Filmmaker Policy 

605.1 Purpose 
This policy governs organized film, television, video, and photography productions conducted in the interior or exterior areas of buildings and other property owned, leased, or controlled by the Cranston Public Library (“Library Premises”) that require reserved or exclusive access, staging, specialized equipment, sets or props, vehicles, Library staff support, or other use that materially affects ordinary Library operations. Its purposes are to protect patrons, staff, Library property, and normal Library operations while supporting the local arts and media community. 
This policy does not apply to ordinary handheld, non-disruptive photography or recording by patrons; Library-authorized photography or recording; or lawful newsgathering or recording of matters of public interest or public officials performing public duties in publicly accessible areas. Those activities remain subject to the Library Use Policy, the Photography and Recording Policy, and reasonable content-neutral restrictions concerning safety, disruption, patron access, and confidential information. 

605.2 Application and Approval Process 
Any Producer seeking to conduct filming covered by this policy must submit a written request to the Library Director at least thirty (30) business days prior to the proposed filming date(s). 
The Director may accept a later request when sufficient time remains to evaluate and accommodate the proposed filming without disrupting Library operations. 

The request must include: 

• A description of the project (working title, type of production, and intended distribution –
  e.g., theatrical, broadcast, streaming, promotional, or educational use)
• A description of the specific scenes to be filmed and the proposed locations on Library premises
• Requested date(s) and time(s), including setup and breakdown periods
• Estimated crew size and a list of equipment to be used
• Whether vehicles will be brought onto library property
• Contact information for the Producer or an authorized representative

The Director administers the policy and may approve, condition, modify, or deny requests consistent with this policy and the authority delegated by the Board of Trustees. Decisions shall be based only on the completeness and accuracy of the application, safety, anticipated impact on Library operations and patron access, accessibility, staffing availability, scheduling conflicts, protection of Library collections and property, compliance with applicable law and Library policies, prior violations of filming agreements, and unpaid obligations for prior use of Library Premises.  

Complete applications shall be processed in the order received. Within ten (10) business days after receiving a complete application, the Director shall provide the Producer with a written approval, conditional approval, or denial. A conditional approval or denial must identify the specific grounds for the decision and, where reasonably feasible, any alternative date, location, or condition that would permit approval. 
The Library does not make decisions on filming based on subject matter, viewpoint, or political affiliation. 

Approved filming must be documented by a Filming Location and License Agreement executed by the Producer and the Cranston Public Library Board of Trustees, or by a Library official expressly authorized by the Board to execute such agreements, before the Producer is permitted access to the Library Premises. 

Applications, agreements, and related materials submitted to the Library may constitute public records subject to disclosure under the Rhode Island Access to Public Records Act. A Producer claiming that particular information is exempt from disclosure must clearly identify that information and the legal basis for the claimed exemption. The Library shall determine its disclosure obligations under applicable law and cannot guarantee confidential treatment merely because information is marked confidential. 

605.3 Fees and Costs 
Filming on the Premises is subject to the following, as set forth in the Filming Location and License Agreement: 

• A location fee, charged per day or per project, as established by a publicly available fee schedule approved by the Board of Trustees
• An hourly fee for a Library staff representative required to accompany the production, when required under the Board-approved fee schedule based on the size, duration, location, equipment, or operational impact of the production
• Any additional costs associated with research, licensing, or reproduction of historic images or archival materials provided by the Library, if applicable
• Reimbursement for any restoration, repair, or cleaning required as a result of the production's activities

All fees shall be based on neutral operational factors, applied uniformly to similarly situated productions, and unrelated to the production’s subject matter, viewpoint, political affiliation, or anticipated public reaction. The applicable fee schedule or Filming Location and License Agreement shall address payment deadlines, deposits, refunds, and responsibility for additional costs. 

605.4 Access 
Filming must be scheduled to minimize disruption to library services, programs, and visitors. The Library may require filming to occur outside of normal operating hours, in designated areas only, or on a modified schedule. 
The Producer must comply with all reasonable requests from Library staff regarding the timing, location, pace, and conduct of filming activities. The Library reserves the right to pause, reschedule, relocate, or terminate filming at any time if it determines that the activity is disrupting library operations or patron access. 
Public areas of the library may not be closed to patrons for filming purposes without advance written approval, and any such closure must be clearly communicated to the public in advance. 

605.5 Staff Supervision 
The Library may require that a Library staff representative be present during all filming activities. This representative shall serve as the Library’s primary on-site representative and may modify or halt the production’s schedule, location, or activities as reasonably necessary to address safety, security, patron access, property protection, or operational concerns. This authority remains subject to the authority of the Library Director, emergency personnel, public safety officials, and other officials having jurisdiction. 

The Producer must follow all instructions from the Library representative and from library staff regarding access, conduct, and safety. 

605.6 Equipment, Vehicles and Set Construction 
Use of lighting rigs, sound equipment, generators, dollies, drones, or other specialized equipment must be disclosed in the filming request and approved in advance. Equipment may not block entrances, exits, emergency exits, elevators, restrooms, accessibility routes, or pathways used by patrons. 

• Vehicles are generally not permitted on library grounds outside of designated parking areas. Any exception requires advance written approval from the Library and may be subject to additional conditions (e.g., protective ground coverings, designated routes, or time restrictions).
• No temporary structures, sets, signage, or props may be installed, and no fixtures, shelving, or furnishings, walls, floors, or other Library property may be altered, moved, or used as a point of attachment without prior written approval.
• No drone may take off from, land on, or be operated from Library Premises without prior written approval. Library approval authorizes only the use of Library Premises and does not constitute authorization to operate in any airspace. The
• Producer and remote pilot in command remain responsible for compliance with 14 C.F.R. Part 107, aircraft registration and Remote ID requirements, airspace authorizations, operational limitations, and all other applicable laws.

Open flame, pyrotechnics, explosives, ammunition, real or replica firearms or other weapons, and smoke or fog effects are prohibited on Library Premises. 

605.7 Patron Privacy and Releases 
The Producer is solely responsible for obtaining all prior written consents and releases required by law or this policy from library patrons or members of the public who may be filmed or photographed on the Premises. The Producer may not intentionally film or photograph an identifiable patron, staff member, or volunteer without that person’s prior written consent. The Library does not obtain or guarantee such releases on the Producer's behalf and assumes no liability related to the use of images of identifiable individuals. 

The Producer is solely responsible for obtaining prior written permission from a parent or legal guardian for any minor who will be intentionally filmed or photographed on the Library Premises. The Library does not obtain or guarantee such releases on the Producer's behalf and assumes no liability related to the use of images of identifiable individuals. 
Consent arising under the Library’s Photography and Recording Policy applies only to photography or recording conducted or authorized by the Library for Library publicity. It does not constitute consent to filming, photography, recording, or commercial use by the Producer.   

The Producer must avoid intentionally filming identifiable patrons who have not consented. Any nonconsenting patron who appears incidentally must be excluded from the finished production or rendered unidentifiable, particularly when the person is a minor or when private patron information may be visible. 

Patron names, library cards, computer screens containing personal information, holds shelves, reference transactions, and any other confidential patron information must not be filmed, recorded, reproduced, or disclosed. 
The Producer shall not intentionally intercept or record private conversations of patrons, staff, or other persons without legally sufficient consent. Microphones must be positioned and operated to avoid capturing conversations unrelated to the production. 

605.8 Production Representative 
The Producer will assign a designated representative. This person will have the authority to make decisions on behalf of the production and must be present and immediately reachable throughout filming. 

605.9 Restoration of Premises 
The Producer is responsible for restoring the Premises to the same condition that existed prior to filming, including removal of all equipment, materials, trash, and temporary installations. Any restoration, repair, or cleaning performed by Library personnel as a result of the production will be billed to the Producer at the Library's actual reasonable cost. 

605.10 Credit and Acknowledgement 
If the finished production is publicly distributed, the Producer may include a location credit using wording approved in advance by the Library (e.g., in the end credits as a “special thanks”) using the Library's official name, unless otherwise agreed in writing. 

Unless otherwise approved, any credit shall be limited to “Filmed on location at Cranston Public Library.” A location credit does not indicate endorsement, sponsorship, or affiliation, and the Library’s name, logo, or other identifying marks may not be used for promotional purposes without separate written approval. 

605.11 Insurance and Indemnification 
Prior to filming, the Producer must provide the Library with a certificate of insurance evidencing commercial general liability coverage with limits of not less than $1,000,000 per occurrence and $2,000,000 in the aggregate. The Producer must provide both a certificate of insurance and the applicable policy endorsement naming the City of Cranston, the Cranston Public Library Board of Trustees, and their respective officers, employees, and agents as additional insureds on a primary and noncontributory basis. 

The Producer must also maintain workers’ compensation coverage as required by law and automobile liability coverage of not less than $1,000,000 when vehicles are used in connection with the production. The Library may require objectively reasonable higher limits or additional coverage based on disclosed higher-risk equipment or activities. 

To the fullest extent permitted by law, the Producer shall defend, indemnify, and hold harmless the City of Cranston, the Cranston Public Library Board of Trustees, and their respective officers, employees, and agents from third-party claims, liabilities, damages, judgments, and reasonable defense costs, and from direct damage to Library property, to the extent caused by the acts or omissions of the Producer or its employees, contractors, agents, guests, equipment, or activities; the Producer’s breach of the Filming Location and License Agreement; or the Producer’s violation of law. This obligation does not apply to the extent a claim or loss is caused by the negligence, willful misconduct, or unlawful conduct of the person seeking indemnification. 

605.12 Compliance with Law and Library Policies 
All filming activities must comply with applicable federal, state, and local laws, including those relating to safety, accessibility, fire codes, and filming permits. The Producer must also comply with all other applicable library policies, including the Library Use Policy. 

605.13 Cancellation and Rescheduling 
The Library reserves the right to cancel or reschedule approved filming due to weather, safety concerns, unforeseen scheduling conflicts involving essential Library operations, building closures, or other circumstances beyond its control. The Library will make reasonable efforts to provide advance notice and to work with the Producer to identify an alternative date when possible. 
If the Library cancels filming for reasons other than the Producer’s breach, the Library shall refund prepaid location fees and less documented nonrecoverable costs already incurred specifically for the production. If filming is rescheduled, prepaid fees shall be credited toward the rescheduled date. The Library shall not be responsible for consequential, incidental, or lost-profit damages resulting from cancellation or rescheduling. 

605.14 Governing Law 
Any agreement entered into under this policy shall be governed by the laws of the State of Rhode Island. Any action arising from the Filming Location and License Agreement shall be brought, to the extent jurisdiction and venue are proper, in a state court located in Providence County, Rhode Island, or the United States District Court for the District of Rhode Island. Each party shall bear its own attorneys’ fees and litigation expenses except as otherwise required by law or under an express indemnification obligation in the Filming Location and License Agreement. 
Nothing in this policy or the Filming Location and License Agreement grants the Producer any control, exclusive or otherwise, property rights, or interest over Library Premises, their contents, or any portion thereof. Neither this policy nor any Filming Location and License Agreement constitutes a waiver of any governmental immunity, defense, statutory notice requirement, or limitation of liability available to the City of Cranston, the Cranston Public Library Board of Trustees, the Library, or their officials and employees. 

605.15 Endorsement 
The Producer shall not imply that the Library endorses, sponsors, or is affiliated with the production, its products, services, or viewpoints without prior written authorization. The Producer may not use the Library’s logo or other identifying marks without prior written authorization. 

See also related policies: Library Use Policy, Photography & Recording Policy 

Revision History 
Adopted by the Cranston Public Library Board of Trustees on 10/14/2026.