For convenience, the word “filming” in these guidelines covers motion pictures, videotape, audio recordings, still photography and digital imaging.
Please note that NC State University does not permit filming that endorses — or implies endorsement of — a business or organization (including nonprofits). In addition, if your film crew is requesting footage that would incorporate NC State trademarks, the NC State Trademark Licensing office will be contacted for approval.
Requesting Approval to Film on Campus
Review these guidelines to make sure you are in compliance with the university’s filming policies and procedures. University Communications and Marketing requires at least two weeks’ advance notice for all filming requests to ensure adequate time for processing of paperwork and contracts. Filming projects that require university permission and a film contract include but are not limited to:
- Feature films, short films, television programming (including reality television) and independent films
- Documentaries that are not news productions
- Documentaries that are categorized as news but require the signing of a contract
All scripts must be approved by University Communications and Marketing prior to a filming request being considered. If approval is received, a location fee will determined based on factors including location, date, time, number of hours spent filming, size of crew, amount of equipment and potential disruption to campus. Production companies are responsible for gaining permission for use from individual facilities prior to submission of paperwork. Production companies must be able to provide contact information for each facility in the agreement submission.
Individuals and companies filming on campus are responsible for obtaining the proper permissions and photo releases from the individuals being filmed.
The use of unmanned aerial vehicles (UAVs) — commonly referred to as “drones” — for filming must be approved by NC State prior to the date of filming. Even if NC State approves the use of UAVs, the university may place certain conditions or restrictions on their use. Contact University Communications and Marketing directly for information on UAVs.
Prior to approval of filming, University Communications and Marketing must receive a completed contract, permissions from the desired locations and a certificate of insurance for $1 million.
Completing the Filming/Photography Location Agreement
A completed and approved Filming/Photography Location Agreement is required for filming on campus. Completed, signed agreements should be submitted to firstname.lastname@example.org at least two weeks prior to your desired film date. Upon approval of your agreement by the university, a signed copy of the agreement will be returned to you.
The most important part of the agreement is Exhibit A. To complete Exhibit A, you must provide the following information.
Filming/Photography Location Agreement Exhibit A must include:
- Name, address and phone numbers of the production company.
- Name, title and contact information of the person who will sign the agreement on behalf of the production company.
- Description of the filming project (with an attached script, if applicable). What is the intended use of the footage, and when and where will it be shown?
- Dates and times of the proposed filming. When would your cast and crew arrive on university property?
- Locations requested for filming. Please be specific regarding which buildings or exterior locations are requested.
- Number of cast and crew members.
- Will you be using any trademarked university images, logos, buildings or insignia in your footage? If so, which ones?
- Number and description of vehicles (trucks, trailers and cars) requested to be parked on university property for purposes of filming. (For parking information, visit http://www2.acs.ncsu.edu/trans/parking/visitors.html.)
- Proposed use of the material filmed on university property, e.g., television broadcast? Feature film? Nonbroadcast video? Other?
- Will any university services be required for purposes of the production, such as parking spaces, security, electricians, alarm-system personnel, internet service, etc.?
University Policy on Drone Usage
Unmanned Aerial Systems, or UAS, offer great potential as tools for research and teaching. NC State regulation establishes a framework for identifying, managing, and mitigating risk when using UAS, in order to ensure compliance with all State and Federal laws and regulations, and in furtherance of NC State’s institutional goals and objectives.
Please see Regulation 10.10.09.
Visit OIT’s website for more information about the rules, policies and procedures surrounding drone usage on campus.
If you have questions about NC State’s filming guidelines, contact: