How to Coordinate Video/Photo Opportunities

While we have a wide variety of pictures and videos of machinery on the company drives, we are always looking for opportunities to take new high-quality and specific photographs and videos. New PowerPoint trainings always call for additional photos, and the footage we shoot helps us to create new video trainings. As a media specialist, you will need to call people and approach them in person to ask for opportunities to record footage at their worksites.

Asking for Permission

If you happen to come across a worksite with machinery you need footage of, ask for the manager or foreman of the worksite. Always be courteous to employees and machines who are working and being operated. While talking with the foreman be sure to: 

• Introduce yourself.
• Offer the manager a business card.
• Explain that our company publishes videos about heavy machinery, awareness, and other topics. (avoid words like safety, as those are associated with OSHA). 
• Ask if they would feel comfortable with you getting some videos and photos of the work area.
• If they say no, be polite. There is no need to push. 
• If they say you can film, but ask you to come back later, get their number so you can set up a specific meeting time. 

Note: If there are any roadways, sidewalks, or parks nearby, those are most likely public grounds and would be a great place to shoot from if possible. If you get permission and staying on public ground is hard, just try to stay away from logos. 

If you find a company online that works with machinery you need footage/photographs of, you can reach out and ask to visit. Be sure to:  

• Call first. If no one answers, leave a message.

• If they haven't responded within a few days, send a text message.

• If you haven't received a response after a few attempts, go to the site in person (depending on the relationship). 

Once you do get ahold of a representative from the company, be sure to introduce yourself and ask if they are comfortable with you filming at their location. If they are okay with it, set up a day and time, and remember to get the work site's address. It is also helpful to set up a point of contact, or someone on the worksite that knows you will be coming.

Consent 

For the most part, verbal consent is all you need. Just because you have the foreman's consent, however, does not mean that everyone on the crew will feel comfortable being on camera. If anyone asks not to be filmed or photographed, avoid taking any shots where they are present. Because of the more casual nature of asking someone in-person while they are working, verbal consent is fine. If you are setting up a shoot over the phone though, and plan to take lots of photos of employees and machines, you can send over a written consent form for them to sign. It can be found in the drives here: 

M: > M-Drive > Media Dept > 6_docs > Release Forms

Filming Onsite

After you have found a worksite to film on, and obtained any needed permission:

• Always be cordial and polite

• If they allow you to film on the spot, try to stay on the public ground if possible.

• Be aware of your surroundings

• Wear all necessary PPE

• Stay out of the operators' way. If you need a close-up of a machine or other subject, ask the operator first.