Please note that this policy was last updated on 27th July 2021.
We fully understand and appreciate that many wedding plans have been significantly impacted by the Covid-19 pandemic. It is a very challenging time, with wedding ceremonies cancelled at short notice and ambiguity as to when they can go ahead as originally planned.
For many, difficult choices between going ahead with compromises or waiting for the “dream wedding” continue to be made. We fully appreciate that couples are dealing with these difficult decisions, and wish to offer whatever support we can.
As we enter 2021, keeping both ourselves and our clients safe from Covid-19 is a fundamental priority for White Rose of Scotland Wedding Films as part of MidgieBite Media. As such, we’ve updated our Covid-19 policy for 2021, which applies across all of our wedding videography for the foreseeable future.
Following the latest update from the Scottish Government on 4th January 2021, and the ongoing concerns raised by the rapid spread of the new strain of the virus, it has never been more important that we all follow the rules to keep each other safe.
This policy has been tailored for wedding or civil partnership ceremonies booked under the White Rose of Scotland Wedding Films brand, and is distinct from the wider MidgieBite Media Covid-19 policy for corporate and commercial clients.
Our policies are intended to protect both us and our clients, and we ask that all clients respect and follow our policies and relevant Government guidance.
We thank everyone for their co-operation.
General Covid-19 Policy
The latest general rules and guidance for Scotland can be found here.
The latest guidance for weddings in Scotland can be found here.
We will not be able to meet couples in person or do site visits in person for the immediate future or future periods of “full” lockdown (unless viewing outdoor environments). However, given that most weddings are booked significantly in advance, it is likely we will be able to arrange a visit given an appropriate timescale.
We continue to conduct meetings and video conferencing to discuss projects. In the event that we are unable to do a site visit in the run up to filming a wedding or civil partnership ceremony (for example, if a wedding is filmed at short notice), we would we ask for clients to either provide photographs and / or mobile phone clips of location, or to put us in touch with the venue for us to plan: we will specify what we need to see.
Prior to filming, we will complete a Health & Safety Risk Assessment with our clients with particular reference to Covid-19 and any control or mitigation methods to minimise the risk of transmission. A copy of our Covid-19 policy will also be provided to our clients prior to filming.
On the day before filming, we will ask the client (and anyone who will be attending the service) to complete a health self-certification document stating that they have not shown any symptoms of Covid-19 within the last 7-14 days. We also ask all clients and ceremony guests to download the Protect Scotland contact tracing app. Regrettably, we would be unable to proceed with filming in the event that a member of the wedding party is showing Covid-19 symptoms.
Lastly, we ask for all indoor filming environments and venues to use a one-way system and ensure good ventilation (such as by keeping doors and windows open).
On the Day & On Filming Location
It is worth noting that film crew and photographers, etc. are continued to be part of the restricted number of attendees (such as 20, 50, etc. depending Tier restrictions). This must be factored into the total number of guests invited to attend the wedding.
Before and during the shoot, we stress that everyone (clients and film crew) must comply with all the latest government guidelines and legislation. We ask that participants in filming limit their exposure to other households as much as possible to minimise the risk of transmission.
Film crew will travel to filming locations using their own transport. Any crew members will also travel to location individually. Crew cannot accept any lifts or car-sharing with clients or each other (unless sharing a ‘bubble’ or ‘extended household’).
Prior to the ceremony commencing, we will do an ‘On the Day’ Covid-19 briefing with clients and guests prior to filming. Where the bridal party is separate from other guests, we will do a separate briefing for them. We will also need to ensure health self-certification forms have been completed (as outlined above) by all guests and attendees.
Where appropriate, we will ask crew and clients to regularly wash their hands, wear face coverings / masks, and any other necessary PPE (such as face shields, latex gloves), as well as comply with strict 2 metre social distancing, in line with Scottish Government guidance. This is particularly important while working indoors. We will also ask for any venue windows and doors to be open where possible to ensure good ventilation. Masks may be removed where appropriate and with safety measures implemented (eg. social distancing), such as during the ceremony, Etc.
A member of the White Rose of Scotland Wedding Films crew will be appointed as a Covid-19 Supervisor with the specific responsibility of ensuring safety and compliance during filming. This individual will be highlighted during the ‘On the Day’ briefing.
Lapel microphones must be fitted by individuals wearing them. These will be wiped down using anti-bacterial wipes before and after each use. Other types of microphones (such as shotgun mics, etc) will also be wiped down when used. We appreciate that wedding dresses or other types of dresses may present challenges with this.
We cannot accept help to carry equipment unless the assistance provided is from an individual wearing clean gloves. Equipment will kept in a “safe” designated storage location and must not be moved or touched by the client – or anyone not permitted – while on set.
Any equipment handed to us / from us must be wiped down using an antibacterial wipe before and after use. We cannot touch paper documents provided to us on the day by clients unless wearing our own safety gloves. We also cannot accept the offer of any cutlery offered to us, though we may use disposable cutlery if stored safely.
If, at any time, anyone on set begins to experience a high temperature, a new and continuous cough, or a loss of taste or smell, this must be reported immediately. The individual must leave the ceremony / event and book a Covid-19 test.
In extreme circumstances, White Rose of Scotland Wedding Films reserves the right to suspend or cancel filming in instances of significant non-compliance. We will aim to avoid this and will endeavour to do all we can to address any issues as they arise. However, if these issues cannot be addressed, we will not put our crew’s safety at risk.
Working with Freelance Film Crew
White Rose of Scotland Wedding Films regularly works with freelance film crew. All freelancers we work with on set will be asked to complete (and provide proof of completion of) the ScreenSkills Coronavirus Basic Awareness on Production Training Course (more details below). When filming in Scotland, film crew must also download the Protect Scotland contact tracing app.
Freelancers will also be expected to wear a face-covering and carry hand-sanitiser at all times indoors (except for when eating), as well as clean latex gloves. Freelance crew are also expected to maintain social distancing of 2 metres and regularly wash / sanitise their hands. Any equipment belonging to MidgieBite Media must be wiped down before and after use.
We will also ask freelance crew to self-certify that neither they or anyone in their household has shown any symptoms of Covid-19 within the last 7-14 days, and to check their temperature each morning before the shoot (to be below 38°C). We will check this using a health self-certification document (to be completed daily before coming on set).
Freelancers must travel to set by their own means as car-sharing is not permitted. Freelancers are also asked to bring their own cups, cutlery, and water bottles, etc.
Video Editing & Delivery
Our editing and delivery process typically takes place remotely and is not typically impacted by the pandemic.
On occasion, clients have to sit with us on location to review drafts of edits. Unfortunately, we are unable to do this for the foreseeable future, though if necessary we will aim to arrange a video conference call with screen sharing.
ScreenSkills Coronavirus Basic Awareness on Production Training
Gavin Hugh (MidgieBite Media / White Rose of Scotland Wedding Films) has completed the ScreenSkills Coronavirus Basic Awareness on Production Training course (currently valid to 7th January 2022).
This course aims to highlight safe working practices and the personal responsibilities of crew on film and TV productions working during the Covid-19 pandemic.
As we often works with freelance film crew on projects, we are asking all freelancers to complete this course and provide proof of certification prior to working with us on set. For the foreseeable future, we will not be working on set with freelancers who have not completed this basic training.
Scottish Government Guidance
We continue to closely monitor and follow the Scottish Government’s general guidance on coronavirus, which can be found online here. The guidance continues to be updated and revised, and we would encourage everyone to continue to monitor the guidance regularly.
The latest guidance for weddings and civil partnerships in Scotland can be found here. The Scottish Government has also published guidance for TV and film production which we continue to follow. This guidance can be found here.
Of course, we occasionally film in other parts of the UK as well. If filming outside of Scotland, we will follow any additional local guidance for other parts of the UK where they apply.