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Film and Photography

Film and Photography

Thank you for your interest in the Austin Public Library as a possible filming/photography location. As a City of Austin entity, the library is subject to various regulations and requirements. Please review the information below prior to submitting a request.

Film/Photo Request

General Information

  1. Reservations for filming and photography are based upon availability as determined by library staff.
  2. Requests must be submitted at least 14 calendar days prior to the film/photo date.
  3. Filming and photography must not interfere with the public’s regular use of the facility during open hours.
  4. Professional photography sessions require a $73.00 fee. Professional photography is defined as receiving compensation for taking pictures (money or barter) or taking images for promotional purposes (such as advertising and marketing with a commercial intent). Portraits and other posed sessions with accessories, props and equipment (such as tripods, lights, reflector shields) are included.
  5. Under City Ordinance No. 20080306-038, City fees are waived for filming a movie, television program, commercial, music video or video game. Library staff shall determine if a fee waiver applies. The production company will be billed for actual costs for City staff, utilities, and security associated with any required make-ready activities and specific request(s) or needs.
  6. Per City regulations, insurance is required (see submission requirements for details). Student filmmakers should check with their educational institution to ensure they are covered under the institution's insurance policy.

Submit an Application

  1. Review submission requirements.
  2. Send an email with subject line FILM/PHOTO REQUEST to aplrental@austintexas.gov. Include the following information:
    1. Company or producer name
    2. Date, time and location for shoot
    3. Anticipated crew size
    4. Brief description of project
  3. If the library can accommodate the project, your dates will be reserved and the Event Services Office will provide an Application and Agreement. You will be asked to submit the signed Application/Agreement along with appropriate supporting documentation.

Approval

Once approval has been granted, film/photo crews will receive a badge to be worn onsite during the shoot. Anyone without an approved application or badge may be asked to stop production and return with the proper documentation.

For questions, please contact the Event Services Office at 512-974-7585.

Commercial Filming and Photography Requirements

Commercial Filming and Photography Requirements

  • Commercial General Liability Insurance with a minimum bodily injury and property damage per occurrence limit of $500,000 CSL per occurrence for coverage A (bodily injury and property damage) & B (personal and advertising injury). Coverage for products and completed operations shall also be provided with a limit of $500,000. The policy shall contain the following provisions:
    • Independent Contractors coverage.
    • City of Austin listed as additional insured.
    • 30 day Notice of Cancellation in favor of the City of Austin.
    • Waiver of Transfer Right of Recovery Against Others in favor of the City of Austin.
  • Business Automobile Liability Insurance for all owned, non-owned and hired vehicles with a minimum combined single limit of $500,000 per occurrence for bodily injury and property damage. The policy shall contain the following endorsements in favor of the OWNER:
    • Waiver of Subrogation endorsement TE 2046A.
    • 30 day Notice of Cancellation endorsement TE 0202A.
    • Additional Insured endorsement TE 9901B.
  • Commercial Filming and Photography. The policy shall contain the following additional provisions:
    • Medical expense coverage with a limit of $10,000 for any one person.
    • Fire Legal Liability with minimum limits of $50,000.
  • Pyrotechnics/Fireworks. Contact the Austin Fire Department for specifications. (Where requested/as needed/permitted by agreement/contract)
  • Pilot’s/Flight/Landing Insurance. Contact Austin Bergstrom International Airport for motorized flight insurance specifications. (Where requested/as needed/permitted by agreement/contract) 

Insurance General Policy Requirements

(to be reviewed by Lessee and Lessee’s Insurance Company) 

The LESSEE must complete and forward the OWNERS standard certificate of insurance to the OWNER before the AGREEMENT is executed as verification of coverage required in subparagraphs above. The LESSEE shall not commence work until the required insurance has been obtained and until such Insurance has been reviewed by the OWNER. Approval of insurance by the OWNER shall not relieve or decrease the liability of the LESSEE hereunder.

The CONTRACTOR’S insurance coverage is to be written by companies licensed to do business in the State of Texas at the time the policies are issued and shall be written by companies with A.M. Best Ratings of B+ VII or better. 

All endorsements naming the OWNER as additional insured, waivers and notices of Cancellation endorsements as well as the certificate of insurance shall indicate: 

Austin Public Library, City of Austin 
PO Box 2287 Austin, Texas 78768. 

The “other” insurance clause shall not apply to the OWNER where the OWNER is an additional insured shown on any policy. It is intended that policies required in the AGREEMENT, covering both the OWNER and CONTRACTOR, shall be considered primary coverage as applicable. 

If coverage is underwritten on a claims made basis, the retroactive date shall be coincident with the date of this AGREEMENT and the certificate of insurance shall state that the coverage is claims made and the retroactive date shall be shown. The CONTRACTOR shall maintain coverage for the duration of this AGREEMENT and for a two year period following the end of this AGREEMENT. 

The CONTRACTOR shall provide the OWNER annually with a certificate of insurance as evidence of such insurance. 

If insurance policies are not written for amounts specified above, the CONTRACTOR shall carry Umbrella or Excess Liability Insurance for any differences in amounts specified. If Excess Liability Insurance is provided, it shall follow the form of the primary coverage. The CONTRACTOR shall not cause any insurance to be canceled nor permit any insurance to lapse during the term of the AGREEMENT or as required in the AGREEMENT. 

The CONTRACTOR shall be responsible for premiums, deductibles, self-insured retentions, if any, stated in policies. All deductibles or self-insured retentions shall be disclosed on the certificate of insurance. 

The CONTRACTOR shall defend, indemnify and hold harmless the OWNER and its respective officers, agents and employees from any and all claims, damages, losses, demands, suits, judgments and costs, including court costs and attorney’s fees, arising or resulting from the negligent performance of services by the CONTRACTOR. 

The OWNER reserves the right to review the insurance requirements set forth during the effective period of this AGREEMENT and to make reasonable adjustments to insurance coverage, limits and exclusions when deemed necessary and prudent by the City based upon changes in statutory law, court decisions, and the claims history of their industry or financial condition of the insurance company as well as the CONTRACTOR. 

The insurance coverages required under this AGREEMENT are required minimums and are not intended to limit the responsibility or liability of the CONTRACTOR.

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