5. Equipment Resources

5. Equipment Resources

Access Members wishing to reserve equipment must have an approved Production Contract on file with CCTV for each project. For a contract to be reviewed and approved, the Member must have completed or tested out of the required training courses on each facility or type of equipment, and must have fulfilled any other pre-requisites and obligations for previous Production Contracts. Three business days are required for approval of Production Contracts. Access Members may reserve portable production, post-production, or studio production equipment and facilities on a first-come, first-served basis.

Free use of CCTV’s resources is only available to Access Members producing programs to be cablecast on CCTV’s channels and website. (See Section Three ~ Costs p. 11 for further details for information about programming not intended for cablecast or web-cast).

Note: Equipment may not be used in hazardous situations that compromise the safety of the users or equipment. Portable equipment may not be used outside of Massachusetts without prior approval of CCTV staff and acceptance of the insurance co-payment option.

A. Reservations

Once the Access Member has received notification of contract approval and a contract number, he or she may reserve equipment by calling or visiting CCTV during its business hours. CCTV staff will schedule the time for equipment pick-up and return at the time of the reservation. It is recommended that editing and portable production equipment be reserved no less than 24 hours in advance and the studio no less than 7 days in advance. Equipment may not be reserved more than 8 weeks in advance.

Equipment must be picked up and returned on time at CCTV. If equipment is not returned as scheduled, the Member will receive a Notice of Violation and will jeopardize his or her equipment use privileges.

B. Equipment Uses by Production Contract Type

Equipment allowances help CCTV offer facilities to as many Members as possible. The number of equipment or facility uses available for each production is dependent upon the type of contract submitted.

Certification Contracts: up to two uses of portable production equipment, one studio use, and ten hours of editing

Single Program Contracts: up to four uses of portable production equipment, three studio uses, and forty hours of editing

Series Episodes: the same equipment and facilities allowances as for a Single program per episode; new episodes must be submitted at least monthly.

Once an Access Member exceeds his or her equipment allowance, facilities and equipment may be rented at a discounted rate. Access Members may exchange volunteer office or video work in lieu of payment. Volunteer hours may be accrued at the discretion of the staff and must be completed in advance of a reservation.

C. Equipment Allowances

Editing
Members may reserve up to five hours per day to edit. If there is additional time in an edit suite available at the time of use, the Member may continue editing, at the discretion of the staff.

Portable Production
Each 24-hour period constitutes one use of portable production equipment. Members reserving two portable cameras for a 24-hour period will be assessed two uses. Members using equipment during days that CCTV is closed will not be assessed a use for that day.

Studio
Producers may reserve the master studio and control room during CCTV’s normal operating hours. Members will be encouraged to reserve a maximum of four hours per day, which will be assessed as one studio use.

E. Equipment and Facility Use Cancellations

Out of respect for other users, Access Members are encouraged to give at least 24-hours notice when canceling any reserved use of CCTV facilities or equipment. If a Member is more than 30 minutes late for a reservation without notification the reservation may be cancelled. A Notice of Violation will be issued if a reservation is not cancelled by 10AM on the date of the intended use.

F. Insurance and Liability

The Access Member, or his or her parent or guardian, are responsible for any damage to or loss of the equipment. If the equipment is stolen, a police report must be submitted. There is a $250 deductible for damage to CCTV’s portable equipment and a $1000 deductible for studio equipment for which the Member is responsible. There is an option to reduce this deductible by half if the Member chooses to make a $5 insurance co-payment at the time of check out. This option is not available after the damage has occurred.

G. Portable Production

At the time of each use, an Equipment Check-out and Insurance Release form must be signed by the Access Member who has signed the Program Production Contract (“contracted Member”); that Member, or, if under age, his or her parent or guardian, personally assumes all responsibility and liability for the equipment. That Member may allow non-contracted or non-Members to use the equipment or facilities reserved for them, only as long as he or she is present. The Member must have the equipment in his or her possession at all times. The reserved equipment may only be signed for by the “contracted Member” and the same Member is expected to return the equipment on or before the designated drop off time.

CCTV will assure that all equipment being checked out is in good working order. It is strongly suggested however, that Access Members set up and test the equipment before leaving the building. In the interest of maintaining the equipment in good working order, borrowers are responsible for notifying the staff if there are any problems with the equipment they use. Access Members cannot borrow additional equipment until all previously checked out items have been returned in good working order.

In the event that the producer has not been certified to use a particular piece of equipment, a certified Member officially involved in the production may reserve and use that equipment.

H. Studio Production

Definitions: There are two key people for any shoot, the producer and the engineer. Often, they are the same. The responsibility of the engineer is to be in charge of all technical matters, answering crew questions, balancing cameras, and breaking down the studio. The role of the producer is to take responsibility for reservations, guests, and crew, and to act as contact person for CCTV before, during, and after a shoot. For a series production, there may be different people filling these roles for different episodes.

It is the Producer’s responsibility to arrange for all crew members for his or her shoot. When a studio reservation is made, CCTV staff will assume that the Producer will make arrangements for a knowledgeable crew. At least 50% of the crew must be CCTV certified Members. The producer, at CCTV’s discretion, may bring in additional crew but they must become Affiliate Members in order to be covered by CCTV’s insurance. If extra assistance is needed, with two weeks notice, CCTV staff may be able to identify interns and volunteers to help with a specific shoot. Follow-up arrangements and confirmation are the responsibility of the Producer.

A staff Member will be available to answer questions on an “on call/oversight” basis. If a staff Member is needed to engineer or assist in any other way with the production, arrangements must be made in advance.

Live studio productions must be arranged 14 days in advance with coordination between reserving the studio and receiving approval for channel time from the Programming Coordinator. Reservations, subject to availability, may be made closer to the date of the studio use, but only at the discretion of the staff. Live programs, even if started late, must end at the scheduled time due to channel scheduling priority.

General Rules for the Studio

  1. Do not re-wire, re-configure or bring in equipment without advance permission of a CCTV staff person.
  2. All studio equipment must stay in the studio and cannot be used for remote shoots.
  3. Smoking, eating, drinking (except for talent as part of the production) are prohibited in the studio and master control room.
  4. The conference room may be reserved along with a studio shoot.
  5. Report any broken or malfunctioning equipment to the CCTV staff in charge.
  6. Studio audience is limited to 25. The producer is responsible for the traffic and questions of guests.
  7. Reservations are not transferable from one Member to another.
  8. Crew and talent should not arrive earlier than the time reserved.
  9. CCTV office supplies, furniture, etc, should not be used without permission of staff.
  10. CCTV has no storage space. CCTV cannot take responsibility for anything left and may throw away any left over materials.
  11. The curtain and walls are fragile. Do not stick anything to them, move the curtain with clean hands only, and keep all sharp objects away from walls & curtain.
  12. Cameras shall not be moved onto the set during set-up of lights. Whenever the ladder is on the set, the cameras should not be.
  13. Be careful with the lights. They are heavy and can get hot. Always use the safety chains. It should be the last thing undone when taking a light off, and the first thing attached when putting a light on.
  14. All scrims, gels, mics, etc. should be returned to the cabinet when done.
  15. Never stand on or roll anything over the cables.
  16. Use only masking tape--not duct tape or transparent tape on the floor.
  17. Do not mark the camera monitors. Do not take a camera off of the tripod.
  18. Leave enough time to strike the set and clean up the studio. See information in studio for placement of equipment.