Guidelines for Media Visiting Apache Point Observatory

Media/publication acknowledgements for SDSS and SDSS-ll; SDSS-lll, SDSS-IV, and APO.

Personal safety and the safety of the telescopes and infrastructure at Apache Point are our utmost concern. We want to make your trip as successful as possible and the following guidelines are provided to clarify the conditions under which photography is possible.

Two weeks prior to arrival, a well-defined shooting list must be presented to: Mark Klaene, Site Operations Manager (mklaene/apo.nmsu.edu) or 575-434-5555 (fax)

While you are on site, you are assigned an APO staff media guide to assist in logistics and communication with other onsite staff. Any photo or video activities you wish to conduct while on site are to be coordinated through your guide with the telescope engineer.

Telescopes, instruments and cameras are keenly affected by local weather and atmospheric conditions. The decision to open any telescope or have access to any instrument or camera is at the sole discretion of the on-duty observing specialist(s) at the time of your requested access. Communication with observing specialists is conducted through your media guide.

Many of our cameras, instruments, and telescope optics are light -sensitive. Additional light sources can be restricted and their use must be coordinated with your media guide.

The telescope and enclosure motors are capable of injuring people or damaging equipment. Visitors should be aware of potential crush areas and never stand or leave equipment in those areas, and visitors should also make sure that observing specialists are always informed of any people or equipment in the immediate vicinity of the telescopes.

Proof of Workman's Compensation and liability insurance for the film production company's employees or agents must be provided prior to arrival.

Photography is possible when telescopes, instruments, and cameras are off line, and only when engineering and maintenance needs are not compromised. Access during these periods are arranged prior to arrival and through your media guide.

We suggest visiting our web site: www.apo.nmsu.edu to become familiar with our operational responsibilities to the science of astronomy and our member institutions.

Specific parameters exist for access to APO telescopes, instruments, or cameras which protect our highly-sophisticated and sensitive equipment and provide safe work conditions for staff and visitors. Here is a brief summary of these parameters:

Your media guide has full responsibility and sole authority to coordinate media activities while you are on site. Photography activities are suspended when your guide is off site. You are not allowed to photograph on site without your assigned media guide.

The daytime telescope engineers and on-duty night observing specialist(s) have full responsibility and sole authority to suspend operations or restrict access to telescopes, instruments or cameras. Scheduling access to equipment and coordinating photography requests are conducted between your guide and on-duty personnel.

Science is conducted on all telescopes between the hour prior to sunset and the hour after sunrise. This restricts photography opportunities to daylight hours or twilight hours. Your media guide will help coordinate your activities well in advance of your arrival. If you request photography during night hours, it will be considered on a case-by-case basis by the Site Operations Manager or your media guide. Remember: we are actively conducting science and this is our prime responsibility.

During night observations, stray light sources are eliminated. This applies to car headlights or their interior lights, open doors or window shades, and especially additional light sources for photography. Your efforts to reduce the occurrences of stray light are requested. Open shutter photography is encouraged; artificial light sources are restricted. Their use must be coordinated with your media guide.

Traditional inclement weather patterns at Apache Point:

Spring: frequent short-term snow events, cold clear night skies, windy, dust storms

Summer: monsoon conditions (frequent thunderstorms, high humidity, wind) Generally, our telescopes are scheduled for long-term maintenance projects during this period.

Fall: clear days and nights, cool temperatures

Winter: Freezing temperatures, cloudy conditions, some wind events

Telescopes and their associated instruments and cameras will not be opened under the following atmospheric conditions:

lightning within 15 miles

precipitation within 30 minutes

smoke or ash

wind speed above 35 mph

humidity within 3 deg of dewpoint

dust particles greater than 3000 per .1 cubic feet.

When these atmospheric conditions do not permit opening telescopes, some indoor photography (if suitable) is possible. When it is determined that the telescopes are unable to open, your guide will coordinate your alternate shoot list with the observing specialist or telescope engineer.

Daytime photography is only restricted when engineering or equipment maintenance is scheduled. Your guide will advise you well in advance of any restrictions scheduled during your visit.

Failure to follow these established parameters will result in an immediate request to leave the site.

Revised November 29, 2011