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Policies and Procedures: Usage of Videotaping, Commercial Photography and Filmmaking

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Copy Deadlines and Specifications for University Publications | University Relations Policies and Procedures for Major University Events | Policies and Procedures: Usage of Videotaping, Commercial Photography and Filmmaking

North Carolina Agricultural and Technical State University
Office of University Relations
Office (336) 256-0863 Fax (336) 256-0862
rowlandn@ncat.edu

Note: All requests regarding commercial photographs, videotaping or filmmaking must be approved by the Office of University Relations. Please direct all inquires to Nettie Rowland, director of media relations.

Photographs

  • Submit your request in writing with the name of the organization, purpose, desired location and distribution a week in advance (request can be waived based on the discretion of university officials). Request can be sent by email, however follow up with a phone call to make sure it has been received.
  • Approval will be given by the Office of University Relations
  • A representative from the university will be on-site with the photographer during the shoot.
  • The Office of University Relations will secure students, faculty, staff or administrators for the photo shoot.

Video Taping/Film Making

  • If you plan to film on campus for commercial purposes you must submit a detailed description of your project a month in advance. Make sure you include in writing, the name of the organization, purpose, desired location, days and hours of shooting, number of people involved in each day’s shooting, type of activity to be filmed, list of equipment and vehicles and the number and size and composition of structure involved.
  • A script must be submitted to the director of media relations for review at
    least 30 days prior to the filming. This requirement can be waived for smaller productions if approved by the university.
  • Productions will be considered based on the size, complexity and the impact it will have on classes and other daily campus activities.
  • The university will carefully evaluate the production making sure it complements the institution and its mission and provides an educational or worthwhile experience for the students. The university recommends that A&T students be used as extras and production assistants. In addition, representatives of the production company are encouraged to make themselves available to interact with students and faculty.
  • The University Relations Office will work with the Events Center,
    Parking and Public Safety, Physical Plant Offices and other departments on campus to screen request. A walk-through of all proposed shooting locations must be conducted with a university representative at least 10 days prior to the desired shoot.
  • Once a request has been given tentative approval, the production company must meet with representatives of all university departments involved. The meeting will be coordinated by the Office of University Relations
    and the Events Center.
  • Ten days prior to the first set up a commercial general liability insurance certificate with limits of $1 million per occurrence, naming
    North Carolina A&T State University and its employees and agents as additional insurers, must be filed with the director of media relations. If the production company has three or more employees, it must furnish proof of Worker’s Compensation insurance.
  • The university reserves the right to require production companies to make a damage deposit prior to the arrival of any production vehicles on campus. The damage deposit will be refunded in full when the shooting locations are inspected by university officials and found to be in satisfactory condition. Special arrangements can be made for small productions.
  • A location fee will be charged to each production company, which will be determined on a case-by-case basis.
  • A companies request is confirmed when a contract has been signed. The document must contain a hold-harmless clause approved by A&T university counsel. Twenty-four hours prior to the set-up time for the production, N.C. A&T must have the client’s insurance certificate, damage deposit, check for full amount of location fee and signed contract. The contract becomes operative.