LICENCE

Between:           Bethlem Art and History Collections Trust (“The Trust”)
Archives and Museum
Bethlem Royal Hospital
Monks Orchard Road
Beckenham
Kent
BR3 3BX

And:     (Name of production company)

            (Address)

            (e-mail address)

Definitions

The Production:             The title of film or programme.

Location:                       The Archives and Museum, Bethlem Royal Hospital.

Notification Date:           the date by which the full insurance details need to be with the Trust.

The Dates:                    the dates for the shoot.

The Set Up Fee:            the initial fee for the set up.

IT IS AGREED AS FOLLOWS

1.Permission for filming
As the delegated authority for the Archives and Museum, the Trust gives permission, subject to the terms of this agreement including the Schedule, the Filming Regulations and the Terms and Conditions (Edition 20090523), to permit filming at the location on the Dates for the purpose only of inclusion of footage in the Production but not otherwise (“the Shoot”). Any further filming or use of the Location on any other dates other than the Dates shall also be subject to the terms of this agreement.

2.The Location
The location and the objects and collections normally within it shall remain save for any items which, in the Trust’s sole discretion, the Archives and Museum wishes to remove and subject to the normal day to day running of the Archives and Museum, their exhibition programmes and any loans.

3.Prior information required
No later than the Notification Date the production company shall supply to the Trust a full breakdown of:

• The names of all crew (both employed and freelance) who will be attending at the Shoot either within the Archives and Museum or within the Bethlem Royal Hospital site.
• The equipment that it will be bringing into the Archives and Museum.

4.Time overruns and vacation of the premises.  
In the event of filming continuing past 4 p m the Production Company agrees to pay the additional fee quoted on the rate card. The Production Company undertakes to be clear of the location by 5 p m.

Signed:

For the Production Company:

(Name)

(Position in Company)

(Signature)

(Date)

For Bethlem Art and History Collections Trust:

J Michael Phillips

Head of Archives and Museum
Trust Secretary

(Signature)

(Date)

SCHEDULE

FILMING REGULATIONS

1. Security arrangements.
   The Archives and Museum is within the perimeter of Bethlem Royal Hospital, which is a working mental health hospital. Within the Archives and Museum the Head of Archives and Museum and his staff are responsible for security. Outside normal working hours the building is alarmed and monitored from the Hospital Central Security Station, which is actively manned 24 hours a day. For the remainder of the site the Porters are responsible for 24 –hour security assisted by a manned CCTV surveillance system and a centralised alarm system. In the event of a security alert, whether precipitated by service users (patients) or external agencies, the instructions of the Porters and of the Police (if on site) are to be followed immediately.
   
   
2. Contact names.
   Head of Archives and Museum:               J Michael Phillips
                                                                                   020 3228 4307 / 4227
                                                                                   JMichael.Phillips@slam.nhs.uk
3. Light levels permissible.
   Easel paintings                                                                                             200 lux
   Animal and plant materials where colour is important
   (including undyed leather, wood, bone, ivory)
   Works of art on paper (including water-colours drawings                   50 lux
   prints, stamps, wallpaper, historical documents
   photographs)
   Textiles (including tapestries, costumes, upholstered
   furniture, carpets)
   Miniatures and manuscripts
   Dyed leather
   Natural history exhibits.
   For photography, light levels may be increased to 1,000 lux for short periods provided there is no significant heating if incandescent lamps are used, or, 2,500 lux for cooler HMI lamps.
   
   
4. Catering facilities.
   A staff restaurant is adjacent and available 0830-1530 hours.
   
   
5. Toilets.
   There is one toilet within the Archives and Museum. Additional toilets, including full provision for easy access, are available in the adjacent Staff restaurant.
   
   
6. Access.         
   The Archives and Museum is a single storey building with parking space for disabled visitors directly outside.
   
   
7. Parking.
   The internal road alongside the Archives and Museum may be used providing that enough width is left free for HGVs, the road being the sole HGV access and exit point for the Hospital. Additional parking is available within 500 metres. The parking bay for disabled visitors must not be obstructed. Given notice on the previous day, temporary parking space can be coned off outside the building from 0900 hours.
   
   
8. Emergency assembly point.
   In the event of fire or an emergency requiring evacuation ALL Production company and associated personnel are to vacate the building and assemble at Assembly Point D (leave the building, turn right, walk to the large red diamond sign BUILDING 27: the Assembly Point is marked on the tarmac). They are to remain there until stood down. This is essential in order to account for all staff and persons visiting the Hospital.



TERMS AND CONDITIONS FOR THE REPRODUCTION OF MATERIAL OWNED BY THE BETHLEM ART AND HISTORY COLLECTIONS TRUST AND OF FILMING AREAS UNDER ITS CONTROL AT BETHLEM ROYAL HOSPITAL

1.Permission to film / reproduce is dependent on the full acceptance of the Terms and Conditions detailed below and will be automatically withdrawn should any part be infringed.

2.The Licensee is granted permission to reproduce the images for the stated Purpose only.

3.The Rights that are granted to the Licensee for filming are non-exclusive.  All retransmissions, further editions or use of the film other than for the Purpose necessitate a new application to the Trust and payment of a further fee.  This also applies to television programmes where permission to reproduce covers one transmission only.

4.Copyright of images supplied remains the property of the Trust unless otherwise stated.  Photographs of works of art by living artists or artists who died less than 70 years ago can only be supplied, other than for research and private study, if the Licensee has obtained written consent from the owner of the copyright in the works of art, a copy of which must be sent to the Trust before the Image can be released.

5.The Licensee must satisfy himself that all necessary rights, releases or consents which may be required for reproduction of the Image are obtained, and the Trust gives no warranty or undertaking that any such rights, releases or consents are or will be obtained whether in relation to the use of names, people, trade marks, registered or copyright designs, or works of art depicted in any picture.

6.The Licensee agrees to indemnify the Museum in respect of any claims or damages or any loss or costs arising in any manner from the reproduction without proper rights or consents or any of the filming.

7.The Trust shall not be liable for any loss or damage suffered by the Licensee or by any third party arising from the use of any of the film.

8.The credit to appear on film is By kind permission of the Bethlem Art and History Collections Trust.

9.The Licensee must pay the Fee payable by reference to the scale of fees set out in the Schedule of this Agreement.

10.Payment of the Fee should be made within 30 days of invoicing.  All bank charges must be borne by the Licensee.  The film may not be transmitted if payment is not received in full.

11.Cheques must be made payable to Bethlem Art and History Collections Trust in UK pounds sterling.

12.No variation of the terms and conditions set out herein shall be effective unless agreed in writing by both parties.

13.  This Agreement shall be governed by the laws of England and Wales.

This agreement does not include permission to film persons other than those employed at the Archives and Museum. Please note that we cannot obtain permission to film Service Users of the mental health services.