Photo And Film Guidelines

 

For Non-Commercial Photograhy & Film

When visiting the American Jazz Museum, The Blue Room, or The Gem Theater for leisure, we encourage you to take as many photos and videos as you like! If you plan on uploading your work to social media, feel free to follow and tag us on the following platforms:

 


 

For Commercial Photograhy & Film

Designated representatives from American Jazz Museum's (AJM) External Communications & Affairs and/or Facility Rentals reserve the right to cancel any shoot at any time if it is not in the best interest of objects, staff or guests, or if it defies AJM's mission or any of the guidelines outlined below. Any clause including the term "affilated spaces" refers to The Blue Room, AJM's jazz club, and/or The Gem Theater, AJM's arts center.

Permission:
Requests to professionally photograph and film at AJM, The Blue Room, and The Gem Theater will be evaluated on an individual basis. We will try to accommodate requests that are made, however we may not be able to meet all requests. AJM's participation is dependent upon a number of factors including the focus of the photography or film, commitments involved in the photography or film, and museum staff availability. AJM reserves the sole right to grant or refuse access to any media organization based on the advice or request of staff members. Terms and agreements made by a media organization and museum staff members outside External Communications & Affairs and/or Facility Rentals may be overriden.

Application:
All interested parties must complete the "American Jazz Museum Commercial Photo and Film Application" below. Completed applications must be submitted to AJM at least two weeks in advance. A designated museum representative from External Communcations & Affairs and/or Facility Rentals should reach out to you about receiveing your application. Any application submitted less than two weeks in advance may not be accommodated, and no filming will be accommodated with less than 24 hours’ notice.

Fill Out Application

Guidelines:

  • Filming must not inhibit or impede with visitor experience or daily staff operations.
  • Behind-the-scenes access is subject to approval by staff and may be denied at any time.
  • AJM's responsibility is first to our staff, collection, and to our guests. If at any time any AJM staff member believes the actions of the production company, or the actions of any individuals associated with the production company, threaten the well-being of any museum staff, patron, or exhibits, the production company may be ordered to alter or discontinue production until the threat is alleviated.
  • Museum management may deem blackout film dates that are non-negotiable.
  • Any media or production personnel who interfere with any guests’ experience will be asked to leave the museum and/or its affilated along with the entire crew. Re-admittance to the museum and/or its affilated spaces will be at the discretion of a designated museum representative from External Communcations & Affairs and/or Facility Rentals.
  • Crew size and equipment size must be negotiated and approved before the day of the shoot. Crews have 24 hours before their scheduled shoot to make changes to said agreement. Any deviations to said agreement upon arrival of the crew will be allowed or denied at the discretion of a  designated museum representative from External Communcations & Affairs and/or Facility Rentals.
  • Each member of the crew will be held to the terms of this agreement upon a signature by a representative of the production company.
  • Due to the nature of historical artifacts on exhibit, auxiliary lighting, including flash photography bulbs and strobes, may not be allowed in designated areas of the museum and/or its affilated spaces.
  • Large photo or film equipment, such as cranes or dollies, must be approved by the Director of Operations before the equipment is allowed in the museum and/or its affilated spaces. Any equipment that may interfere with the museum and its affilated spaces' operations, restrict public access, or potentially present a hazard to the general public, will not be allowed in the museum and/or its affiliated spaces.
  • Museum exhibits may not be altered or moved in any way. Limited set construction may be permitted during non-operating hours. Any sets brought into the museum and/or its affilated spaces must be approved at least one week in advance.
  • Nothing may be permanently attached to walls or other structures.
  • No adhesive tape may be applied to walls or exhibits. Any materials brought into the building must be by production crew members.
  • The museum is a smoke-free environment. Smoking is prohibited anywhere on the museum and its affilated spaces' property.
  • All maintenance, major construction, repair and custodial work occurs at times when the museum and/or its affilated spaces are closed, therefore any set construction or approved adjustments must be made during times designated by a designated museum representative from External Communcations & Affairs and/or Facility Rentals. If your project is recording sound, we will make every effort to minimize noise from sources such as floor polishers, metal carts, vacuums and other machinery. However, the museum and/or its affilated spaces cannot guarantee quiet environments, since maintenance crews must have enough time to complete all work before the museum and/or its affilated open to the public.
  • Catering, food or beverage needs must be discussed with a designated museum representative from External Communcations & Affairs and/or Facility Rentals in advance of production.

Credit and Use:
The production company or project operators acknowledge using the museum and/or its affilated spaces for production, should video or photos or be used, are subject to location fees.

  • The use of museum and its affilated spaces may include but not are limited to images, logos, slogans, titles and names that may requre written consent from a designated museum representative from External Communcations & Affairs and/or Facility Rentals.. The museum's copywritten materials associated with, or used and published by the museum or its affiliates, shall not be used or depicted on any packaging without the approval of a designated museum representative from External Communcations & Affairs and/or Facility Rentals.
  • The terms of this agreement must be agreed upon by a designated museum representative from External Communcations & Affairs and/or Facility Rentals and the production company before filming may commence. The product of any filming done at the museum or its affiliated spaces outside the terms of this agreement shall be forfeited to AJM without compensation. Violation of one or more of the terms of this agreement by either AJM or the production company may result in the termination of this agreement without compensation to the party at fault.

Location Fees:
Location fees are determined by several factors, such as the intent of the project, its potential impact on the museum and its affiliated spaces, the potential promotional value to the museum and its affiliated spaces, the amount of time or capitol provided by the museum and its affiliated spaces, and the extent to which rights to the final product are shared with the museum and its affiliated spaces. Additional museum staff or trade personnel may require additional hourly fees based on the nature of the project. This fee schedule is a benchmark against which all projects will be evaluated. Depending on the details of the project and potential impact to the museum and its affiliated spaces, the site fees may be quoted higher or lower than the standard schedule. Any changes will be discussed and agreed upon before any agreement is signed. A designated museum representative from External Communcations & Affairs and/or Facility Rentals will provide 1 museum scout at no charge. Any additional scouts will be subject to a fee that covers two hours.

Revenue generated from commercial and professional shoots assists AJM and its affilated spaces in ongoing efforts to preserve, display, and expand the its vision and mission. For this reason, commercial photography and film use are both strictly controlled.

  • During museum hours: fee starts at $40/hr (1hr min), 50% to be paid in advance through a designated museum representative from External Communcations & Affairs or Facility Rentals.
    • This fee covers a combined crew, talent, and guest size of 10 maximum. Additional guests must pay admission to the museum.
  • Outside of museum hours: fee starts at $175/hr (1hr min), 50% to be paid in advance through a designated museum representative from External Communcations & Affairs or Facility Rentals.

Content and Script Approval:
All scripted projects must submit a full script for approval. All scripts or content must be consistent with, and not in conflict with, the mission and operations of the museum and its affilated spaces. A designated museum representative in the External Affairs & Communications Department will review all requests and determine if the nature of the film conflicts or hinders the mission of the museum.

  • Content of shoot may not conflict with any sponsors of the museum and/or its affiated spaces
  • Content must not in any way portray the museum and/or its affiated spaces a manner that can be perceived as negative.
  • Content shall not contain any of the following: unwarranted, misleading or doubtful claims or assertions; material that violates or infringes upon the personal, proprietary, or other right of any person or entity; any disparaging material regarding the museum and/or its affiated spaces, their services, their products or their competitors; any defamatory, scandalous, obscene, profane, indecent, vulgar, repulsive, or other material that is inconsistent with the family image or high quality associated with the musem and/or its affiated spaces, any mention by name of any generally advertised or promoted products or services, including any inserts or promotional references to such products or services in a motion picture or audiovisual work, unless consented to in writing by a designated museum representative in the External Affairs & Communications Department; any material promoting or presenting a lottery, drawing, contest, game of chance or gambling arrangement; or any material stating or implying that the museum or its affiliated spaces endorse featured products or services, without a designated museum representative in the External Affairs & Communications Department's approval.
  • Final scripts must be submitted to a designated museum representative in the External Affairs & Communications Department at least two weeks in advance of the shoot. A designated museum representative in the External Affairs & Communications Department reserves the right to approve or deny use of the museum and/or its affilated spaces name or image in any context, and to review any scenes involving the museum and its affilated spaces.

Damages & Insurance:
The production company will be held responsible for any damages to the museum and its affilated spaces caused by any member of the photo/film crew or induced by the actions of the photo/film crew as a whole. If necessary, a designated museum representative will repair or replace damaged areas, or contract for the repair or replacement of damaged areas or items, and bill the production company for the expense. The production company will have up to 24 hours to reach a payment agreement with AJM before legal action may be taken. Any organization wishing to photograph or film the museum and/or its affilated spaces must first secure a valid certificate of general liability insurance for no less than one million dollars ($1,000,000), listing AJM as an additional insured for the date and location of the shoot. Any agreement between a media organization and AJM shall be dependent on securing the certificate of insurance.