Commercial Filming and Photography Policy

Revision History

  • Policy Name: Commercial Filming and Photography  Policy
  • Policy Owner: University Communications
  • Policy Approver(s): Vice Presidents
  • Version Number: 1
  • Effective Date: July 1, 2023
  • Last Reviewed/Approved Date: July 1, 2024
  • Next Scheduled Review Date: July 1, 2025

1.0 Purpose

Elon University seeks to cooperate, when possible, with commercial and nonprofit film and video production entities or individuals desiring to use Elon facilities as a setting for film and video, particularly when it can be demonstrated that these activities provide a benefit to the university and/or its students, and when such activities are not disruptive to the university’s normal operations and/or educational mission. As part of this policy, Elon University seeks to protect its name, reputation, facilities and landmarks from commercial use except where expressly permitted by the university.

2.0 Scope

This policy applies to any and all external agencies, organizations, individuals or entities seeking to video, film, livestream, broadcast or take photographs on property or within facilities owned by Elon University. This policy does not apply to news media in their official capacity. This policy does not apply to Elon University student media or to Elon students completing academic assignments or participating in official extracurricular activities.

3.0 Policy Statements

  • All requests for commercial video, film, livestream, broadcast and photography activities anywhere on property or within facilities owned by Elon University must be directed to the Vice President for University Communications or the Assistant Vice President for Strategic Communications and Media Relations within the Office of University Communications. No other offices may grant permission for these activities.
  • If a request for use of the campus property or facilities is approved, the Elon University Office of University Communications will be responsible for coordinating with the production company and acting as a liaison with all appropriate university offices.
  • The Office of University Communications and the originating office shall notify Elon University Campus Safety and Police of all commercial filming and/or photography activities, and Campus Safety and Police will determine if there is a need for a security and/or police presence during such activities.
  • Any request for commercial video, film, livestream, broadcast and photography activities anywhere on property or within facilities owned by Elon University must be accompanied by the completed “Elon University Property Video Photography Location Agreement” that will be provided on request, along with all required insurance certificates and descriptions.
  • Insurance certificates must be reviewed and approved by the Elon University Director of Risk Management and Insurance prior to the location agreement being signed by Elon University.
  • In addition to the location agreement, each commercial filming entity must submit to the Vice President for University Communications, at least 10 days in advance of filming, a copy of the script to ensure that the content does not conflict with the policies, practices, mission and educational mission of the University. Examples of such subject matter that may be cause for denial of permission to film at Elon University include drug or alcohol use, excessive violence, nudity, racism, sexism, or excessive negative portrayal of higher education or students, faculty and staff.
  • Each commercial production entity or individual may be charged a location fee which will be determined on a case-by-case basis by Elon University in its sole discretion. The location fee is in addition to any charges related to the production as indicated in the location agreement.
  • Permission for use of campus or facilities for commercial productions will be considered in terms of size and complexity of the production and its potential for disruption of classes and other normal campus activities. Whenever possible, productions should be scheduled for weekends and during breaks in the academic calendar.
  • The university requests that the production offer educational and/or extracurricular experiences to Elon students. The university encourages the use of students as extras and production assistants for on-campus productions. The university also encourages representatives of production companies to make themselves available for classroom discussion of their work.
  • A discussion and/or walk-through of all proposed shooting locations must be conducted with an appropriate Elon representative at least 10 days in advance of the desired dates.
  • 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 when the shooting locations are inspected by university officials and found to be in satisfactory condition.

4.0 Definitions

Films, Filming, Video, Photography: Includes any imagery preserved for reproduction, broadcast, livestream or display, including motion pictures (documentaries, commercial video productions, etc.), television shows, blogs, commercial still photography and digital imaging.