Press Room Film and Photography Policy

The Holden Arboretum is pleased to consider requests to film a commercial, television show or movie, or to use Holden as a location for a magazine ad. Holden is willing to assist in advertising and/or publicity needs of individuals and organizations under the following guidelines:

Permission

The Holden Arboretum is a public venue. Our visitors are entitled to experience Holden with minimum distraction. Permission to film or photograph for commercial purposes is granted subject to certain conditions. The project must be compatible with the education, recreation, research and conservation goals of Holden. Permission can be obtained only from Holden’s Communication Department.

 

*Please note that Holden reserves the right to grant or deny permission to shoot and to determine the terms under which shooting will be permitted.

Commercial Location Fees

*For non-profit or educational projects reduced/waived fees are available, please contact us for more information.

  • Facility Fee (Video) -- $100/HR with a maximum of 8 hrs, or $800 per day

  • Facility Fee (Photography) -- $50/HR, with a maximum of 8 hrs, or $400 per day

  • Horticultural Fee -- $100/HR (if you require a horticulture expert to accompany shoot)

All payments shall be made at least 1 week prior to the beginning of the shoot.

Payment types accepted: Certified or Cashiers Check, Money Order or Credit Card.

Make checks payable to:

 

The Holden Arboretum

9500 Sperry Road

Kirtland, OH 44094

ATTN: Media Relations Coordinator

Requests and Approval

At least one week written notice is preferred whenever possible; however, Holden will make every effort to accommodate last minute shoot requests. All scripts must be approved by Holden’s Marketing Department. Holden reserves the right to approve or deny use of The Holden Arboretum’s name or image in any context and to review and approve all scenes involving Holden.

Shooting Times

All shooting must take place during regular Arboretum operation hours (9 a.m. to 5 p.m., 7 Days/Week), unless otherwise approved by Holden. In such event, an additional fee may apply.

Conduct

The shoot shall be suspended or cancelled in the event that, in the sole discretion of Holden, the shoot is damaging, destroying or injuring any plants, animals or property at Holden, or is likely to do so, interfering with the public’s use and enjoyment of Holden.

Site Visit

A site visit and review of on-site requirements must be scheduled between Marketing staff and members of the crew in order to address and agree upon all shooting locations, building access and parking needs. The size of the crew, number of talent and amount of equipment must be agreed upon at the site visit or prior to the shoot date.

Exhibits and Props

Limited set construction may be permitted. Any sets brought into Holden must be approved ahead of time. Nothing may be permanently attached to the walls or other structures. No tape may be applied to walls or exhibits. Any materials brought into a building must be removed by members of the production crew.

Power supplies are limited in certain areas of Holden. Power needs must be discussed prior to the shoot. Lighting restrictions may apply to certain areas of Holden. In most areas, additional lighting is allowed.

Sound

If sound is being recorded, we will make every effort to minimize noise, but please be aware we cannot guarantee a quiet environment.

Storage

All space on Holden property has a designated purpose and is at a premium. By prior agreement some materials required on multiple days may remain in place during the duration of filming, as long as they do not inhibit the visitor experience.

Parking

On-site parking for production vehicles is limited, parking needs must be addressed in detail and in advance of the shoot.

Damages and Insurance

The production company is fully responsible for all damages occurring at Holden during its use and for paying for all repairs deemed necessary by Holden. The production company must carry workers’ compensation insurance and a general liability policy with limits of at least $1 million. A production company will be required to obtain additional coverage, to name Holden as an additional insured and to furnish a certificate of insurance to Holden, unless otherwise specified. Proof of these documents is required one week in advance of the shoot.

 

Model/Talent Releases

The production company is responsible for obtaining model releases whenever necessary.

Ownership and Copyrights

Except as otherwise agreed, all film and photographs shot by the production company shall belong to it. A copy of the final product shall be given to Holden for archival purposes. All film and photographs will include credits to The Holden Arboretum. All film and photographs will be for a one-time only usage unless otherwise noted. All film and photographs produced by any individual or group for class projects or educational purposes may NOT be used for commercial purposes and must adhere to all aforementioned guidelines without exceptions.

Catering

The Holden Arboretum can provide you with a list of preferred vendors or you can choose to make your own arrangements. Payment is your responsibility. Space for dining is limited, reservations for space must be made in advance. All facility rental fees will be waived.

Additional Information

For additional information on location shooting at the Holden Arboretum, please contact:

 

Vicki McDonald

Marketing and Public Relations Specialist

The Holden Arboretum

9500 Sperry Road

Kirtland, OH 44094

440.602.8017

vmcdonald@holdenarb.org.