Photography and Videography Policy

Photography and videography are encouraged at Newfields and we would love for you to share your photos or video footage using #DiscoverNewfields. To protect the artworks and living collections, and for the safety of other guests, the guidelines below must be followed when photographing and filming at Newfields.

 

GENERAL GUESTS

• Photography must be conducted without disruption to Newfields operations or limitation to the accessibility of exhibitions, entrances/exits, doorways, pathways and high traffic areas.

• To help preserve the outdoor sculptures and living collections, entering, climbing or standing on any water features or fountains, as well as plant beds, is prohibited. Do not climb, lean or sit on any artworks or place props or equipment on them.

• Flash photography, tripods, monopods (including selfie sticks) and other photographic equipment are not permitted inside the Indianapolis Museum of Art, Lilly House, Greenhouse or Miller House.

• The use of drones by guests is not permitted on any part of Newfields' campus for the safety and security of other guests.

• Photography is permitted for private, noncommercial use only. Photographs may not be published, sold, reproduced, distributed or otherwise commercially exploited in any manner.

• Unless otherwise noted, photography of temporary exhibitions or borrowed works of art is not permitted.

 

PHOTOGRAPHY AND VIDEOGRAPHY SHOOTS

The Garden at Newfields requires a permit for all photography and videography shoots (e.g., engagement, and family photos).

To ensure a scheduled three (3) hour time block for a photography or videography shoot and obtain your digital photo pass (will appear as a “ticket”), please complete the online order form at least forty-eight (48) hours in advance of intended date(s) and time(s) of the shoot. Any questions should be submitted to photopass@discovernewfields.org.

 

ORDER A PHOTO PASS

 

HOURS

The Garden at Newfields is open for up to three (3) hour photography and videography shoots during the following times:

• February 26–September 29, 2024: 9am–5pm Sunday, Tuesday, and Wednesday and 9am–8pm Thursday–Saturday
• September 30–November 3, 2024: 11am–5pm Tuesday–Sunday
• November 4, 2024–February 23, 2025: 11am–4pm Tuesday–Sunday
• February 24–September 28, 2025: 9am–5pm Sunday, Tuesday, and Wednesday and 9am–8pm Thursday–Saturday

NOTE: photography and videography shoots may be scheduled for up to three (3) hours on a single day. The final start time for any shoot will be three (3) hours prior to the closing times outlined above.

The Garden at Newfields is closed for photography and videography shoots on Mondays throughout the year, as well as on Thanksgiving Day, Christmas Day, New Year’s Eve, New Year's Day, and during the following date ranges:

• March 21–24, 2024
• June 13–16, 2024
• September 5–8, 2024
• January 14–19, 2025
• March 20–23, 2025
• May 17–18, 2025
• May 31–June 1, 2025
• June 19–22, 2025
• September 4–7, 2025

Fairbanks Park and the Sutphin Mall maintain dawn-dusk open hours seven (7) days a week throughout the year.

 

GUIDELINES

It is important that all groups planning a shoot at in The Garden at Newfields adhere to the following guidelines to ensure the safety of our collections and the experience of future guests:

• Shoots are not permitted inside the Indianapolis Museum of Art, Lilly House, or Greenhouse.

• All photography and videography shoots with clients, professional or amateur, that utilize professional equipment require a digital photo pass. For the purposes of this policy, professional equipment includes the use of a tripod, monopod, lights, umbrellas, diffusers, detachable flash, multiple lenses, large photography bags, reflectors, props, etc. Additionally, shoots that are works for hire, involve clients or otherwise involve the exchange of money for a service rendered require a pass.

• When you arrive at Newfields, please be prepared to show your digital photo pass (will appear as a “ticket”). Additionally, while in The Garden a member of Newfields’ staff may ask to see your digital photo pass "ticket" to confirm the shoot.

• Purchase of a photo pass does not authorize the use of drones on any part of Newfields' campus and will not be permitted for the safety and security of other guests.

• The digital photo pass fee of fifty USD ($50) covers two (2) named photographers/videographers from a single company and up to twenty (20) individuals from a single client group (e.g., no more than twenty (20) individuals for a wedding party shoot).

• General admission is not required for the photographer/videographer or their client(s) in addition to the digital photo pass fee to access The Garden for the purpose of the shoot. If any individual clients want to separately visit the Indianapolis Museum of Art, Lilly House, or The Garden on the same day of the shoot, membership or the purchase of general admission ticket(s) will be required.

• Students may obtain a free digital photo pass only for the completion of class assignments by emailing photopass@discovernewfields.org and providing a valid student ID. A maximum of ten (10) free passes will be permitted per calendar year.

• Payment of fees is due when ordering a digital photo pass online.

• Access to The Garden at Newfields is limited to the date(s) and three (3) hour time block(s) approved when ordering a digital photo pass online. Please see the Frequently Asked Questions section for what to do in case of rain or other inclement weather.

• Original artworks and sculptures in The Garden at Newfields may be protected by copyright. Photography and videography shoots are intended for private, noncommercial use only. Photos and video footage may not be reproduced, published or otherwise commercially exploited in any manner to protect the rights of the creator(s).

• Photographers/videographers and their clients are not permitted to walk in plant beds or to move, rearrange or handle any plants or planted containers in any way.

• Shoots involving nudity are not permitted. 

Newfields reserves the right, at its sole discretion, to withhold and/or withdraw permission to shoot on its premises. Newfields staff has the authority to approach anyone suspected of conducting a photography or videography shoot and to enforce these rules. Failure to comply may result in removal from the premises. Please follow any verbal instructions you are given by Newfields’ staff.

 

LICENSING & LOCATION SHOOTS

Newfields welcomes proposals for commercial and professional location (photography and videography) shoots in the Indianapolis Museum of Art, The Garden, Lilly House, Miller House and Garden, The Virginia B. Fairbanks Art & Nature Park, and other Newfields buildings. The Legal Affairs & Intellectual Property Department will work with your team to assess applications, plan logistics, and oversee on-site production. For additional information and the application, please review the Licensing & Location Shoots page.  

 

MEDIA PHOTOGRAPHY POLICY

Media may photograph or film within designated areas of Newfields for the purpose of news coverage. All members of the media must make arrangements with the Marketing and Communications Department prior to their arrival.

 

FREQUENTLY ASKED QUESTIONS

Why did Newfields institute this policy?
The photography and videography policy was created to protect the grounds and the artwork, both inside the museum and outdoors, in addition to artists’ rights. Our policies also allow the museum to control the number of photography and videography shoots on the grounds at one time to lessen the disruptions to scheduled events and guest experiences. In many cases, the art works on display at Newfields are only the physical object. No one, not even Newfields can reproduce a likeness of that artwork without the negotiated consent of the artist. In other words, our policies support artists’ rights! As such, Newfields does not assume responsibility for the associated intellectual property, including copyright, or any other legal rights involved in the publication and reproduction of materials from its collections. Newfields’ digital photo pass fees do not include any fees that may be due separately to the rights owner(s) or administrator(s) (e.g., creator, representing gallery, estate, etc.).

 

Where do I check-in for my shoot and access the Garden?
All photographers and their clients should check in at the Garden Entrance (by the Deer Events Pavilion) or the main Welcome Center Entrance to check in for their shoot. The Garden Entrance is staffed starting at 11am daily. Please have your clients provide the booking name “[photographer or studio name]” for  speedy entry. Please note upon entering, all guests to Newfields are now required to pass through a metal detector. Individuals unable to go through the metal detector will be hand-screened with an electronic wand by Newfields Security. If your shoot is scheduled before Newfields is open, the only entrance to The Garden will be via the Welcome Center. Please call Security Control at 317-923-1331 ext. 175 for assistance accessing The Garden.

 

What is the best place to park for my shoot?
We recommend that you park in Lot A or the parking garage and then walk to the Garden Entrance or the Welcome Center Entrance where you will check in. 

 

What if I purchase a digital photo pass and it rains or there is other inclement weather? 
Contact photopass@discovernewfields.org to reschedule your shoot. A replacement pass will be issued to you at no charge.

 

I want to use a video camera on the grounds. Do I need a pass? 
Yes, videography shoots are handled the same as still photography. Please purchase a pass for your shoot. 

 

I’m just a guest to Newfields. Can I upload my personal pictures to social media sites? 
Yes! Newfields encourages you to share the images from your visit, as long as they are not available for someone to purchase or are being used to market a business in any way.

 

I’m just a guest to Newfields, but I own a SLR or DSLR “professional” camera. Can I bring this camera to photograph while visiting with my family?
Yes, as long as you only have the camera. The addition of multiple lenses, large photography bag, tripod, etc. will give the impression you are here for a shoot and not just visiting Newfields.

 

We are a group/club of photography or videography enthusiasts wanting to shoot in The Garden. Do we need passes?
Yes! Be sure to reach out to photopass@discovernewfields.org for scheduling and group rates! photography and videography groups/clubs should notify the photopass@discovernewfields.org of their intended outing. Documentation from the organizing club/business should be provided and group rates for digital photo passes as a group will be communicated on an individual basis.