Use of NC State Campus for Commercial Photography, Filmmaking and Videotaping
REG 04.00.5
Authority: Vice Chancellor for University Advancement
History: First Issued: July 1, 2002.
Related Policies: Use of the University's Names, Marks, Symbols, Images, and Copyrights
Additional References: Filming Contract
Contact Info: Associate Vice Chancellor for Public Affairs (919-515-7373)
1. University Approval
All commercial photography, filmmaking or videotaping on the campus of North
Carolina State University must be approved by the Office of Public Affairs. The
assistant director of Creative Services is the administrator for
considering requests to conduct such activity at NC State.
2. Production Considerations
A production will be considered in terms of its size and complexity and the
degree in which it might disrupt classes and other normal campus activities.
Productions should be scheduled on weekends and during vacation periods. First
consideration will be given to those productions which best complements our role
as a land-grant university.
3. University Evaluation
The university will carefully evaluate how the production might offer
educational or otherwise worthwhile experiences for NC State students. The
university encourages the use of students as extras and production assistants
for on-campus productions. The university also encourages representatives of
production companies to make themselves available for discussion of their work
with professors and students. We also encourage visiting professionals to visit
with NC State's staff in the University Theatres.
4. Detailed Information
Anyone wishing to film on campus for commercial purposes must submit
detailed information about the proposed project in writing (i.e., locations;
days and hours of shooting; number of people involved in each day's shooting;
type of activity to be filmed; list of equipment and vehicles used in connection
with the filming; and number, size and composition of structures involved).
This information and a script must be submitted to the assistant director of Creative Services (below) for review at least 30 days before the filming. This
requirement can be waived for smaller productions at the discretion of the
university.
5. Streamlined Process
A streamlined process will be applied to requests for still photo and simple
video shoots. Proper information concerning the projects -- client, purpose,
desired location, distribution -- will be considered.
6. Making Arrangements
The Office of Public Affairs is responsible for all arrangements pertaining
to filming on campus. All offices providing services that are involved,
including parking and public safety, depend on this office to screen requests
and make arrangements.
7. Walk-Through
A walk-through of all proposed shooting locations must be conducted with an
appropriate NC State representative at least 10 days in advance of the desired
shoot. After locations are given tentative approval, the production company
must take part in an initial meeting with representatives of all university
departments involved.
8. Liability
A commercial general liability insurance certificate with limits of $1
million per occurrence, naming North Carolina State University and its employees
and agents as additional insureds, must be filed with the director of marketing
and promotional writing at least 10 days prior to the first set-up day. In
addition, if the company wishing to film at NC State has three or more
employees, it must furnish proof of Workers' Compensation insurance.
9. Damage Deposit
The university reserves the right to require production companies to make a
damage deposit prior to the arrival of any production vehicles on campus. The
damage deposit will be refunded in full when the shooting locations are
inspected by university officials and found to be in satisfactory condition.
Special arrangements can be make for small productions.
10. Location Fee
Each production company will be charged a location fee which will be
determined on a case-by-case basis.
11. Contractual Agreement
NC State University will consider a shoot confirmed when a contract has been
signed. The contract must contain a hold-harmless clause approved by university
counsel. NC State must have the client's insurance certificate, damage deposit,
check for full amount of location fee and signed contract at least 24 hours
before set-up begins. At that point, the conditions in the contract become
operative.
12. Please direct all inquires to Donna Barnes, assistant director of Creative Services, Campus Box 7508, NC State University,
Raleigh, NC 27695 (919-515-3865). Contacting individual offices will slow down
the process, not expedite it.
