- University Approval:
All commercial photography, filmmaking or videotaping on the campus of East
Carolina University must be approved in advance in accordance with this Policy
Statement by the Director of University Marketing. The University reserves
the right to apply any or all of these requirements at any time to any photography,
film-making or videotaping by any commercial or non-profit organization not
directly affiliated with East Carolina University.
- Athletics Facilities:
Use of Athletics facilities for commercial photography, filmmaking or videotaping
is governed by separate policies and procedures established by the Athletics
Department. Parties interested in the use of these facilities should coordinate
their requests with the Associate Athletics Director for Special Projects.
- Production Considerations:
A production will be considered in terms of its relationship to the education,
research and public service missions of the university, its size, complexity,
and the degree to which it may reasonably be anticipated to disrupt normal
University operations. Where feasible, productions should be scheduled on
weekends and during vacation periods. First consideration will be given to
those productions which best support the University’s mission.
- University Evaluation:
The University will carefully evaluate the extent to which the production
might offer educational or other worthwhile experiences for ECU 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 commercial production is generally defined as any scripted, non-news
News and Media Productions.
News and media crews are requested to coordinate all on campus
activity through the ECU News Bureau.
Anyone wishing to film on campus for commercial purposes must submit
in writing detailed information about the proposed project describing:
- the nature/subject of the production;
- dates and expected hours of shooting;
- number of people involved in each day’s shooting;
- type of activity to be filmed;
- list of equipment and vehicles used in connection with the filming;
- the number, size and composition of structures involved; and
- any additional information requested by the Director of University Marketing..
This information and a script must be submitted for review to the Director
of University Marketing at least thirty (30) calendar days before the
- Photography Procedure:
A streamlined process will be applied to requests for still photo
and simple video shoots. The following information concerning these projects
must be submitted for consideration:
- desired location for shoot; and
- any additional information requested by the Director of University
Marketing. This information must be submitted at least ten (10) calendar
days in advance.
The Director of University Marketing is responsible for all arrangements
pertaining to a production on campus. All offices providing services that
are involved, including parking, public safety, depend on this office to screen
requests and make arrangements.
A walk-through of all proposed shooting locations must be conducted
with an appropriate University representative at least 10 days in advance
of the desired shoot. After locations are given tentative approval, the production
company must take part in an initial meeting with representatives of all of
the University departments involved.
A commercial general liability insurance certificate with limits
set by the University, naming East Carolina University and its employees and
agents as additional insureds, must be filed with the Director of Marketing
at least ten (10) calendar days prior to the first set-up day. In addition,
if the production company has three or more employees, it must furnish proof
of Worker’s Compensation insurance.
- Damage Deposit:
The University reserves the right to require production companies
to pay 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.
- Location Fee:
Each production company will be charged a location fee that will
be determined on a case-by-case basis.
- Cost Reimbursement:
All costs incurred by the university relating to a production will
be reimbursed by the production company.
- Contractual Agreement:
The University will consider a shoot approved when a contract has
been signed. The contract must contain a hold-harmless clause approved by
the University Attorney. ECU must have the client’s insurance certificate,
damage deposit, and check for the full amount of location fee and other fees
at least 48 hours before the first set-up begins. At that point, the conditions
in the contract become operative.