Guidelines for Filming on Campus

Purpose

These guidelines apply to the University of Dallas and its subsidiaries and affiliates (the “university”). From time to time, external production companies (non-news media) seek to film on the university’s campuses or property in relation to films, documentaries, television shows, commercials, marketing videos and similar projects. This guideline describes the guidelines that should be followed at the university when such production companies approach the university about the possibility of filming on university leased or owned property. This guideline only applies to non-news media.

Guideline

Professional staff, faculty, colleges, schools or departments that are contacted by external production companies with requests to film on university leased or owned property must first contact the Office of Marketing & Communications with this request. Permission from Marketing & Communications is required for any kind of filming on university leased or owned property.

Once approval has been granted, the Office of Marketing & Communications will be responsible for working with the production company directly and coordinating its efforts with all appropriate university colleges and departments.

Procedures for Producers

Producers who wish to film on campus must submit in writing detailed information about the proposed project in order for the Office of Marketing & Communications to make a determination as to the permissibility of the filming, including:

• Detailed description of the overall project;
• Detailed description of the type of activity proposed to be filmed at the university;
• A script for the project;
• Locations at the university requested;
• Date and time of proposed filming;
• Length of proposed filming;
• Number of people involved in each day’s filming;
• List of all equipment and/or vehicles used in connection with the project;
• Sizes and composition of any structures that will be used in the filming; and
• Any other information reasonably requested by the university in order to make a determination as to permissibility of the proposed filming

An agreement in a form acceptable to the university’s Office of the General Counsel detailing the filming to take place must be entered into between the university and the production company no later than 10 business days to the first date of filming. Only an authorized representative of the Office of Marketing & Communications may bind the university. A fee for using and/or filming at the university may be charged, and a damage deposit may be required, at the discretion of the Office of Marketing & Communications in consultation with the relevant university colleges and departments. In addition, the production company will pay for all expenses in connection with the filming, including without limitation, those for electricians, food services, security, janitorial services, etc.  All fees and deposits described above will be determined on a case-by-case basis and must be paid at least 24 hours prior to the first date of filming.

A certificate of insurance from the production company that meets the university requirements is necessary.  This certificate must name the University of Dallas, its trustees, officers, employees and students as an additional insured, provide comprehensive general liability insurance, including for personal injury and property damage.  Additional insurance may be required by the university on a case by case basis, depending on the exact nature of the project. The certificate must be provided at least five business days prior to the first date of filming.

No acknowledgement or recognition may be given to the university in the project unless specifically reviewed and approved by the Office of Marketing & Communications. The university’s seal, logo, trademarks and service marks may not be used without the written permission of the Office of Marketing & Communications.