Filming on Campus
Purpose
The purpose of these guidelines is to outline and simplify the process of planning and executing film productions, other than those being done by news organizations for news purposes.
Scope of Applicability
This procedure applies to any non-media request for filming on campus. The words “films” or “filming,” as used in this policy include motion pictures (documentaries, commercial video productions, etc.), television shows, blogs, and digital imaging.
Procedure
The University of Arkansas thoroughly reviews all requests in detail to determine if they are compatible with the University’s mission and purposes.
It is imperative that the campus community functions normally, and production crews not disrupt the University’s academic mission or its normal daily operations.
In considering a film request, the subject matter of the film and the potential disruption of administrative or academic programs or other scheduled activities will be of primary consideration in determining whether to grant permission to film on campus. Generally, the University does not approve requests to film commercials or advertisements on University property.
Request Process
All requests for location scouting should be sent to University Relations via the Location Scout Request form.
Once the University has received the scout form, the request will be reviewed internally. The length of the approval process will vary depending on the scope of the request. Considerations of requests will also depend upon the schedule of classes and events, the availability of desired locations, parking, and security.
Script Approval
A copy of the final script and/or thorough synopsis must be submitted to University Relations 30 days in advance of desired shoot dates before a request can be considered.
Any changes or revisions in the script following submission must be brought to the attention of University Relations.
Locations
Most areas of the campus, subject to availability and academic schedules, may be used for filming based on approval.
All filming at interior locations requires advance permission, and no filming will be allowed in libraries or classrooms during exam periods. Filming in residence halls while students occupy the facility will not be allowed.
Note: Filming in a classroom requires notice and express written permission from all students in class, as well as permission of the professor or instructor of the 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.
Location Agreement
The production company will be required to sign an official University location agreement, allowing adequate time to process the agreement through the University’s Office of General Counsel. No filming can begin without a signed location agreement. An agreement will be provided upon approval of filming.
Location Fees
The University generally charges location fees for the use of our facilities. In addition, the University will charge actual rental costs for locations such as performance venues and may require a separate location agreement for those venues. The production company will be responsible for any other fees incurred such as parking, staffing, and security for all locations.
Generally, daily permit fees are $500 a day for independent films and $1,000 a day for studio-backed films.
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 University Relations as soon as possible and will be subject to approval. Representatives from affected University departments, along with a university 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 final inspection by a production company liaison and the appropriate University officials is required at the end of the production.
Insurance
The production company will be required to provide workers compensation and comprehensive general liability insurance as detailed in the university location license agreement.
Institutional Identification
University names, nicknames, trademarks, logos, mascots, landmarks, 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.
Content Restrictions
The University reserves the right to deny filming requests in cases where it considers the project’s content to be in conflict with the goals, policy, and mission of the University.
The following cannot be a part of any of a production filmed on our campus: Excessive vulgar, obscene language; Nudity; Obscene or sexual activity; Tobacco products or use of or discussion of tobacco products; Illegal drugs, controlled substances or behavior as the result of illegal drugs or controlled substances, or discussion of illegal drugs or controlled substances; Overuse or misuse of alcohol, or misconduct as the result of alcohol; Unlawful conduct or activity; Violation of personal privacy; and The maltreatment, mistreatment or abusive treatment of any animals.
Parking and Security
Parking on campus is extremely limited. University relations will assist with coordinating parking and security, as needed. The production company should provide a list of parking and security requests as soon as possible. A list of production vehicles, including size and dimensions, must be provided to the University in connection with the project. The University will work with the production company in an effort 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. Fire lanes may not be blocked under any circumstances.
Charges for parking on-campus will be billed separately by the University Transit and Parking department.
Use of Drones (Unmanned Aircraft Systems)
The use of UAS for filming will be decided on a case-by-case basis and will be subject to approval by the University of Arkansas. The campus is located in the flight path of nearby Drake Field, requiring a lower flight ceiling and increased FAA scrutiny for proposed flights. In addition to the regulations issued by the Federal Aviation Administration, the University has a policy outlining the use of drones during filming on campus located at https://vcfa.uark.edu/fayetteville-policies-procedures/fama/7081.php .
Smoke Free Policy
The University of Arkansas is a smoke-free environment. Smoking is therefore prohibited in all indoor and outdoor facilities on University-owned and leased property with no exception, including within vehicles parked on those properties. This policy also applies to any fraternity or sorority officially recognized by the university.
Credit
The production will credit the University for its cooperation as “The University of Arkansas.”