Production Policy
CINEWORKS ACCESS POLICY 2010/2011
ACCESS
Access to and use of Cineworks equipment and facilities at member’s rates is limited to Cineworks Members in good standing. ie: members with no outstanding debts or obligations to the Society. Members may only access Cineworks' equipment and facilities at member's rates for Productions where the member retains full creative and editorial control. (Non-members and members working on non-Cineworks projects may be able to access Cineworks' equipment and facilities at commercial rates.)
PROJECT REGISTRY
Intended use of the equipment must be stated at time of booking. Prior to a booking being confirmed, a Project Registry form must be filled out and returned to the Office Manager (OM) Leanne Makcrow for each project for which members would like to access equipment and/or facilities. Equipment and/or facilities may only be used on registered projects.
CREDITS
The use of Cineworks equipment and facilities constitutes a form of production assistance to the filmmaker by Cineworks, and as such Cineworks must be fully acknowledged and credited in the title and/or credit sequence of any film, video, or new media production receiving such assistance as well as on all promotional materials. Suggested wordage of said credit is:
Produced with the Assistance of Cineworks Independent Filmmakers Society.
Cineworks requires a copy of the completed project to be dropped off or mailed to the office for archival purposes no later than six months from the completion date.
CERTIFICATION
Equipment and facilities are available for use by competent operators only. Prior to the rental of equipment, all prospective operators of major pieces of equipment must prove competency to the satisfaction of the Equipment (EC) Jurgen Beerwald or Digital Media Coordinator (DMC) (Megan Bodaly). (This may involve filing resumes and references.) Cineworks reserves the right to refuse access to specific equipment or suites should the staff assess that the prospective operator does not possess the necessary skills or experience to safely use the equipment.
EQUIPMENT/FACILITIES BOOKING
Equipment bookings are made through the (EC) Jurgen Beerwald by emailing: (JavaScript must be enabled to view this email address) or calling 604-685-2209 only (please do not call the office). It is often necessary to leave a message with your request, so please allow ample time to book your equipment. Hours of operation are from 1pm – 6pm. Please leave time to pay, pick-up/load, and ask questions.
Facilities bookings are made through the (DMC) Megan Bodaly at 604-685-3841 or 604-812-7157. Bookings may not be confirmed until the (OM) Leanne Makcrow has registered the project, checked membership status and ensured that there are no outstanding invoices in the member's name.
• Bookings must be made at least 24 hours in advance and an accurate checkout and check-in time arranged and adhered to.
• All bookings are on a first-come, first-served basis. A deposit fee of 50% of the total rental charge for the equipment booked will be required to hold the booking.
• All cancellations must be declared — and confirmed — at least 48 hours (2 business days) prior to the rental period or the deposit will be forfeited and the member will be responsible to pay the balance owing.
• All after-hours access must be booked with appropriate staff.
CHECK-OUT
Members are required to be present when equipment for their productions is checked out. However, on larger productions members may designate delegates to check out for them.
A maximum of 2 delegates may be chosen. The names of these delegates must be given to the (EC) Jurgen Beerwald and (OM) Leanne Makcrow in advance. The member must also send with the delegate a signed rental terms and conditions agreement. Equipment will not be released without payment and a member signed agreement.
The member is responsible for ensuring they have all items and that all items are in working order (even if a delegate is designated). If there are items missing and/or defective the member must contact the (EC) Jurgen Beerwald and (OM) Leanne Makcrow within 24 hours. If no one is available a phone message and/or email is acceptable if within the 24 hours.
All other requirements (payment, Project Registry, insurance, etc.) must be fulfilled before members and/or delegates can check out equipment. Payment is due before checking out the equipment.
**MEMBERS ARE REMINDED THAT THEY WILL BE RESPONSIBLE AND FULLY LIABLE FOR ALL EQUIPMENT CHECKED OUT ON THEIR BEHALF BY THEIR DELEGATES.
When checking out equipment, members are acknowledging that they have received it in good working order and are accepting full responsibility even if the member sent a delegate. Members are therefore encouraged to carefully inspect all pieces. Hours of operation are from 1pm – 6pm. Please leave time to pay, pick-up/load, and ask questions.
CHECK-INhttps://docs.google.com/Doc?id=d2vrjr4_8cbnt6chc&btr=EmailImport
The member should check back in all equipment. If a delegate is checking in equipment, the names of these delegates must be given to the (EC) Jurgen Beerwald and (OM) Leanne Makcrow in advance. Equipment and facilities, which are not clean, will be subject to a cleaning fee. Booking extensions must be requested at least 24 hours (1 business day) before the equipment is due to be returned and will be determined by the availability of the equipment. Late returns will not be tolerated and will be subject to an additional daily charge of 100% of the daily rate for each item returned late.
FEES
• The member will pay 50% of the rental fee in order to book equipment and the remaining 50% at check out.
• Daily rate is charged for each day up to four (4) days; a week booking (i.e.: seven (7) days) will be charged at four (4) times the daily rate.
• Three-day weekends (Fri-Mon) will be charged as one day and a half.
· Four-day weekends (Fri-Tues, where the Monday is a holiday) will be charged the same as a three-day weekend above.
All invoices are considered to be immediately due for payment. Any member with outstanding equipment or post-production invoices can be denied access until their account is settled.
INSURANCE
Cineworks does not provide insurance. It is the responsibility of the member in whose name the equipment is rented to ensure that they carry adequate insurance. Members who rent Cineworks equipment assume full responsibility in the case of personal injury, damage or loss. Cineworks reserves the right to demand proof of insurance and to refuse the release of any and/or all equipment if a member is unable to supply an insurance certificate upon request or if the insurance coverage is deemed by Cineworks to be inadequate.
For more details, please refer to "Cineworks Rental Terms & Conditions" following this section.
Post-production suites are invoiced on a 6-hour, daily and/or weekly basis and must be paid before any further bookings can be made. Policies for digital post production suites are as follows:
DIGITAL SUITES
Booking / Payment Policy
Weekly
For weekly reservations, the first week’s rental must be paid in advance. This deposit will be held for the duration of the booking period. The deposit will be deducted from the final week’s payment. For non-reserved bookings, 100% of the first week's payment must be made on the first day of the rental and 100% of the second week on the first day of the second week, etc.
6-Hour/Daily
Pay up front by the 6-hour or day.
Cancellations:
If a booking is canceled with 48 hours (2 business days) notice the deposit is refunded.
Less than 48 hours = deposit is forfeited and the member will be responsible to pay the balance owing.
EDITING
Post-production facilities are accessed through the Digital Media Coordinator Megan Bodaly. Users must supply their own editing supplies and are responsible for keeping the rooms clean and tidy. Any problems are to be reported to (DMC) Megan Bodaly immediately.
OPTICAL PRINTER/ANIMATION STAND
Bookings are made with the (OM) Leanne Makcrow by calling 604-685-3841.
Booking / Payment Policy
Daily
Pay up front by the day.
Cineworks has no storage facilities. Members working on projects are encouraged to keep as little material as possible at Cineworks. Members whose projects are finished or in hiatus are warned that any material left at Cineworks is liable to be summarily recycled without warning.
HARD DRIVE SPACE
Hard drives are not to be used for storage purposes; they are for currently active projects only. Cineworks absolves itself of any responsibility for the integrity of any data left on these drives. Cineworks is not responsible for any loss of data due to equipment failure. It is solely the user's responsibility to ensure that their data is backed up and the user will absorb any costs incurred while restoring lost data.
The current users of any post production suite are entitled to use all of the hard drive space and are entitled to delete other users' data if necessary.
Any users who wish to leave projects-in-progress on Cineworks hard drives must speak to the (DMC) Megan Bodaly to discuss available hard drive space and the feasibility of leaving projects-in-progress on the drives.
The (DMC) Megan Bodaly reserves the right to deny storage access; however, each request will be evaluated on a case by case basis.
Reformatting
Cineworks hard drives are reformatted on a regular basis. All data is lost during reformatting and it is the user's responsibility to ensure that their data is not residing on the drive due to be reformatted.
STUDIO
Studio Bookings are made with the (OM) Leanne Makcrow by calling 604-685-3841. Members must state intended use of studio prior to booking to determine member or non-member rates and to accommodate for special circumstances. Users must leave studio as they found it or better. Users are not allowed to leave any garbage, props, flats, building materials, etc. on completion of their rental term, at Cineworks. A removal, cleaning and/or painting fee may be charged to those who do not comply. NB. Cineworks Studio is Wheelchair accessible.
SECURITY
The lane entrance door must be kept locked at all times or have production personnel posted there. At no time should this door be propped open without guard. Note: the person posted at the door is required to ask each person coming in the building what their business is and who they are there to see. In short, to be the equivalent of the door buzzer security feature. Failure to observe this policy may result in suspension of access.
Members using the facilities after office hours must arrange in advance for keys and security access through the (DMC) Megan Bodaly. Card & keys may be signed out for the duration of the project or one month, whichever is shorter.
CARDS & KEYS MUST BE RETURNED PROMPTLY AT THE END OF THE PERIOD BOOKED.
Failure to return card & keys promptly may result in the member being charged $50 per set of keys per month. You may also be denied access.
When you come to pick up keys, you will need to allow a few extra minutes to receive instruction in after-hours security procedures. Members should give the DMC (Megan Bodaly) sufficient warning of their need for after-hours access and book a time to come in and pick up keys. Usually between 12pm–3pm. Members are fully responsible for the security of their booked suite and of the rear entrance during after-hours bookings.
PENALTIES
Any infringement of the access policy will result in penalties up to and including suspension of access privileges without refunds.
CINEWORKS' RENTAL TERMS AND CONDITIONS
The member who holds copyright and for whose production the equipment is rented (the producing member) is deemed to be 'the renter' and as such assumes full responsibility and liability for all equipment rented for use on that production. The producing member agrees to compensate Cineworks for the full replacement value, including any parts, repairs and labour deemed necessary by Cineworks to restore equipment to good working order should it be lost, stolen, missing, broken or damaged through any cause whatsoever, whether or not due to the fault of the member.
Cineworks does not assume responsibility, liability or make any representation for the availability, performance or workable condition of its rental equipment. The renter discharges Cineworks from all loss, injury, expenses or damages whatsoever resulting from the performance of malfunctioning of said equipment, whether or not there is fault or negligence on the part of Cineworks.
Cineworks does not guarantee to replace equipment or supply alternate equipment in the event of any equipment malfunction or breakdown. In such a case, the member agrees to discontinue use of said equipment, notify Cineworks immediately that repairs may be necessary and return the equipment to Cineworks as quickly as possible. In no case shall the member or any person associated with the member's production, attempt repairs and/or send equipment to a repair shop unless directed to do so by the Equipment Coordinator or Digital Media Coordinator.
Acceptance by Cineworks of returned equipment does not constitute a waiver of the renter's responsibility for damage or loss.
Rental equipment may not be removed from British Columbia, nor be taken from the ground in a non-commercial airplane, nor be taken on the water in a non-commercial boat without prior written consent from the head of the equipment committee.
Cineworks' equipment shall not be under-leased, loaned, mortgaged, sold or disposed of to any person, production or organization in any manner. The equipment shall at all times remain under the immediate control and direction of the member in whose name the equipment is rented.
Upon termination of the rental period or upon the breach of any provision of this agreement or in any circumstance which is deemed by Cineworks to be a breach of the Society's Access Policy, Cineworks shall be entitled to take immediate possession of the equipment and is permitted to enter any premises without notice and without legal process to take possession of said equipment.
Insurance is the renter's responsibility. Cineworks strongly suggests that all rental equipment be insured to full replacement value before it leaves Cineworks' premises and that renter also purchase third party liability insurance. Cineworks reserves the right to ask for proof of insurance coverage for any and/or all of its equipment rented by the producing member and to refuse to allow its equipment to leave the premises if the renter is unable to produce such proof or if the insurance is deemed to be inadequate.
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