Filming/Photography on Campus

Category: Governance
Number: GOV-020-020
Audience: All University Employees, Students and External Parties
Issued: April 01, 2005
Revised: August 28, 2018
Owner(s): AVP (University Advancement and Communications), Director, Communications and Marketing
Approved by: President and Vice-Chancellor
Contact: Creative Projects Specialist – 306-585-5156

Introduction

This policy provides a coordinated approach for the use of campus facilities by external and internal film production/photographic organizations. The policy is meant to minimize disruption and cost to the University of Regina.

Policy

Filming/Photographing on Campus

Filming/Photographing on campus will be permitted if it is of no cost to the University and not disruptive to normal operations.

For use of interior locations, Conference Services will secure approval from the academic/administrative head(s) responsible for the department/unit occupying the space requested. Filming/photographing in classrooms/labs with University students is at the discretion of the professor/instructor and the students in his/her class. Academic and administrative units have the right to refuse any request for filming/photographing if they determine that filming in their area constitutes undue disruption.

Indemnity and Proof of Insurance

Production agencies filming at the University of Regina and photographers taking photos at the University of Regina must agree to fully indemnify and hold harmless the University (including the University’s Board of Governors, employees, officers, servants and agents) from and in respect of any liability or loss which the University may suffer or incur by reason of any injury to any person or damage to any property caused by the Producer/Photographer or any of its employees, officers, servants, agents, contractors or equipment, or any persons introduced to the premises by reason of such filming/photographing, or in any way attributable to the filming/photographing activity. Production agencies will be required to provide evidence of liability insurance coverage in the amount of at least $5 million showing the University of Regina as an additional Named Insured. Photographers are encouraged to have, but not required to provide proof of, liability insurance.

Construction and the Alteration of Buildings

No major set construction or alteration of buildings will be permitted. Any set decoration must be clearly specified in writing and presented to Conference Services prior to filming. All areas occupied in connection with the filming must be returned to their normal, original condition.

Temporary set construction and alterations to buildings must first be approved by Conference Services in conjunction with Facilities Management. Any such requests must be made in writing and include applicable drawings. Upon completion of filming, all sites must be returned to their previous condition at the expense of the film production/photography company.

Use of University Personnel

Under certain circumstances, the Producer/photographer may be required to secure University personnel (security, custodial staff, etc.) governed by one or more of the University’s collective agreements. If utilized, the Producer/photographer shall pay University staff at the rates outlined in the collective agreements.

Identifying the University

For productions/photography that do not involve University events and activities, every effort should be made to maintain the anonymity of the University.

Film Credits

The University of Regina reserves the right to either refuse or require film/photo credits.

Exceptions

This policy does not apply to daily news and public affairs coverage of University events, activities and personalities by television, film or sound recording. Daily news media and public affairs coverage is encouraged and assisted by External Relations. However, media wishing to film inside the Dr. John Archer Library, a classroom or lab must have the permission (with the assistance of External Relations staff) of the instructor/administrative head involved, allowing enough time for the instructor/administrative head to notify students and seek their permission about the media request.

When news and public affairs coverage includes complex documentary filming, this policy applies, including fees and assistance. Coverage of sports events will be approved and coordinated by University of Regina Recreation and Athletics.

Filming/Photographing on Campus by Students

Students registered at the University of Regina are permitted to film/photograph on campus pursuant to the following guidelines:

  • class projects must be bona fide student productions approved by an assigned instructor;
  • access to University space must be booked through Conference Services;
  • filming/photographing in student residences must be approved by Housing Services;
  • the application fee is waived for student productions;
  • students will be billed for any costs incurred by the University;
  • students must carry student identification with them at all times while filming.

Consequences for Noncompliance

Failure to comply with this policy may result in interruption and/or termination of filming/photographing and the potential to be banned from future filming/photography projects on campus.

Failure of a production agency to produce liability coverage could result in denial of filming/photography privileges due to the financial risk to the University.

Any damage incurred to University property will be at the expense of the production company/photographer.

Processes

Application for Approval to Film/Photograph on Campus

  1. The University, at its sole discretion, will decide whether to approve an application to film/photograph on the University campus. All agencies/photographers intending to use the University of Regina as a location for commercial or non-commercial filming/photography must first apply to External Relations. The decision to authorize filming/photographing on campus will be made by External Relations and will be based solely on the department’s responsibility to preserve the institutional reputation, public image, and integrity of the University of Regina.
  2. To facilitate a decision, the contents of the full film script or synopsis (at the discretion of External Relations) must, under normal circumstances, be made known to External Relations fourteen (14) days prior to the first date of shooting.  If University representatives determine that the script content is not detrimental to the best interests of the University they will approve the request to film/photograph on University property.
  3. Once approval is granted, all requests to use University buildings, grounds and/or facilities for the purposes of commercial filming/photographing will be coordinated through Conference Services. Film production crews/photographers and all representatives must work through Conference Services to ensure that arrangements are satisfactorily made on the University’s behalf.

Location Release

All film production companies/photographers must sign the University of Regina Location Contract issued by Conference Services. Representatives of the University of Regina will not sign any filming agreement or location releases other than the University of Regina Location Contract.

Fees and Other Charges

Once Conference Services has confirmed it can satisfy a request, an application fee (payable to University of Regina) will be collected by Conference Services to proceed with coordination. The University may also charge fees either on a per diem or lump sum basis for the use of the University’s premises. Additional fees may be charged based on a production company’s needs and the complexity of the film/photo shoot. Additional services/personnel supplied by the University will be outlined in detail (including costs) in the University of Regina Location Contract.

Cancellation and Rescheduling

Written notice is required for any changes or cancellations. Scheduling of dates and times will be considered based on availability of the requested locations and services. Any costs incurred by the University at the point of cancellation will be billed. Rescheduling of dates will then be considered based on availability of the requested locations.

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