Social Media Filming, Photography & Commercial Content Policy

The Oval Bandstand & Lawns
Operated by GRASS Cliftonville CIC

1. Purpose

The Oval Bandstand & Lawns welcomes photography and filming that positively supports our events, performers and community.

However, The Oval Bandstand & Lawns is a privately owned and managed venue, and attendance at an event does not in itself grant permission to undertake organised filming or photography for commercial, promotional, professional or business-related purposes.

This policy applies specifically to content intended for publication on social media, websites and other digital platforms, including Facebook, Instagram, TikTok, YouTube and similar services.

It should be read alongside our full Film & Photography Permissions Policy.

2. Personal Photography and Filming

Reasonable photography and short-form video taken by members of the public solely for their own personal, non-commercial use is generally permitted unless otherwise stated for a particular event.

Personal photography must not:

• interfere with the enjoyment of other visitors;
• obstruct entrances, exits, pathways, sightlines or event operations;
• involve intrusive or persistent filming of other attendees;
• interfere with performers, staff, contractors or authorised media;
• involve access to restricted, backstage or operational areas; or
• use professional or substantial filming equipment without prior permission.

The Oval reserves the right to ask any person to stop photographing or recording where their activity is disruptive, intrusive, unsafe or otherwise inappropriate.

3. Business, Commercial and Professional Social Media Content

Prior written permission must be obtained from The Oval before filming or photography takes place where content is being created for, or is intended to be published through, a business, commercial, professional, monetised or promotional account or profile.

This includes, but is not limited to:

• photographers and videographers;
• content creators and influencers;
• media businesses;
• local news, entertainment or community media pages;
• event, tourism and promotional accounts;
• commercial Facebook pages and groups;
• professional Instagram, TikTok and YouTube accounts;
• businesses creating content to promote their own services;
• monetised social-media channels; and
• any individual attending primarily for the purpose of producing content for a third party, organisation or commercial audience.

The fact that an event is open to the public, or that an admission charge has been paid, does not constitute permission to undertake commercial or professional filming or photography.

4. Permission Must Be Obtained in Advance

Permission must be sought before the relevant event.

Where practicable, applications should identify:

• the person or organisation undertaking the filming;
• the event they wish to attend;
• the social-media accounts, websites or other platforms on which the material is intended to appear;
• the nature and purpose of the proposed content; and
• any equipment that will be used.

Permission is not retrospective.

Recording an event first and subsequently requesting permission to publish the material will not normally be accepted.

The Oval reserves the right to approve or refuse any application at its discretion and may attach reasonable conditions to any permission granted.

5. Permission Is Event-Specific

Permission to film or photograph at one event does not create continuing, standing or automatic accreditation.

Unless expressly confirmed otherwise in writing, permission:

• applies only to the event and date for which it was granted;
• does not automatically extend to future events;
• does not authorise filming elsewhere on The Oval site outside the agreed activity;
• does not permit another photographer, videographer or organisation to rely upon that permission; and
• does not constitute permanent media accreditation.

Anyone wishing to record at a subsequent event must obtain permission again unless The Oval has expressly granted ongoing accreditation in writing.

6. Publication and Social Media Collaboration

Where permission is granted for content intended for social media, The Oval may make that permission conditional upon agreed publication requirements.

These may include:

• tagging The Oval Bandstand & Lawns;
• identifying the event and venue correctly;
• using an agreed collaborator or joint-post function where requested;
• crediting relevant performers, organisers or partners;
• providing agreed copies of photographs or footage to The Oval;
• agreeing publication timing where necessary; and
• not presenting themselves as an official photographer, videographer or media partner of The Oval unless specifically authorised to do so.

Where a collaboration or joint post has been agreed as a condition of access, that requirement must be honoured.

Failure to comply with agreed publication conditions may result in permission being withdrawn and future filming or photography applications being refused.

7. Copyright and Licence to The Oval

Unless otherwise agreed in writing, granting permission to film or photograph at The Oval does not transfer ownership of copyright in material created by an independent photographer or videographer.

However, as a condition of receiving commercial or professional filming permission, The Oval may require the content creator to grant GRASS Cliftonville CIC/The Oval Bandstand & Lawns a non-exclusive, royalty-free licence to use agreed photographs and footage produced at the venue for its own:

• social-media channels;
• website;
• event promotion;
• publicity;
• press and public relations;
• funding and community reporting; and
• promotion of The Oval Bandstand & Lawns and its activities.

Any more extensive rights, exclusivity arrangements or transfer of copyright must be expressly agreed in writing.

8. No Exclusive Rights Unless Expressly Agreed

Permission to record at The Oval does not grant the photographer, videographer, content creator or media organisation exclusive filming, photography or media rights in relation to the venue or event.

The Oval may appoint its own photographers and videographers and may authorise other media or content creators to record the same event.

No person may describe themselves as the official, exclusive or authorised photographer, videographer or media partner of The Oval unless this has been expressly agreed in writing.

9. Performers, Music and Third-Party Rights

Permission from The Oval relates to access to and recording at the venue only.

It does not automatically grant rights belonging to performers, musicians, photographers, production companies, music copyright holders or other third parties.

The person or organisation creating and publishing the content remains responsible for ensuring that they have any additional permissions, licences or clearances required for their intended use.

10. Audience Privacy and Data Protection

Anyone authorised to undertake commercial or professional filming or photography is responsible for complying with applicable UK data-protection and privacy requirements.

Particular care must be taken when recording children, vulnerable individuals or people who are the identifiable primary subject of photographs or footage.

Authorised photographers and videographers must comply with any instructions given by The Oval concerning audience privacy, safeguarding or areas where photography or filming is restricted.

11. Unauthorised Commercial Recording

Where The Oval reasonably believes that a person is undertaking commercial, professional or promotional filming or photography without prior permission, they may be instructed to cease recording immediately.

Depending upon the circumstances, The Oval may also:

• withdraw permission to continue filming or photographing;
• require professional equipment to be put away;
• ask the individual to leave the event or controlled venue area, subject to applicable law and event conditions;
• refuse future filming or photography applications; and
• contact the individual or organisation concerning publication of material obtained contrary to the conditions under which access was permitted.

Publication on a business or professional social-media account does not retrospectively create permission to have undertaken commercial recording at the venue.

12. Accreditation and Identification

Where required, approved photographers, videographers and media representatives may be issued with accreditation or otherwise registered with the event team.

Accreditation must be carried or displayed where requested and does not provide unrestricted access to the venue.

Instructions from venue management, event staff and security must be followed at all times.

13. Venue Discretion

The Oval reserves the right to restrict or prohibit filming and photography at any event, performance or part of the site where reasonably necessary for operational, contractual, safeguarding, privacy, security or safety reasons.

Permission may be withdrawn where the conditions under which it was granted are not followed.

14. Applying for Permission

Anyone wishing to undertake professional, commercial, promotional or business-related photography or filming at The Oval Bandstand & Lawns must obtain permission in advance.

Applications and our full Film & Photography Permissions information are available here:

The Oval Bandstand & Lawns – Film & Photography Permissions

Permission should be confirmed before attending an event for the purpose of recording content.

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GRASS Cliftonville CIC / The Oval Bandstand & Lawns reserves the right to amend this policy and to impose additional event-specific filming or photography conditions where appropriate.

Filming / Photography

Any commercial entity applying to film at The Oval Bandstand & Lawns is subject to paying administration and location fees, in return for which they will receive a licence fo film. These fees will only be applied once an application has been looked at and deemed suitable to go ahead and you will be provided with a link to pay online.

Payment is required prior to filming. Additional administration charges will be charged to large scale productions or productions that take up a lot of time, this will be discussed individually with applicants.

Permission is not required for film and photography for private use (i.e. non-commercial).

Administration fees

Fee	Crew size
£30	Charity, Not-for-profit, Students (at discretion, no additional location fees)
£50 per hour	Wedding Photography (at discretion, no additional location fees)
£75	Handheld camera – up to 5 people
£150	Small crew – up to 10 people, camera and tripod only
£200	Medium Crew: 11 – 20 people
£275	Large crew: 20-50 people
£350	Very large crew: 51+ people

Location fees

Variable: This will remain dependent upon the scale, type and requirements of each shoot. Each application would be negotiated individually, based on these factors and the fee will be agreed in advance of filming with the production company

Refunds​

Refunds for administration charges paid will only be applicable if filming is cancelled due to the fault of The Oval Bandstand & lawns or its contractors.

Parking dispensations, bay suspensions​ & road closures

Any special requirements for parking off-site must be arranged in advance with Thanet District Council.

For road closures please also apply via Thanet District Council.

Filming and Photography Application Form

Before completing the application form please ensure you:

• have read and agree to abide by our GDPR policy
• have read and agree to abide by our Guidelines for Filming, Recording and Photography at The Oval Bandstand & Lawns
• are ready to upload a copy of your Public Liability insurance (if you prefer you can email it to us at a later date)
• are ready to upload a copy of your Risk Assessments (if you prefer you can email to us at a later date). You can download a Risk Assessment template HERE.