Title
University of North Carolina at Chapel Hill Procedure for Filming on Campus
Introduction
Purpose
The purpose of this procedure is to outline the University of North Carolina at Chapel Hill’s (“UNC-Chapel Hill” or “University”) process for approving and facilitating filming on campus.
Scope
This procedure applies to any request to use the University’s campus as a filming location, other than requests from news organizations for news purposes.
Procedure
How to Request to Film
To use the University’s campus as a filming location, the production company or creative team must submit a request and receive approval from the University. All filming requests must be submitted to the Media Relations office within the Office of University Communications by filling out the filming request form.
The size of the film production determines how much advance notice the production company or creative team must give the University. Small-scale productions must submit their filming request a minimum of four weeks in advance of the desired filming dates. Full-length feature films or television series must submit their filming requests a minimum of two months in advance of filming dates. The University recommends submitting requests well in advance of these minimum requirements.
The following information must be provided before the University can begin processing a film request:
- The names of individuals to be filmed (University faculty, staff or student(s))
- Locations and buildings to be filmed
- Crew size
- Scope
- Dates and times
- Security and parking needs associated with the project
- A full script and/or a thorough synopsis of the film
How the University Reviews Requests to Film
Once the University has received the submitted filming request form, the request will be reviewed internally. The University uses the following criteria when reviewing requests to film:
- The scope of the request;
- If the request is compatible with the University’s mission and purpose as an institution of higher education;
- The subject matter of the proposed film project;
- The potential disruption to administrative or academic programs or other scheduled activities;
- The schedule of University classes and events;
- The availability of desired locations, parking and security; and
- If the request features University faculty, staff or students’ expertise or experience.
The length of the approval process will vary based on the submitted documentation and these criteria.
The University reserves the right to deny filming requests in cases where it considers the project’s content to conflict with the goals, policy and mission of the University. Examples of such subject matter may include drug or alcohol use, violence, nudity, racism, sexism, overtly sexual scenes deemed to be obscene, subjects derogatory toward higher education, or that portray students, faculty or staff in a negative manner.
After Approval to Film is Granted
It is imperative that the campus community function normally during filming. Production companies and crews must ensure that filming does not disrupt the University’s academic mission or its normal daily operations.
Scripts
Any changes or revisions in the script following submission must be emailed to the Media Relations office at mediarelations@unc.edu.
Locations
Most areas of the campus, subject to availability and academic schedules, may be used for filming based on approval, with the following exceptions:
- South Building
- Wilson Library
- The Old Well
- The Bell Tower
- Residence halls while occupied by students. Additional advance notice is needed for filming inside residence halls when not occupied by students
Limitations
- All filming at interior locations requires advance permission.
- No filming will be allowed in libraries or classrooms during exam periods.
- Filming in a classroom requires a minimum of a one-week notice and express written permission from all students in class. An area must be provided for students wishing to attend class and not be filmed.
- School groups often visit our campus, and identifiable minors cannot be filmed without parental permission.
- Filming in clinical spaces may require additional permissions from UNC Health and patients, consistent with the Health Insurance Portability and Accountability Act.
- Production companies must be escorted at all times by a designee of University Communications while on campus property for production purposes.
- Generally, the University does not approve requests to film commercials or advertisements on University property or filming requests for nights and weekends.
- At its discretion, the University may permit access to restricted areas or approve the filming of commercials or advertisements on campus, under special circumstances.
Institutional Identification
University names, nicknames, trademarks, logos, mascots, landmarks (e.g., the Old Well or the Bell Tower), building and unit names may not be used in commercials, advertisements, films or non-news broadcasting programs without express written permission from the University. This restriction also applies to clothing or other items such as pennants bearing University logos used as costumes or set dressing. Permission to film institutionally identifiable items will depend on the use of the item. A script or storyboard will be required before any decision is made on the use of identifiable elements.
Additional Permits, Agreements and Fees
Location Agreement
If the University approves the filming request, the University will provide a location agreement to the production company. Location agreements are generated by the University’s Office of University Counsel. Large-scale filming projects or projects requiring the use of certain University facilities or services may require more complex agreements. No filming can begin without a signed location agreement. It is imperative to submit filming requests as early as possible to give the Office of University Counsel adequate time to draft these agreements.
Certain venues, such as the Dean E. Smith Center, Memorial Hall or other performance venues require an additional facilities-use agreement.
Facility Fees
The University will charge rental costs for locations such as performance venues that have a rental fee. The production company will be responsible for any other fees incurred such as parking, staffing and security for all locations.
Construction and Special Requests
Special requests affecting University buildings and grounds (removal of bike racks, flagpoles, tree and shrubbery pruning, etc.) must be submitted to the Media Relations office as soon as possible and will be subject to University approval. Representatives from affected University departments, along with a Media Relations representative, will be present during scouting on campus to discuss these requests.
Temporary construction must be done in a way that does not damage University property or endanger students, faculty, staff or visitors. The University’s Facilities Management Office must approve such alterations in advance. The University will require a list of specific materials the production company would like to use and the manner in which it will use them.
Any campus property that is altered must be returned to its original state. A production company liaison and the appropriate University officials must conduct a final inspection at the end of the production.
Insurance
A minimum $1 million certificate must be provided with the University named as additional insured for the days of preparation, setup, the actual filming and the tear-down time. Additional insurance may be required based on the scope and scale of the project, or if special locations are used. All insurance requirements must be met before filming begins.
Fire Permit
Larger productions may require a fire permit. The production company is responsible for notifying the Chapel Hill Fire Department about the project and obtaining any necessary fire permit(s). A copy of the fire permit(s) must be submitted to Media Relations at least five business days before the crew arrives. Other filming requirements, such as closing streets, are subject to approval from the Town of Chapel Hill or other non-University officials. Obtaining necessary approvals from non-University officials is the responsibility of the production company.
Parking and Security
Parking on campus is extremely limited. The Media Relations office will assist with coordinating parking and security, as needed. The production company should provide the Media Relations office with a list of:
- Parking and security requests as soon as possible;
- Production vehicles being used in connection with the project, including size and dimensions; and
- Security needs including the number of security officers and the hours they will be needed.
The University will work with the production company to accommodate the parking needs, but there is no guarantee that on-campus parking will be available.
Production vehicles may only park in the areas agreed upon prior to filming. If vehicle parking by the production crew will affect pedestrian routes, film crews must set up appropriate signage and safety barriers to alert pedestrians.
Charges for parking on campus will be billed separately. UNC Police will provide agreed-upon security and will bill the production company separately for these services.
Use of Drones
The use of drones for filming will be decided on a case-by-case basis and will be subject to approval by UNC Police and the Office for Campus Safety and Risk Management. Production companies must follow all relevant regulations issued by the Federal Aviation Administration and the University’s Unmanned Aircraft Systems Policy.
Smoke Free Policy
The University prohibits smoking inside its buildings and facilities. In addition, the use of lighted tobacco products (e.g. cigarettes, cigars, hookah) is prohibited in the outdoor areas controlled by the University up to 100 feet from University facilities. This policy applies to all University visitors, patients, students and employees, including faculty, staff and student employees. For more information, see the No Smoking Policy.
Credit
The production will credit the University for its cooperation as “The University of North Carolina at Chapel Hill.”
Exceptions
Campus units, students and news media must adhere to the University of North Carolina at Chapel Hill Media on Campus Policy.
Definitions
“Films” or “filming”: Include motion pictures (documentaries, commercial video productions, etc.), television shows, blogs, commercial still photography, audio recording and digital imaging.
Related Requirements
External Regulations and Consequences
University Policies, Standards and Procedures
Contact Information
Primary Contact
Unit: Media Relations
Email: mediarelations@unc.edu
Phone: (919) 445-8555