Photo Guidelines and Rules
Visitors are permitted to capture still photos or video of Garvan Woodland Gardens to remember their visit if the images are solely for their personal enjoyment and not for portrait, commercial or organizational purposes.
Photo/Video Session Fee Schedule
Portrait/Posed Photography Location Fee ………………………………………….…………..$150
Annual Photo Pass – Good for one year from date of purchase………………. $500/year
Commercial Photography or Videography …………………………..…………………. $100/hour
(Commercial Photography or Videography must be reserved in advance through the Marketing Dept.)
Photography Rules and Guidelines
• Photography is permitted only during normal operating hours. All photo sessions must conclude by 6 PM, no exceptions. Sessions during Holiday Lights are available at 3 PM and must conclude by 4 PM by appointment only.
• Clients/models should arrive fully prepared, including attire, hair, makeup, and styling. Changing in the Gardens public restrooms is not advised, as it is a public place. If a private changing area is desired, a space can be reserved and rented ahead of time.
• Clients/models must be fully and appropriately clothed (i.e., no nudity, swim wear or lingerie).
• Photography sessions should not disrupt visitor or enjoyment of the Gardens, employee access or performance of duties, special events or pedestrian flow.
• Garvan Woodland Gardens property may not be moved or disturbed. This includes but is not limited to standing/walking through flower beds, water features or displays; picking/cutting plant material; moving benches, containers, or signs. Trees, walls, and fences are not to be climbed. Children should not be placed among the flowers for any reason and should not be encouraged to touch the flowers.
• Tripods are not allowed in flowering displays or flower beds.
• Photography equipment should not be left in the path of visitors, which could cause fall or injuries.
• GWG assumes no responsibility for loss, theft, or damage to any equipment or belongings of the photography party.
• GWG reserves the right to halt any photography session deemed to be disruptive or destructive.
• Balloons, glitter, confetti, sparklers, and large props for photos are not permitted in the Gardens at any time.
• Garvan Woodland Gardens reserves the right to deny personal photo sessions during certain days and hours of the week, depending on the session and projected times of heavy visitation, such as Holiday Lights.
• Garvan Woodland Gardens shall not be responsible for any personal injury (including death) or personal or property damage or loss during any photo/video session. Photographer/videographer and/or user group shall be responsible for any damage to the Gardens’ indoor facilities or outdoor premises, or any personal injury caused by the photographer/videographer or user group, as applicable.
• Annual pass does not cover commercial photography. Pass must be presented at each visit and displayed while in the Gardens.
Portrait/Posed Photography Location Fee/Annual Passes
All Posed/portrait (including but not limited to engagement portraits, bridal portraits, wedding portraits, children’s portraits, family portraits, pregnancy portraits, prom portraits, Quinceanearas, group photos, senior photos, etc. photography is subject to the Photo Location Fee of $150 per session. For non-professional photographers with smaller handheld equipment and no props or clothing changes, a fee is not required. Photo Sessions, either one-time or covered by annual pass, are limited to a maximum of five people admitted at no additional charge, which includes photos subjects, the photographer, and a photographer’s assistant. Additional guests accompanying the group must pay the regular
admission fee for that day. Advance reservations are not required except during Holiday Lights . The photographer must sign a photography agreement at the Garden Shop and receive a Photo Pass. Photographers must wear the GWG Photo Pass where it is visible to GWG staff at all times.
Bridal/Wedding Photography
GWG Brides who have reserved a Gardens venue for their ceremony receive a complimentary photo session prior to the wedding date, as well as on the day of the event. Advance reservations with the wedding department are required at least 30 days prior to the preferred photo session date. The bride and her photographer must sign a photography agreement at the Garden Shop and receive a photo pass. Photographers must wear the GWG Photo pass where it is visible to WG staff at all times. Photo sessions are limited to a maximum of five people
admitted at no additional charge, which includes the bride, a bride’s attendant, the photographer, and a photographer’s assistant. Additional guests accompanying the group must pay the regular admission fee for that day. In the case of inclement weather on the day of a scheduled photo session, please call the Wedding Department to reschedule. The 30-day advance scheduling requirement does not apply in cases of weather-generated cancellations/delays. The photo session will be rescheduled as soon as possible.
Non-GWG Brides who are marrying at another venue may take wedding photographs at the Gardens for a fee of $150 per session. Photo sessions are limited to a maximum of five people admitted at no additional charge, which includes the bride, a bride’s attendant, the photographer, and a photographer’s assistant. Additional guests accompanying the group must pay the regular admission fee for that day. Advance reservations are not required except during Holiday Lights. The photographer must sign a photography agreement at the Garden Shop and receive a Photo Pass. Photographers must wear the GWG Photo Pass where it is visible to GWG staff at all times. Access to the Chapel is not guaranteed.
Garvan Woodland Gardens reserves the right to deny wedding photo sessions during certain days and hours of the week, depending on the season and projected times of heavy visitation, such as Holiday Lights. Photo sessions are allowed between 10:00 AM and 6:00 PM February through mid-November, and are not available from mid-November through December 31 during Holiday Lights. The Gardens is closed the month of January and photo sessions are not available.
Commercial Photographers and Videographers
Photography/videography within GWG to promote or sell a product or service (including promoting the photographer) falls under GWG commercial photography policies. Photographers/videographers shooting still or video footage for inclusion in a newspaper, book, magazine, catalog, model portfolio, television commercial, social media, blog, music video, etc., are charged a location fee and must be scheduled in
advance.
Contact the Marketing Department at 501-262-9606 for pricing information or to schedule a promotional or commercial shoot. Commercial filming or photography is by appointment only. Restrictions apply to hours available, and type of equipment allowed in the Gardens during regular operation hours. Extra fees apply if the photography or videography requests that an area be closed to the public during a photo or video shoot.
Inquiries should be directed to the Facilities Manager or the Marketing Director at 501-262-9300.
Drones (Unmanned Aircraft Systems)
Garvan Woodland Gardens is a property of the University of Arkansas. The use of any property owned, leased, licensed or otherwise controlled by the University, including, but not limited to, any “air rights” recognized by federal or state law, to operate any Unmanned Aircraft Systems (“UAS”), commonly referred to as “unmanned aerial vehicles” or drones, as well as any small, unmanned aircraft or model aircraft (‘model
aircraft”), poses inherent health, security, and privacy risks to the University community. Accordingly, use of University property or air rights for the purpose of operating any UAS or model aircraft is prohibited at all times, except as approved in advance, through an Outdoor Facility/Space Reservation Form for Unmanned Aircraft Systems (Drones); provided, however, that any UAS must comply with all applicable federal certification requirements or other federal and state laws, including, but not limited to, any requirements of the Federal Aviation Administration. Reprinted from: https://vcfa.uark.edu/polocies/fayetteville/fama/7081.php
Restrictions on Use of Photos or Video
Photos and video footage shall not be used for advertisements for private entities or individuals whether commercial or non-profit unless prior WRITTEN permission has been obtained in a Photo Release from Garvan Woodland Gardens, or unless the photo(s)/video(s) have been submitted by GWG personnel with a request to use such materials in promotions (such as Arkansas Parks and Tourism). Photos or video footage or use of the name or any identifiable structures, features, symbols, or signage of the Gardens (including, but not limited to, the Anthony Chapel, Evans Children’s Adventure Garden, bridges, and distinctive rock and water features such as waterfalls) (“GWG Marks”) is prohibited without express WRITTEN permission. The GWG Marks are the exclusive property of the University of Arkansas. Likewise, any use of photos or video of the Gardens in a manner that may associate the Gardens with any private organization or entity is prohibited without express WRITTEN permission. Use of photos or video in a prohibited manner may result in the denial of future requests to take photographs or
shoot video footage or other actions to protect the rights of Garvan Woodland Gardens/University of Arkansas.
Movies and Documentaries
Requests to shoot footage for movies or documentaries will be considered on an individual basis. The minimum fee for a full day of shooting (up to eight hours) is $5,000 plus any additional expenses, i.e., staff labor, use of Gardens equipment, etc. Depending upon the number of days, locations/venues filmed and hours, fees could increase to $7,500 per day.
A University of Arkansas Location License Agreement must be signed and accepted by both parties prior to the scheduled filming date. At least one week prior to the scheduled shoot, the film company must provide commercial general liability insurance and automobile liability in an amount satisfactory to the University of Arkansas, and to provide a certificate of insurance name the University as an additional insured. In addition, the film company must maintain workers compensation coverage as required by the State of Arkansas.
The following statement shall be included in the roll credits: “Shot on location at Garvan Woodland Gardens, a department of the University of Arkansas Fay Jones School of Architecture + Design, in Hot Springs, Arkansas.”
Members of the News Media/Press
All freelance journalists and active members of the news media/press are requested to notify GWG prior to entering the Gardens to obtain still photographs or video footage. Photos/video fee may be waived for working members of the news media covering Garvan Woodland Gardens sponsored events and activities, but prior permission must be obtained from authorized GWG staff.
While in the Gardens, official media/press credentials must be visible to GWG staff at all times. If a news media member is not wearing official media/press credentials, a Photo Pass must be obtained at the Garden Shop, located in the Pratt Welcome Center. Photo Pass must be worn and visible to GWG staff at all times while on Gardens grounds. Please refer calls and questions to Garvan Woodland Gardens office 501-262-9300
or 800-366-4664 during regular operating hours. Before or after hours, or in case of emergency, contact University Relations at 479-575-5555.
Golf Cart Transportation for Photo/Video Events
Golf carts may be available as transportation to/from various locations within the Gardens. Cost is $150 per hour for use of a golf cart and driver, and cart must be driven by a trained GWG staff member or volunteer. Carts are not guaranteed and are available on a first-come, first-serve basis and cannot be reserved in advance, except for Garden Brides with 30 days advanced notice. The Gardens’ first priority is to accommodate visitors with physical challenges.
Photography/Videography Agreement
Photographer Name & Business Name___________________________________________________
Mailing Address _____________________ City __________________State _____ Zip Code______ Business Phone _____________________________ Cell Phone _____________________________
E-Mail Address ________________________________________________________________________
Client Name (if applicable) _____________________________________________________________
Estimated Number of Persons in Session_____ Photo Session Date(s) __________________
Please give a brief description of how the photo(s) or videos will be used _________________________________________________________________________________________
Photography/Videography Fees Paid
Annual Photo Pass – Good for one year from date of purchase ………….($500) $__________
Photo/Video Fee (see fee schedule) ……………….……….………………………………….. $__________
Additional Guests ……………………………………………($22 per person adult) x _ = $__________
($12 per person 4-12 child) x = $_________
Golf Cart Ride …………………………………………………………………($150 per hour) = $_________
Total Amount Paid………………………………..……………………………………………….…….. $_________
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Photography/Videography Agreement
I, ____________________________________, (photographer/videographer) have read, and I understand and accept the terms of the Garvan Woodland Gardens (GWG) Photography/Videography Policies. In addition, I agree to the following terms:
• In addition to the terms of the policy, Photographer/Videographer agrees to leave the property and/or venues in the same condition as they were prior to use.
• Photographer/Videographer agrees to be responsible for any damage to GWG’s indoor facilities or outdoor premises caused by the Photographer/Videographer or user group, as applicable.
• Photographer/Videographer agrees to give location credit if photos/video(s) accompanies editorial copy unless waived by GWG in writing.
• Photographer hereby releases, holds harmless, and forever discharges the University of Arkansas/Garvan Woodland Gardens, and its employees, agents, and volunteers from any and all liability, claims, demands, actions, and causes of action whatsoever arising out of or related to any loss, property damage, or personal injury including death, that may be sustained while photographer/videographer or user group are on GWG property. Photographer/Videographer or user group are on GWG property. Photographer/Videographer is fully aware of the risks and hazards associated with
photographing/videography on location at GWG.
Photographer/Videographer Signature____________________________________________________
GWG Staff Signature/Title _________________________________________________________________