
C. RLD engages in photographing, filming, or recording Library programs and events for its own publicity and promotional purposes.
i. RLD staff will make every effort to notify members of the public when photography, filming or recording takes place.
ii. Members of the public must immediately notify a RLD staff member if they do not want to be photographed, filmed, and/or recorded.
D. RLD will post this announcement at the event in which recording will occur.

Concerns about the Filming, Photography, and Recording Policy must be presented in writing with specifics to the Library Director. Please provide your name and contact information. The Library District may amend or supplement this policy from time to time and reserves the right to do so.

Approved by the Rampart Library District Board of Trustees on December 10, 2019.