ACCESS POLICY

Independent vs. Commercial

EMMEDIA’s Definition of Independent:
Independent projects are works initiated and created by an independent artist, where he/she is the driving force behind the project and maintains complete creative and editorial control over the work. From here on in, individuals creating independent works will be referred to as Artist Affiliates.

EMMEDIA’s Definition of Commercial:
Commercial projects are created for industries of commercial new media, radio, or television broadcasting. Commercial projects are differentiated from independent projects when they are created on contract for, or produced by a government agency, private company, or corporation.

EMMEDIA’s equipment rates are heavily subsidized for individuals in the Affiliate program that retain artistic and copyright control. Priority is given to projects in this category. These subsidized equipment access rates are not available for work with commercial intent. Those wishing to access production equipment are required to disclose the nature and intent of the equipment use before renting by filling out a Production Support Form, available both online and at EMMEDIA’s office. Artistic intent will be determined by EMMEDIA staff, and equipment rates will be charged in accordance with the above definitions of ‘independent’ versus ‘commercial’ work. EMMEDIA does not support projects that are discriminatory in nature.

Artist Affiliate Program

EMMEDIA strives to provide inclusive production equipment and facilities access to members of the public wishing to join the Artist Affiliate program. There is no fee for joining this program, however new Affiliates are required to submit a current CV and the Artist Affiliate Questionnaire to the Production Director before access can be granted. Previous production experience is not required to join the Artist Affiliate program. Honesty and transparency in completing the Questionnaire is paramount so that training on unfamiliar equipment, or recommendations for workshops may be provided to new Affiliates. An Artist Affiliate in good standing is one who has followed the correct signup procedure, has proven themselves responsible in taking care of EMMEDIA’s production equipment and facilities, and who has no outstanding debt to the organization.

EMMEDIA Members

Alternatively, one can become a Member of EMMEDIA. Membership costs $5.00 annually. Unlike the Artist Affiliate program, EMMEDIA Members are entitled to a single vote to be used at our Annual General Meeting. We encourage users of the centre who wish to have a hand in the structure and evolution of the organization opt to become Members. As per CRA and AGLC guidelines, EMMEDIA Members cannot benefit financially from the organization, and are exempt from payments as a result of artistic presentation, exhibition, or photography/videography services.

Keys

EMMEDIA offers 24/7 facilities access to Artist Affiliates. One can arrange to borrow a set of keys by providing a cash deposit of $40, signing the keys agreement, and setting the dates for which the keys are needed. For the sake of security, keys are only assigned to Artist Affiliates in good standing for periods up to one week in time. If keys are required for an extended period of time, the booking process needs to be repeated. Affiliates are expected to return the keys as soon as they are finished with them. Beholders assume full responsibility for the use of the keys and are not permitted to duplicate them. Their responsibility includes proper locking of ALL doors (including the Screening Room) and windows, shutting down equipment, and setting the alarm. Failure to comply, or leaving any mess behind in the facility may result in the loss of the key deposit. Please refer to the ‘READ ME’ form posed above the alarm for further instruction.

Equipment Rental

Equipment rental is open to members of the public who enrol in the Artist Affiliate program (please refer to the ‘Artist Affiliate’ heading for more information on enrolment). One must demonstrate a sufficient level of competency with EMMEDIA’s production equipment, or have taken relevant workshops and training prior to rental. Completing the Artist Affiliate Questionnaire will aid EMMEDIA staff in determining an Affiliate’s competency level.

Those wishing to rent production equipment or access EMMEDIA’s facilities are required to disclose the nature and intent of equipment use before bookings can be submitting a MANDATORY Production Support form. All productions wishing to access EMMEDIA’s resources MUST be pre-approved by the Production Director. Projects will be approved or denied based on artistic merit, availability of equipment, and relevance to EMMEDIA’s mandate. Every booking sheet must clearly indicate the title of an approved production or equipment may not leave the premises, and access to editing facilities will be denied.

Only Affiliates who have rented EMMEDIA’s production equipment are entitled to use the equipment. One shall not allow unqualified persons to operate any of the equipment. The Affiliate assumes all responsibility for any damage incurred to any equipment while it is in their possession. One must NEVER, EVER leave equipment in their car or in an unsupervised public area. The Affiliate is responsible for any damage to, or loss of equipment.

It is important to report any equipment damage or malfunction to the Production Director in order to facilitate any repair or replacement. One must not attempt to take apart or repair any equipment as it may void the warranty, and/or insurance coverage.

Affiliates must inform staff if they intend to take any equipment out of province. Out of country rentals are not permitted unless proof of additional production insurance is provided. Affiliates wishing to transport equipment by air must first consult with the Production Director to make necessary shipping arrangements prior to booking equipment.

Equipment may be picked up and dropped off Tuesday through Saturday between 12:00pm and 5:30pm. If necessary, any exceptions such as Sunday or Monday pick ups and/or drop offs MUST be pre-arranged with the Production Director. Bookings will be invoiced when equipment is dropped off. The pick up day is included when calculating the number of billable days for any booking, but not the drop off day. Weekend rentals are always billed as a two day rental. Affiliates must allow at least 20 minutes for equipment pick up and drop off in order for EMMEDIA staff to observe and document equipment condition. On checkout, Affiliates must sign their equipment booking sheet: a contractual agreement acknowledging that all gear has been received in working condition. Upon return, Affiliates must sign off after staff has checked the equipment. Affiliates may be asked to sign individual checklists for equipment packages to keep track of accessory items.

EMMEDIA does not provide disposable batteries for equipment (AA, 9V, etc.). Artist Affiliates must supply their own batteries, except for any proprietary rechargeable batteries that come with the camera packages.

Camera Specifics

Do not leave the viewfinder of any camera turned upward, allowing exposure to the sun. Damage occurs in the form of burnout on the LCD. Do not allow bright light, either sunlight or studio light, to shine into the lens of the camera for extended periods.

Edit Suites

EMMEDIA’s edit suites are reconfigured on a per-project basis. Affiliates must specify deck requirements when booking the room, otherwise there is no guarantee the required decks will be available. All project folders stored on local drives must include the Affiliate’s name, for example “Jane Smith_Documentary Project,” to make their files easy to identify and to reduce the risk of files being accidentally erased from the computer hard drives.

Artist Affiliates are responsible for backing up their project files. It is mandatory that those who use Final Cut Pro 7 or Adobe Premiere CS6 set the path of their scratch disk to their project folder before starting work each time they use the edit suite to ensure their assets aren’t mixed up with other files. EMMEDIA is not responsible for loss of media assets or project files.

Due to hard drive restrictions, it is essential that the Production Director is aware of whose media is on the computer and how long it needs to remain on EMMEDIA’s computers. It is the Affiliate’s responsibility to back up their files to disk or personal portable hard drives. Projects that are inactive for 14 days will automatically be deleted off the system to clear up needed hard drive space. Affiliates are strongly encouraged to supply their own hard drives for media storage. Those with projects requiring more than 14 days to complete, either consecutive or non-consecutive, myst supply their own external storage for media files. The Production Director can make recommendations for project-appropriate storage hardware.

Affiliates are not allowed to reconfigure the hardware, wiring, menu settings on the deck or video monitor, or preferences of the applications or operating system without first consulting with the Production Director. Affiliates are required to remove their personal belongings from the edit suite at the end of each day and clean up after themselves.

  • No food or drink in the suites.
  • Only save files to your folder with name and project title. Other folders will be deleted. Back up your files to your personal disk.
  • Do not re-patch cables or change the system settings.
  • Power down the computer, speakers, and hardware when finished each day.
  • Do not connect to the Internet unless required for your project and cleared with the Production Director. Email and Internet access is available on computers in the office.
  • Disorderly suites will be charged for clean-up time.

Rendering and Compression

We ask that large projects be rendered overnight to prevent interference with other Affiliates’ access to the suites. Overnight compression and render time is free of charge.

Upon Project Completion

Affiliates are responsible to ensure that EMMEDIA receives credit on their work, copies of any promotional material, and date support information such as running time, synopsis, etc. One must provide the staff with a high quality format final copy of all projects produced with EMMEDIA resources for documentation and archival purposes.

Software

Affiliates are not permitted to install software on to any of EMMEDIA’s computers without consulting the staff. Conflicts can arise that cause serious problems with the hard drives.

Screening Room

Artist Affiliates may access the screening room for non-commercial rehearsals, auditions, productions, or meetings. The room can be booked for $50.00 per event for non-commercial purposes, or $100.00 for commercial events. Any event where there is a cost for admission is considered to be a commercial event and an additional $200.00 damage deposit will be required. Do not use duct tape on any surfaces in the room, as it will remove the paint from the walls and floors. If the floor or walls need to be marked, please use gaffers or painters tape. Users of the space are asked to clean up after themselves, take all of their own materials with them, remove tape from the floor or walls, and repair any damage to the walls or paint. Multi-day installations must receive clearance from the Production Director.

Affiliates interested in using the Screening Room are urged to contact EMMEDIA and book the facility well in advance. Bookings can be made up to a month prior to an event. Arrangements must be made with EMMEDIA staff to drop by the office and sign the Screening Room Agreement, obtain keys, and pay the deposit if required by cash or cheque. This should take place at least one working day prior to the event before 5:00 pm. A ten-minute walkthrough and proper security demonstration is required at this time. The $200.00 damage deposit for commercial events will not be returned to the Affiliate if there is any damage to the facility to if it is not properly cleaned up after use.

The Screening Room space must be left clean and organized, meaning all furniture in the lobby returned to their prior arrangement, kitchen area cleaned if used, as well as emptying the bathroom and kitchen garbage cans.

The main entrance doors to EMMEDIA Gallery & Production Society are closed after 6:00 pm. If one wishes to hold an event in which multiple people are attending, a person is required at the door. Propping of the doors is considered a violation of the rental agreement and access privileges may be revoked.

Any technical considerations for use of the Screening Room equipment must be addressed at least three days prior to an event.

If liquor is being served at an event, the Affiliate responsible for the event must obtain a Single Event Liquor License from the Alberta Gaming and Liquor Commission. The Affiliate must provide proof of licensing to EMMEDIA prior to the event. Failure to comply may result in the loss of access privileges, and/or cancellation of the event booking. Please note that EMMEDIA does not have a functioning fridge in its kitchen space. All liquor must be removed from EMMEDIA immediately after the event. Affiliates are responsible for cleaning up the kitchen space and arranging the removal of any empty bottles.

The Screening Room may be booked for private screenings. Proposals for public screenings must be presented to the Programming Director.

Workshops

Workshop fees are payable by cheque or credit card at the time of registration. If registration is done by phone or email, the staff will arrange for payment delivery at least 7 days prior to the workshop. A $30.00 admin fee will be added to any fees paid on the first day of the workshop. Cancellations may be made 48 hours prior to the workshop at no charge. Any cancellation made with less than 48 hours notice will be charged the full rate.

Your Account

EMMEDIA requires payment in full upon return of rented equipment. Affiliates can choose to pay 50% on return and the remaining amount within 30 days. EMMEDIA reserves the right to withhold equipment rentals to those with outstanding bills. Interest will be charged on overdue accounts NET 30 days at a rate of 2% per month. Equipment access privileges will be suspended for members with derelict accounts.

Insurance Policy

EMMEDIA insures all equipment for vandalism, theft or fire on-site, off-site, and in transit, with a $1000.00 deductible that Affiliates agree to assume in the case of an insurance claim. Willful or accidental damage is not covered, and the Affiliate is responsible for the total cost of repair or replacement in such a situation. The Affiliate understands that equipment rentals and facilities access are subject to EMMEDIA’s objectives and bylaws.