Nine Steps to Follow for Every Shoot
At Children’s, we respect the privacy, time, and comfort of our patient families and staff. Filming at Children’s is unlike filming in other corporate environments. Video projects in a hospital or research setting may make some people uneasy. We present these steps to help you work through some of these issues, and produce the best video with the least disruption to patients and staff.
1. Sign our Confidentiality Agreement for Recording, Filming & Media Interviews prior to conducting any filming at Children’s. Send a copy to firstname.lastname@example.org and your Children’s client.
2. Visit the hospital areas you plan to film a few days before filming so you understand restrictions and challenges.
Work with your Children’s contact to get the lay of the land. They will recommend the best rooms to film in, identify places to avoid and identify who would be best to interview.
Your Children’s contact should always notify the manager of the area you plan to film in, not just the subject matter expert.
3. Limit the amount of gear, carts, lighting and staff you bring (no more than two carts and four film crew/producers). We understand that there is a science to producing quality video, but we do want to make sure to respect our families and staff. The hospital is very busy and there simply isn’t room for a large video staff.
Find out from your Seattle Children’s contact the most appropriate place to store gear while you are here working on-site. When you bring gear with you be sure it is not a tripping, falling or other hazard to patients and staff.
4. Make sure to have a Seattle Children’s employee escort you at all times while at the hospital. Do not wander away from your escort. Otherwise, you will be asked to leave hospital grounds.
5. Be respectful of any patient who has agreed to participate in your project. Remember they are here because they are ill.
Try to get what you need without adding any extra stress on the family. If the patient or family appears to be uncomfortable, you will be asked to leave the room until they are ready to resume taping.
Remember, patients are not actors. When filming and interviewing patients please limit how much you direct them. Feeding lines to them can result in a forced, awkward delivery. If you want a patient to read a script or deliver an intended message you should consider hiring an actor. See Interviewing Patient Families.
6. Staff, nurses and doctors are also not actors and their time is very valuable. Be prepared and have your equipment set up before the staff member arrives for their interview. Please conduct the interview as quickly as possible without disturbing other staff. See Tips for Interviewing Doctors, Nurses and Staff.
7. One week prior to filming send your schedule and shot list to your Seattle Children’s contact and to email@example.com.
8. Hospital staff will make every effort to get you the images you need to tell your story, but in situations where you are asking for generic b-roll, you will be provided with raw files sent via a file-sharing service or on your external hard drive.
9. Before filming make sure that everyone who will be filmed has signed the appropriate consent forms. HIPAA regulations require that the parent or legal guardian of any patient under 18 years old being filmed provides written authorization to do so.
In addition, Children’s requires that anyone filmed for a Children’s video provides written image/voice authorization. This includes parents and siblings of patients and any Children’s staff members.
Videos will not be posted/viewed/shared without signed authorizations for everyone who is recognizable in a Children’s video.
Remember, do NOT film any families, patients, or staff members who have not agreed to be in the video. See Privacy and Authorization Forms.