VP Access Policy
Booking, Project, Production, and Recording Procedures
VP’s services are for independent artists, producers and community groups in good membership standing that are engaged in the production of artist-controlled productions of social and artistic value.
Members must familiarize themselves with VP’s booking and recording procedures and comply accordingly. Costs of services and supplies are subject to change without prior notice.
NOTE
Use of VP’s Equipment and/or facilities requires acknowledgement of our contribution in the credit section of your work (credits, acknowledgements, artistic statement etc).
VP considers this a living document and welcomes suggestions from the community. At minimum, we will review this document annually and will consider all suggestions shared by our community. To suggest changes or additions, including additional resources, please reach out to info@videopool.org or any staff member you feel most comfortable addressing.
Date of Approval / Review: August 8, 2022
Who We Are And What We Hope To Achieve Within Our Space
VP aims to be a welcoming, inclusive space based on principles of a community of care*. We offer a safer space for exploration and experimentation, where members are comfortable to play within an artmaking context. We are building a space in which we actively listen to each other in order to create an innovative, expressive, and productive space for staff, board and members to interact and actively support community movements. Our staff, board, and programs aim to be adaptable, fresh, open and humble while embracing different approaches to technology and its aesthetics, and to different approaches of working outside of a colonial context.
*In a community of care, we "use our power, privilege, and resources to better the people who are both in and out of our scope of reach." It is also activism, practicing anti-racism, calling out injustices, donating to or supporting organizations and social movements, or simply asking someone, “What do you need and how can I help you?”
--taken from https://www.wellandgood.com/what-is-community-care/
What Is Not Tolerated/Accepted
Within VP’s facilities and programs, there is zero tolerance for racism, sexism, misogyny, homophobia, queerphobia, transphobia, transmisogyny, ableism, sizeism, ageism, sexual violence, sex-negativity, cultural appropriation, oppression, or general aggressiveness toward anyone. We will not tolerate any overt, or implied activity, attitude or language, including microaggressions, that may perpetuate oppression, including verbal, emotional or physical violence of any kind, and the inappropriate use of structural, physical or mental power, and will not discriminate based on emotional or intellectual abilities, socio-economic status or religion.
Consequences For Breaking This Agreement
In any incident that leaves staff, board, members or guests vulnerable, injured or uncomfortable, VP will strive to use a survivor-centered approach, considering the safety and security of the person who experienced the harm first and will expect that anyone involved in such a situation will work accordingly. All reports of unsafe behaviour will be treated with care and respect and will remain confidential.
Depending on the incident and its impact on the person who experienced the harm or impact on the VP community, VP will take the following actions:
- Warning / Discussion: After the first incident VP will issue a verbal and/or written warning to the offender and they may be asked to leave until the safety and security of the person who experienced the harm and/or VP community can be assured.
- Membership Revocation: A member may lose their membership and their ability to access VP for either production access, events, workshops, distribution, or all of the above.
- Performers and other artists being brought in to VP may have their contracts canceled.
- VP staff or board will discuss the incident/complaint, in confidence, with the accused and it will be up to the VP staff and board as to whether to offer a second chance to the accused. If the appropriate VP parties and the person who experienced the harm decide to allow the offender back, they will be given one warning.
- VP reserves the right to nullify any agreement with an artist-in-residence or presenter of any kind who does not comply with this policy.
- VP reserves the right to remove any patrons or members who do not comply with this policy.
- VP reserves the right to suspend or cancel any membership, without refund, for anyone that does not comply with this policy.
Process Outline
- VP will strive to create a fair and equitable resolution utilizing input from appropriate parties, including staff, board, the person who experienced the harm, and/or an outside resource.
- VP will endeavour to have a survivor-focused and procedurally fair process, accommodating all parties while acting in accordance with the safety and security of everyone involved as priority.
- Complaints will be addressed confidentially, and will include a follow-up proposed course of action.
- VP will initiate a response to the person who was harmed within seven days and will endeavour to address any complaints with care and respect in a timely manner.
- VP will make available a list of emergency resources on our website.
If You Have Experienced Violence Or Harm
We take incidents of oppression, discrimination and violence seriously and we are here to support you.
- It is not your fault if you have experienced acts of oppression, discrimination and violence.
- While navigating a violation to our safer spaces policy, you have the right to support, which can include bringing a friend or support person when meeting with VP.
- VP will work to support you with respect and confidentiality while navigating our policy.
- VP staff and board will receive annual training on creating safer spaces and responding to crises in a trauma informed and anti-oppressive manner.
- VP can support you in connecting to further supports including community health care, mental health, medical, legal and cultural supports.
- If you do not feel comfortable with the manner in which your case is being handled, you have the right to further support which can include reaching out to another member of staff, management or board.
Who To Contact If You Need Support
If you are the person who experienced the harm in an incident contrary to this policy, please contact one of the VP staff that you are most comfortable approaching. You are encouraged to include a friend or support person on any correspondence or for any meetings as needed.
If preferred, a board member can be made available to you to discuss the situation
A third party professional from Red Tent Winnipeg can be made available upon request or may be called in by VP at our discretion.
CRISIS AND COUNSELLING SUPPORT CONTACTSÂ
https://guides.wpl.winnipeg.ca/crisis
https://winnipeg.ca/clerks/boards/WpgCommitteeForSafety/toolkit/who-do-i-call-cards.stm
https://ninecircles.ca/wp-content/uploads/2021/11/BIPOC-MENTAL-HEALTH-WORKER-LIST-2.pdf
https://www.hopeforwellness.ca/ 1-855-242-3310
https://translifeline.org/ 1-877-330-6366
HARM REDUCTION RESOURCESÂ
Only independent artworks are eligible to be produced through the resources of VP. Independent means that the artist initiates and is the driving force behind the proposed project. The artist must maintain complete creative and editorial control over the work, ownership of the final work, distribution rights for the work and receive a significant part of any revenues generated by the work. VP also supports projects of social relevance such as community outreach projects (often in conjunction with other non-profit organizations).
In the case of a member hired to do freelance work, the client must be an artist or non-profit organization member of VP and the project must be an artist-controlled production of social and / or artistic value.
The following types of projects are not considered independent, and are not permitted at VP: Projects done on contract for, or produced by a private company, industrial or corporate projects, training projects, commercial television projects, wedding videos, commercial fashion videos, freelance projects for non-VP members.
VP’s services are available to our entire community for the purposes of creating and exhibiting art, but prices and membership types vary depending on the use of the equipment.
Members must familiarize themselves and comply with VP’s membership tiers and booking procedures, which can be found on our website [link]. Costs of services and supplies are subject to change without prior notice.
Members are encouraged to access the wealth of information available online in regards to the operation and troubleshooting of our equipment. Due to limited staffing hours, it is a member's responsibility to understand the use of equipment beyond the initial orientation provided by staff on how to connect components and turn the equipment on.
We encourage members to rent the equipment prior to production to familiarize themselves with it (as one might if they had purchased it for themselves), and to explore the equipment to suit the needs of their project. VP technical department staff are available for questions during working hours, and should a member require, staff are also available for private orientations for a fee.
Hours and Rental Procedures
All members must sign up to QReserve for rental requests. No member may access a suite without booking them in advance. This is for the safety and comfort of others.
Rental hours are limited to the hours on our website, or technical staff email signatures. For CPU and GPU members, please note that pickup and drop off days are limited to those stated, but you’re only expected to pay for the days you will use the equipment. This is on the honour system, and any member found to be abusing this privilege will have their membership revoked without refund. As an example:
A member needs a camera from Wednesday to Saturday. Rental pickup / drop off days are Mondays and Thursdays. This means the member must pick up the camera on the Monday prior to their booking, and drop it off the following Monday, but they only pay for the 4 days they requested the camera. It is important to keep the equipment in its case, and in a safe place to ensure no damage occurs to it while not in use.
Staff will always confirm all equipment sent out with a member works prior to the member picking up the equipment. Ideally this will happen with the member present, but in some cases it may not. Equipment will be returned in the condition it was sent out. Any cost for repairing new damage or extra maintenance (eg: cleaning tape residue off a component) after a rental will be the members responsibility to pay. Extra maintenance will be charged at 60$/hr, with a minimum of one hour.
Members booking a suite will be given a short 20-30 minute orientation prior to their booking. This is mandatory for first time bookings. Members will be shown how to power on equipment, and how to navigate to the software they will be using. Members will then be shown how to safely power down the system.
Facilities Access
Should a member require access to suites outside VP’s regular hours, a keycard and alarm code will be provided for entry. Keycards that are not returned after each booking, or lost, will be subject to a 50$ fee. Members must inform staff if other folks will be joining them in the suites, this includes their names and roles in the project. No food or beverage is allowed in the suites at any time. An additional fee of 100$ will be applied to a member's account for any messes left behind during their booking. Any cost for repairing new damage or extra maintenance (eg: cleaning tape residue off a component) after a rental will be the members responsibility to pay. Extra maintenance will be charged at 60$/hr, with a minimum of one hour.
Membership Information
VP may enter into a year-long contract with an organization that outlines a set fee in return for access to equipment and suites. All terms and conditions of these agreements will be contained within a detailed written contract.
Organizational and collective members must appoint one person to be responsible for all VP rentals. This person’s name will appear on the organization’s membership profile. If anyone but the designated representative will be picking up equipment or using VP’s facilities, written notification must be provided by the organization.
Motherboard members may rent equipment and facilities up to a maximum of 2 consecutive weeks at a time, on a first come, first served basis.
Member Liability
Members using the facilities or renting equipment accept financial responsibility for loss, theft or damage. In the case of damage, VP staff must be informed of the problem immediately. In the case of theft, the member must also report the incident to the police and submit an incident number to VP.
Insurance is mandatory for any rentals whose replacement value is over 10,000$, and is highly encouraged for all rentals. Proof of insurance is required prior to picking up any equipment rentals. This can be done in a number or ways, and we work with an online provider with reasonable rates should your home or other insurance not cover rentals of these kinds or values. Members are fully responsible for repair and/or replacement cost of any lost, stolen or damaged equipment that is part of their rental.
Payments and Accounts
All rentals must be paid up front and in full before equipment can be released. Rentals will only be allowed for members in good standing. CPU & GPU organizational members may request to be invoiced, and invoices must be paid within 30 days.
Debt and Denial of Access:
Debts over $200 and outstanding invoices more than thirty days from invoicing will mean suspension of member’s access until the debt is paid. If we incur expenses to collect outstanding debts, the member will reimburse VP for those costs. In addition, equipment bookings may be denied if a member’s accounts are consistently in arrears and have become problematic.