Photography and Videography in Lexington, KY

Choose a provider for the finished work you need

Start with the business use: staff portraits, product photographs, premises images, an event record or a finished company film. Describe where you intend to use the work and which files you need. For portraits, specify individual and group images. For video, specify the finished duration, interview requirements, captions and whether you need separate versions.

Ask to review a complete comparable project. Inspect consistency across a full gallery, listen to interview audio and check whether the editing suits your business. Ask who will attend the shoot, who will edit the files and who will handle corrections. If you hire separate photo and video teams, assign one contact to coordinate their schedules.

Compare the full scope and total quote

Send each candidate the same brief and ask for an itemized proposal. Separate planning, on-site coverage, crew, equipment, editing, travel and location charges. Ask whether the quoted coverage includes setup and pack-down, and request the rate for extra time. List optional work separately so you can remove it without changing the essential deliverables.

Put file quantities, formats, resolution and delivery dates in the agreement. Define the retouching you expect and the number of revision rounds. Ask the provider to state which business uses the price covers, including advertising, print materials and use by business partners. Resolve any restrictions on cropping, sharing or future reuse before signing.

For an Arboretum location, keep the permit charge separate from the photographer's or videographer's fee. The university's application lists $26.50 for a photography session and $106 for a videography session, each up to one hour, including tax. Confirm how the provider will handle a project that combines both services or needs more time. [2]

Secure the location before fixing the schedule

The Arboretum requires commercial photographers to register, schedule in advance and pay a fee. Its FAQ asks clients or providers to call or email at least one day ahead for information, forms or scheduling. The Arboretum asks photographers to carry their permit during the session. Agree in writing who will submit the application and retain the approval. [1]

A routine session permit does not settle every intended use at the Arboretum. Staff require prior approval for print advertisements, video commercials, resale images and other uses with large distribution or circulation; they may require location credit. Describe your business use when seeking approval, rather than assuming permission to shoot also covers the campaign. [1]

For a production involving several locations or a larger crew, use FilmLEX to identify local resources and the relevant permit process. FilmLEX describes its role in suggesting locations, crew, talent and production support, and provides access to guidelines developed with Lexington-Fayette Urban County Government. Ask which requirements apply to your proposed activity before committing to access or filming dates. [3]

Make aerial footage conditional on approval

Ask the aerial provider to identify the pilot and confirm the authorization route for your exact location, altitude and date. The FAA requires airspace authorization for Part 107 operations in controlled airspace under 400 feet. It offers near-real-time LAANC authorization at pre-approved altitudes, while other requests require coordination or manual review. [4]

Treat landowner permission as a separate planning step. The Arboretum prohibits drone flights without special approval before flying. For that location, ask the provider to document both site approval and any required FAA authorization. Agree on substitute ground footage and the charge adjustment if the operator cannot complete the aerial portion. [1] [4]

Agree on weather changes and handover

Choose a weather decision time, an indoor alternative and a person who can authorize rescheduling. Put the provider's cancellation and postponement terms beside the venue's terms. The Arboretum does not refund single-session photography or videography permits, though staff can work with clients to reschedule for inclement weather when possible. [1]

Before the shoot, send a priority shot list, staff arrival times and access instructions. Identify anyone who can approve images or interview content on the day. At handover, check the agreed file count, spelling, audio and formats before requesting revisions. Ask how long the provider will retain the project and download your own copy of the final files.

UK Arboretum single-session location permit fees

Match the project to the planning step

Your hiring checklist

1. Write the intended business uses and priority shots in one brief.
2. Review a complete gallery or finished film from a comparable project.
3. Name the crew members and the person responsible for editing.
4. Separate creative-service charges from travel and location fees.
5. Assign responsibility for location applications and written approvals.
6. Confirm aerial feasibility before including drone footage in the essential scope.
7. Record delivery dates, revision limits and weather terms.
8. Specify final file formats and retain your own downloaded copies.

Frequently Asked Questions

Does an Arboretum permit pay for the photographer?

The university lists location permit charges: $26.50 for a photography session or $106 for a videography session, each up to one hour including tax. Request the provider's production and editing charges separately. [2]

Can we use Arboretum images in an advertisement?

Ask for approval before the shoot. The Arboretum requires prior approval for print advertisements, video commercials, resale images and other uses with large distribution or circulation. It may require location credit. [1]

Can a provider promise drone footage at short notice?

Ask the operator to check the specific flight first. The FAA offers near-real-time LAANC approvals within pre-approved limits, but further-coordination requests need at least 72 hours. FAADroneZone processing has historically taken up to eight weeks. Ask the operator to check site restrictions too. [4]

What should we settle before paying a deposit?

Record the coverage, crew, deliverables, usage rights, total charges and delivery date. Include revision limits, cancellation terms, the weather plan and responsibility for location approvals. Ask how the price changes if a planned location or aerial shot becomes unavailable.