Newfields Licensing and Location Shoots
Newfields welcomes proposals for film and photography shoots in the Indianapolis Museum of Art galleries and Gardens at Newfields. The Rights and Reproductions Department will work with your team to assess applications, plan logistics, and oversee on-site production.
Contact us to submit an application or to find out more:
Telephone: 317-923-1331 ext. 171
Stock photographs of the Indianapolis Museum of Art at Newfields collection and the Garden at Newfields are available to be licensed for scholarly, commercial, or personal use. For additional information or guidelines for requesting an image, please review the Image Resources page.
LICENSING & LOCATION SHOOTS: POLICY, REVIEW PROCESS AND FEES
Newfields encourages artists to be inspired by all of our collections and gardens. To protect the objects being photographed and the copyright privileges of their creators, all photography and video shoots at any of Newfields’ properties must adhere to the following guidelines to ensure the safety of the collections and the experience of future guests:
- Photography and film crews will be accompanied by designated Newfields staff members.
- Photographs and film generated are granted permission for one-time use only as agreed upon.
- Newfields retains editorial input over final image use.
- Access is limited to the date(s)/hour(s) agreed upon.
- Doors may not be propped or held open at any time.
- No collection objects or furniture may be moved or used by anyone on the photography/film crew. Newfields staff will coordinate with the crew to determine if items can be moved to accommodate the creation of particular shots.
- Care must be taken to prevent the abrasion of walls and floors.
- Due to the light-sensitive nature of some works of art, some types of lights are restricted in the length of time they are in use and/or are not permitted.
- Furniture pads must be used underneath all photography and lighting equipment.
- All equipment stands must be secured with sandbags to prevent falling.
- Where possible, stands must be placed at least five feet away from all artworks.
- As with all other desired equipment to be used on a shoot, the use of drones is considered on a case-by-case basis for both interior and exterior spaces.
- All extra equipment (extra lights, cameras, tripods, storage racks, etc.) must be kept in the designated area.
- Wardrobe changes and makeup application must take place in the designated area only. No hairspray may be used in the galleries.
- Professional portrait and wedding photography is not permitted in the Indianapolis Museum of Art galleries, in Miller House and Garden, or in Lilly House.
- Newfields reserves the right to request at least one gratis copy of any publication that includes images of any parts of any of its properties.
- Newfields reserves the right to request reciprocal use, for in-house publications or online dissemination, of images created that include any parts of any of its properties, including Miller House and Garden and Lilly House. The photographer/company shall retain copyright of the images and will be appropriately credited in any uses of the images by Newfields.
Newfields’ Rights and Reproductions Department considers all commercial and editorial proposals in the same manner. Proposals are reviewed by a standing committee of interdepartmental staff who jointly represent Newfields’ views on curatorial matters, communications concerns, and legal issues. Approval of a project is dependent on many factors, including appropriateness of the project’s association with Newfields, scheduling and logistical restrictions, conservation concerns, and availability of staff and resources.
Fees are determined by a number of factors, including the duration of the shoot, the nature of the project, the type of media, the print-run/distribution, and the prominence of the Newfields name in the end product. Expenses are billed separately and generally include, but are not limited to, staffing, insurance, and security costs.
Newfields has standard written agreements that must be executed prior to commencement of a shoot or circulation of an advertisement. The agreements include an express license and warranty for use of Newfields intellectual property. Credit lines, copyright notices, and trademark notices are typically required and specified, where relevant.
All images of Newfields must be accompanied by the credit line supplied.
Please note that in many cases Newfields owns only the physical object, and therefore, does not assume any responsibility for intellectual property, copyright, or any other legal issues involved in the publication and reproduction of items in its collection.
Newfields’ charges for a location shoot do not include any fees due to the copyright owner or administrator (i.e.—the artist, representing gallery, artist’s estate, etc.). While the Rights and Reproductions Department will assist the applicant with contact information, it is the responsibility of the applicant to clear all third-party rights. Newfields requires applicants to obtain necessary permissions as a prerequisite to completing a location shoot contract.
Insurance is necessary and expected. All applicants must furnish Newfields with a certificate of liability insurance, showing personal liability coverage with a single limit of not less than $1,000,000 per occurrence for bodily and property damage. Newfields shall be listed as an additional insured on the certificate of insurance, which must be on file prior to the intended photography date.
Exterior shoots that impact the city streets or sidewalks may require a special events permit from the City of Indianapolis. More information and the application for special events permits may be found at the City of Indianapolis and Marion County website.
The names “Newfields,” “Indianapolis Museum of Art” and some interior and exterior images of Newfields and its properties contain trademarks. They may not be used for commercial purposes without the express permission of Newfields; this includes the use of images that are lawfully obtained from an outside stock house or other source.
Unauthorized use of the names “Newfields,” “Indianapolis Museum of Art,” or images of Newfields buildings, properties, domain names, exhibition names, artwork, photographs, publications, or other proprietary content is unlawful and will be pursued with appropriate legal action.