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Campus Use for Commercial Photography, Filmmaking and Videotaping

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 director of production services is the administrator for considering requests to conduct such activity at NC State University.

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.

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.

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 director of production 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.

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.

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.

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.

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.

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.

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, and signed contract at least 24 hours before set-up begins. At that point, the conditions in the contract become operative.

Note: Due to a change in state law regarding location fees for state-owned property, we no longer charge specific location fees. Certain campus units may have their own facilties utilization rates and staff time for Public Affairs time must be paid by the contracting production company at a rate of $45. per hour. Your initial contact to the individual named below must state your willingness to accept these charges and indicate a billing address and telephone number. These charges will be billed even if the production is canceled.

Please direct all inquiries to Donna Barnes, Campus Box 7508, NC State University, Raleigh, NC 27695 (919-515-3871). Contacting individual offices will slow down the process, not expedite it.