Audiovisual Guidelines and Policies

The Newseum features some of the broadest, encompassing and most cutting-edge technology of any museum in the country. It has multiple venues that contain very large screens. Please be aware that producing material for these venues presents a number of opportunities and challenges. Any small error in your video will be amplified many times over before the final presentation. For this reason, we require that all video and animated graphics be delivered to us at least seven days in advance of the event. Additionally, all graphics for custom printing are required five days prior to the event to guarantee a timely delivery.

After we receive your media, we will perform an initial quality-control assessment and give you our findings as quickly as possible. We require client sign-offs on all video presentations within a five-day window of the event. We are available to set up viewing times most afternoons between the hours of 5 p.m. and 6 p.m., subject to space availability. The initial viewing is free. Any quality control or testing outside the set hours will incur additional charges at a minimum of $100 per hour.

All of our venues are formatted in high definition with a 16 x 9 aspect ratio. To make the best use of our screens, all client media should be formatted in that ratio.

We accept the following formats for best results:

  • DVC Pro HD
  • DVC Pro Standard Definition
  • Sony HD Cam SR
  • Sony HD Cam
  • Sony DigiBeta
  • Sony Beta Cam, DVD
  • Blue-Ray Disk
  • Windows Media files
  • QuickTime files
  • PowerPoint Presentations
  • Jpeg files

We cannot guarantee suitability or accept responsibility for any other delivered formats.

We are often asked to provide audio or video recordings of an event.  The requested output format, number of copies and a firm delivery schedule should be discussed at least seven days in advance of the event date to guarantee services. A word of caution: A quicker turn-around time for delivery will incur additional charges.

Unlike other venues, we are not a closed shop. We welcome outside vendors and may even encourage your selection of a specialty-event company, should your requirements exceed our in-house capabilities. Our only requirements are that we be consulted on the scope of the production and that you provide the primary contact information of the person(s) working on your event. 

Under no circumstances will outside personnel be allowed access to Newseum equipment or control rooms without our approval and without Newseum staff on site.

Finally, we have a 72-hour cancellation policy on equipment and labor. This is the only way we can guarantee that our staff and equipment will be available and ready for your event. The Newseum will make all attempts to work with your requirements, however, modifications to your technical services that are requested within 48 hours of the event cannot be guaranteed. We encourage you to keep these timelines in mind to ensure a successful event.

Thank you for your adherence to our policies and guidelines. We want your event at the Newseum to be a total success, and we look forward to working with you.

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