These terms govern the filming, livestreaming, photography and editing services (the "Services") that CampusTV provides to individuals, clubs, societies and organisations. Please read them before you book.
1. Parties and scope
1.1 CampusTV is the student television station at the University of Bath ("CTV", "we"). The Client is the person, club, society or organisation named in the booking ("you"). These terms have a core (sections 1 to 7) and three schedules: Schedule A for sports, Schedule B for events and Schedule C for personal shoots. The schedule that matches your booking applies as well as the core. CTV's Station Manager, or anyone the Station Manager nominates in writing, is CTV's authorised representative under these terms.
1.2 Each booking identifies the date, start and finish times and venue of the fixture, event or personal shoot to be covered (a "Shoot") and the Services required. Each Shoot is a separate booking, and these terms apply to every booking.
1.3 CTV is operated by volunteer students alongside their studies. CTV will provide the Services with reasonable care and skill, within the limits set out in these terms.
2. Deadlines and changes
2.1 Booking details. The Client must confirm the date, start and finish times and venue of each Shoot at least 7 days before the first Shoot, and must keep those details accurate. Schedules A, B and C list any further information required.
2.2 Changes. The Client must notify CTV of any change to a date, time or venue as soon as it is known, and at least 48 hours before the start. Within 48 hours, CTV will make reasonable efforts to cover the revised slot but cannot guarantee a crew.
2.3 Cancellation. The Client must give CTV at least 48 hours' notice if it cancels, or if a Shoot is called off. If the Client cancels later, or if no representative of the Client is present when the crew arrives, CTV may treat the Shoot as delivered and charge any fee due.
2.4 Late starts. The crew will wait up to 20 minutes after the agreed start time. After that, CTV may decide not to film.
2.5 Delivery. CTV aims to publish highlights, edited videos and photographs within 14 days of the Shoot, and to livestream on the day. These are targets and not guarantees, because CTV's crew are students and exam periods and holidays may cause delay. CTV will tell the Client if a delivery will be late. CTV delivers by sending the Client a link to a page where it can watch and download the finished work.
2.6 Corrections. The Client must tell CTV within 7 days of publication if anything is factually wrong, such as a name, score or caption, and CTV will correct it. After that period the work is treated as approved. Other changes are dealt with under section 3.11.
2.7 Named contact. The Client must give CTV one named representative for each Shoot, with a telephone number, who can be reached on the day.
2.8 Overruns. The crew is booked for the agreed start and finish times. If a Shoot runs past its agreed finish, the crew will stay for up to 1 hour. After that, the crew may decide to leave, at CTV's discretion.
2.9 Preview. If the Client asks when booking, CTV will share the edit privately before publishing it. The Client then has 3 days to point out anything factually wrong under section 2.6. If the Client does not reply in that time, the edit is treated as approved and CTV may publish it. Where a preview is given, the 14-day target in section 2.5 applies to sharing the preview.
2.10 Download link. The Client should download its copies within 90 days of delivery. After that, CTV may switch the link off, and will send a new one on request.
2.11 Confirmation. A request is not a booking until CTV confirms it to the Client in writing, and an email is sufficient. Before confirming, CTV may check that it has enough crew available for the Shoot, and will tell the Client as soon as it reasonably can whether it can cover it. Until CTV confirms, it is not obliged to cover the Shoot, and the Client may withdraw its request at no cost.
3. Footage, photography and rights
3.1 Ownership. CTV owns, or is licensed to use, the copyright in all footage, streams, photographs and edited videos produced at the Client's Shoots (the "Footage").
3.2 Licence to the Client. CTV grants the Client a free, non-exclusive licence to use the finished videos and photographs that CTV publishes or supplies for non-commercial purposes, including the Client's website, social media, recruitment, and acknowledging sponsors. Any sale, paid advertising or sponsored use requires the prior written permission of CTV's Station Manager.
3.3 Credit to CTV. Every use must credit CTV (for example, "Filmed by CampusTV"), and the Footage must not be altered in a way that changes its meaning.
3.4 Credit to photographers. Where a photograph is supplied or published, the Client must credit the individual photographer named by CTV, in addition to crediting CTV (for example, "Photo: Jane Smith / CampusTV"). The credit must appear on or beside the image wherever it is used, including in a caption or post text. The Client must not crop out, remove or alter a credit or embedded image metadata. CTV will give the Client the photographer's name with each set of photographs. The photographer asserts their moral right to be identified as the author of the photograph.
3.5 Portfolio use. CTV's photographers and camera operators may use their own work for their portfolios and applications, provided CTV is credited.
3.6 Raw footage. CTV does not supply raw footage, or photographs it has not selected or edited, as standard. A request must be made to the Station Manager, who will consider it case by case and may decline.
3.7 Retention. CTV retains the Footage indefinitely as part of its archive. The Client may not require CTV to delete published Footage, except as provided in section 4.4.
3.8 CTV's use. CTV may use the Footage in its archive, showreels and promotional material, and on its own channels and website, including after the Client's members have left the University.
3.9 Removal. CTV may edit or remove Footage at any time for safeguarding, legal or editorial reasons.
3.10 Livestreams. CTV livestreams on its own channels, and the Client may share and embed the stream. If the Client wants the stream shown on another channel as well, such as its own, this must be agreed with CTV at least 7 days before the Shoot, unless CTV agrees a shorter period, and by then the Client must give CTV the access it needs, such as a stream key. CTV will stream to its own channel first and send a second feed to the Client's destination, subject to the equipment available. The Client is responsible for its own channel and that platform's rules, and CTV is not liable if the second feed cannot be provided or fails. A recording of the stream kept on the Client's channel is used under sections 3.2 and 3.3, and the Client must edit or remove it if CTV asks for a reason under section 3.9 or 4.4.
3.11 Editing. CTV decides how the Footage is edited, including its length, the shots used, music, graphics and running order, and which photographs are delivered and how they are edited. CTV will consider other requests for changes but is not obliged to make them.
4. People on camera and personal data
4.1 Notification. The Client confirms that it has told everyone taking part, and its regular members and supporters, that the Shoot will be filmed or photographed and that the results may be published. Schedules A, B and C set out further requirements for each type of booking.
4.2 Opting out. If any person does not wish to be filmed or photographed, the Client must tell the crew lead before the start. CTV will make reasonable efforts to keep that person out of shot, although in a crowd or a team game this may not always be possible.
4.3 Under-18s and vulnerable adults. The Client must tell CTV before the Shoot if anyone under 18, or any vulnerable adult, is likely to be filmed or photographed. CTV may decline to film or publish if it is not satisfied that this has been handled appropriately.
4.4 Removal requests. Footage of identifiable people is personal data, which CTV processes in accordance with UK data protection law. Anyone who appears may ask CTV to remove or blur them by emailing the Station Manager at ctv-manager@bath.ac.uk. CTV will respond within 14 days and will act where it is required to, or where it is reasonable to do so.
4.5 Safeguarding. If anything recorded raises a safeguarding concern, CTV may share it with the University or the Students' Union as necessary.
5. Conduct towards the crew
5.1 CTV's crew are volunteers. The Client must treat them with courtesy and must ensure that its members, staff, performers and supporters do the same.
5.2 Abuse, harassment and discrimination towards the crew, in person or online, are not acceptable. The crew must not be obstructed, and their equipment must not be touched or moved.
5.3 The Client must not direct CTV's editorial decisions, or require retakes, replays or deletions during a Shoot. The Client may make requests during a Shoot through its named contact, and CTV will consider them fairly. Requests about footage after the Shoot are dealt with under sections 3 and 4.
5.4 The Client is responsible for the conduct of its supporters, guests and attendees.
5.5 If the crew's safety or wellbeing is at risk, the crew lead may stop filming and leave. In that case CTV owes no refund, replacement coverage or published video for that Shoot, and may decline future bookings.
5.6 Breaks on long Shoots. Where the crew is on site for longer than 5 hours, including setting up and packing down, the Client should provide the crew with refreshments, including drinking water. If it does not, the Client must allow the crew a break of up to 1 hour during the Shoot.
6. Access, equipment and liability
6.1 Access. The Client must arrange access to the pitch, court, room or venue for the crew and its equipment, including a secure place for kit and any power needed for a livestream. Where the venue is controlled by a third party, the Client is responsible for obtaining any permission required to film there.
6.2 Safety around equipment. The Client must keep players, performers and spectators clear of cameras, tripods and cables, and must instruct them accordingly.
6.3 Damage. The Client is responsible for loss of or damage to CTV equipment caused by its members, staff, performers, supporters or guests, and must pay the cost of repair or replacement.
6.4 Failure to cover. CTV will make reasonable efforts to cover every booked Shoot. Weather, technical faults, illness, examinations or a shortage of crew may prevent this. CTV is not liable for coverage that does not take place, or is lost, for those reasons. Its only obligation is to tell the Client as early as possible and either not to charge for that Shoot, refunding any fee already paid, or to reschedule it if the Client prefers.
6.5 Limit of liability. To the extent the law allows, CTV's liability to the Client for any Shoot is limited to the fee paid or payable for that Shoot. Nothing in these terms limits any liability that cannot lawfully be limited.
6.6 Shoots away from campus. "Campus" means the University's buildings and grounds at Claverton Down. A Shoot anywhere else, including at a University building in the city of Bath, is away from campus. For a Shoot away from campus, the Client must pay the reasonable cost of transporting the crew and CTV's equipment to the venue and back, unless that cost is already included in the fee agreed under section 7.1. Travel costs include public transport fares, taxis, vehicle hire, mileage and parking, and are set at CTV's reasonable discretion. CTV will give the Client an estimate of the travel costs when it accepts the booking, or when a change of venue is agreed. CTV may decline any booking away from campus.
6.7 Travel after a cancellation. If the Client cancels a Shoot away from campus later than section 2.3 allows, the Client must also pay any travel costs that CTV has already paid or committed to and cannot recover.
6.8 Getting home safely. Where a Shoot away from campus ends after public transport has stopped running, the Client must arrange, or pay for, a safe journey back for the crew and equipment.
6.9 Internet for livestreams. Where a livestream is booked, the Client is responsible for providing a reliable internet connection at the venue, wired where possible. CTV is not liable for a livestream that fails, drops or is degraded because the venue's connection is unavailable or inadequate. A livestream that fails for that reason counts as delivered for the purposes of any fee, and section 6.4 does not apply to it.
7. Fees and general terms
7.1 Fees and payment. Any fee will be agreed in writing when CTV confirms the booking under section 2.11. Internal University clubs may be covered by a separate arrangement, which will also be stated. CTV will invoice the Client within 7 days after each Shoot, including any travel costs under section 6.6, and the Client must pay within 30 days of the date of the invoice. While an invoice is overdue, CTV may hold back any videos or photographs not yet delivered and may decline further bookings from the Client.
7.2 Review and amendment. These terms are subject to review and amendment by the Station Manager of the CTV committee. The version accepted at the time of booking applies to that booking, and its version number is recorded with the booking. An amendment does not change a booking that has already been accepted.
7.3 Entire agreement. These terms (the core and the schedule for the booking) and the booking confirmation are the entire agreement between the Client and CTV. Any change must be in writing, and an email is sufficient.
7.4 Governing law. These terms are governed by the law of England and Wales.
7.5 Acceptance. The person making the booking confirms that they are authorised to book on behalf of the Client, have read these terms, and accept them on the Client's behalf. Where the Client is an individual booking for themselves, they accept these terms in their own name. Ticking the acceptance box on the booking form, or replying "agreed" to the emailed copy, constitutes signature.
7.6 Notices. Any notice to CTV under these terms, including changes, cancellations, corrections, and requests for permission or removal, must be sent by email to ctv-manager@bath.ac.uk, for the attention of the Station Manager. CTV will send notices to the Client at the contact details given in the booking.
Schedule A: Sports
This schedule applies to a match, fixture, training session or other sporting occasion.
A1 Fixture list. The Client must provide its fixture list, or add each fixture to the booking, including the opposition and venue. A change to one fixture does not affect the others.
A2 Repeat bookings. A series of fixtures, such as every home game in a semester, may be booked together. Each fixture remains a separate booking for the purposes of changes, cancellations and fees under section 2.
A3 Players and staff. The Client confirms that its players and staff know they will be filmed and photographed and that the results may be published. The Client must tell the crew lead before the start about anyone who has opted out.
A4 The opposition. The Client is responsible for telling the visiting team that filming will take place, and for passing on any objection before the start. CTV will not film a team that has told CTV, through the Client, that it does not agree.
A5 Under-18s. The Client must say before the fixture if either side includes players under 18, as required by section 4.3. This applies in particular to school, junior and community fixtures.
A6 Pitch access. The crew requires safe access to a position with a clear view. The Client must keep substitutes, coaches and spectators out of the crew's working area.
A7 Results and names. The Client must confirm the final score and the team and player names for captions on the day or within 48 hours. CTV is not responsible for errors in information supplied by the Client.
Schedule B: Events
This schedule applies to a ball, society night, talk, performance, fair, launch or other event with an audience.
B1 Running order. The Client must give CTV a running order, or a short outline of the event, and the names of the main speakers or performers, at least 3 days before the event, and must tell CTV of any changes on the day.
B2 Venue permission. The Client confirms that the venue permits filming and, for a livestream, provides a camera position and power. The Client must tell CTV of any venue or University filming policy. CTV may decline to film where permission is missing.
B3 Notice to the audience. For an event on campus, CTV will place its filming sign at the entrance. For an event away from campus, CTV may not be able to bring the sign, depending on travel arrangements, and will tell the Client beforehand. In that case the Client must display its own notice at each entrance saying that filming is taking place. In every case, the Client must say on its ticketing or event page that CTV is filming and photographing, that the results may be published, and that anyone can ask to be removed by emailing ctv-manager@bath.ac.uk.
B4 Speakers and performers. The Client must obtain the agreement of its speakers, performers and hosts to being filmed and published, and must tell the crew lead about anyone who has refused. CTV will not publish a person's talk or performance where the Client has told CTV that they did not agree.
B5 Audience members. CTV will avoid close shots of individual audience members where it can. Anyone who asks the crew not to film or photograph them will be respected, as provided in section 4.2.
B6 Music and performance rights. Platforms can block or remove livestreams and videos of live music for copyright reasons. The Client must tell CTV which performers and music will feature and, where possible, who holds the rights. CTV may mute, cut or decline to publish content that it cannot clear, and is not liable for doing so.
B7 Sponsors and branding. The Client must tell CTV in advance of any sponsor or partner that must be credited, or that must not appear. CTV will not add sponsor branding unless it has been agreed in writing.
B8 Conduct at the event. Alcohol, crowds and late finishes are part of many events. The Client must keep the crew's working area clear and provide a safe route in and out for crew and equipment, including at the end of the night. The crew may leave at any time, as provided in section 5.5, if the audience's behaviour puts them at risk.
Schedule C: Personal shoots
This schedule applies to a Shoot booked by an individual for their own use, such as portraits, graduation photographs, a showreel, a music video or a personal project.
C1 The brief. The Client must tell CTV what the Shoot is for, the style it wants and who else will appear, at least 3 days before the Shoot.
C2 Other people. The Client must obtain the agreement of everyone else who will appear to being filmed or photographed and to the results being used, and must tell CTV before the Shoot if anyone under 18 will appear, as required by section 4.3.
C3 Location. The Client is responsible for permission to shoot at the location, under section 6.1, including on University property and private land. CTV may decline a location that it considers unsafe or unsuitable for its crew or equipment.
C4 Crew safety. CTV may ask for a Shoot to take place in a public place, or with more than one member of CTV present, and may decline a Shoot at a private home.
C5 Using the results. The licence in section 3.2 lets the Client use the finished videos and photographs for personal, non-commercial purposes, including social media, applications and portfolios. Commercial use, such as a paid music release, advertising or sale, requires the prior written permission of CTV's Station Manager, as provided in section 3.2. The credits in sections 3.3 and 3.4 still apply.