There are a number of things to consider before you undertake this project...do NOT sell yourself too cheaply. Museums tend to do that -- especially small ones.
1) If you rent for private functions, your fee should be absolutly NO less than what you would charge hourly.
2) That being said, remember the impact that a film crew/equipment/upheaval has on a site. Consider that when constructing a fee. HVAC needs, "support services," (i.e., effect on your grounds, your bathrooms, catering stuff, etc.)
3) Staff involvement. This probably should be #1 on this list. There needs to be a staff person with that crew EVERY second. EVERY second. Charge an hourly rate for that over and above the site rental. And, don't just charge what you (or the supervising individual) get paid per hour. It needs to be a LOADED labor rate, including the cost of any benefits you accrue. Time spent supervising is time away from what you regularly do. It's extra...so charge that way. And, if it's out of regular hours, then there should be an overtime charge.
4) Have a clear contract, signed by all parties, about YOUR site, your stuff and what the filming party may not do or touch (and the touching part would be all of your stuff!) They should not be allowed to move things, nor should they be allowed to use things.
5) Be certain YOU understand everything they want to do. Clearly and without question. Get it in writing. Cause they will try to change the plan.
6) DO NOT let them tell you they have no budget. 99% of the time, that is simply not so. You will really reap no benefit from your site name rolling by on the end credits that practically NOBODY sits in a theater, or on the sofa, to watch at the end of the program. DO weigh WHO th ey are and WHY they're filming. If it's your local school system wanting to do an educational film on the Underground Railroad, it's one thing. If it's the local school system wanting to film their champion cheerleaders on the front porch...that's something else. Hollywood, Bollywood, Dollywood and cable TV are another something else.
And, this is probably one of the MOST important things...
7) Make sure you are provided with an insurance certificate naming YOU as the insured party. General liability is $1million dollars.
These are just a few thoughts on this - one could go on for a long time about this subject...if you have a National Park Service site in your neighborhood, call them and ask for a copy of the NPS film regulations. Obviously, theirs are blanket, covering everything from the Grand Canyon to the smallest site, but they are comprehensive and will give you some positive ideas.
Pamela L. Williams
Assistant Museums Director
City of Bowie Museums
12207 Tulip Grove Drive
Bowie MD 20715
301-809-3089
301-809-2308 (fax)
www.cityofbowie.org/museum
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