When working with the Press or a Film/TV company looking to use your church premises or grounds, it is best practice to firmly establish how the church is being represented, and that the PCC are happy with that representation.
The main thing to be aware of is that they will own any footage and be able to make what use of it for any purpose, the church will have no say it where is it shown etc, unless the PCC has sight of a contract or signed letter from media company as to the intended Use terms, that has subsequently been signed and agreed by both parties, and includes any changes the PCC stipulate be made.
A copy of this contract/letter is then retained by church as often know as a ‘Release form’. It details very clearly what the company will and will not be permitted to do both at the church filming and with the resultant film. The film company/filmmaker should provide the PCC with this contract for them to peruse and agreed or request changes to, and sign BEFORE any filming takes place. It would include,
• the use the images/film will be put to
• where it will appear - channels, social media, printed media etc
• for how long it will be in use/ available in the public domain.
This can also simply be in the form of a letter, either from the church PCC, or from the media company on the company headed note paper. The reason for this, is if in the future the film and images are associated with anything you would prefer they were not associated with, then there is nothing we can do about that without this Release. That is the only reason release forms are in use. This is applicable to a professional company, students and amateur requests.
The church will also need to in writing, VERY CLEAR information where they intend to be filming, whether they need to use your power, any parking etc etc and that they understand the historic value of the building fabric - i.e. no taping things to the floor or running trolleys over delicate areas, or using TV lights near fabrics, stood on the altar etc. This is also where a signed Release Form comes in, if there is any fabric damage, accidental or careless, you are then able to approach the company to put it right at their own cost. - Really treat it like a wedding, for people who you're not particularly sure understand the limits of the church environment.
Usually a film company/ maker would approach the church with a one off Buy Out Figure for the day / or a Day Rate for the use of the church as a location– if they will be making money with the film ,(locations like this normally start at £550 for the day). At the least if they are making it for commercial use, consider some renumeration to the church – even in the form of a donation you could advise amount on.