Filming and Photography on Campus

Type of Policy: 
Administrative
Effective Date: 
August 2016
Last Revised: 
July 2016
Review Date: 
August 2019
Policy Owner: 
Capital Planning & Space Management
Contact Name: 
Howard Wertheimer
Contact Title: 
Director, CPSM
Contact Email: 
howard.wertheimer@cpsm.gatech.edu
Reason for Policy: 

Filming: The state tax incentive for the Georgia film industry has resulted in an increase in film productions in Georgia. Film producers are finding that the aesthetics of the Georgia Tech landscape and building structures are artistically pleasing as sites for major film productions. In addition, Georgia Tech also receives requests from students, non-profit organizations, and commercial entities who want to use the campus as a backdrop for photography, film, or video. With the increase in requests to use campus space for filming and photography, a policy is needed to protect the daily operations of education, research, and other campus activities while looking for ways to support Georgia’s film industry and other requests that may promote the Institute’s reputation and brand.

The policy will also serve to define boundaries and provide direction to guide commercial photographers and videographers who are currently freely moving about Campus and inside Campus buildings and other spaces without permission.

Policy Statement: 

The Film and Photography policy applies to any third-party non-Georgia Tech affiliated group, company, or organization and to any individual, party, or company, including students, faculty, staff or members of the Institution regardless of relationship. Institute Communications will protect the Georgia Tech brand and its reputation by requiring third-party groups to obtain prior approval before any third-party non-Georgia Tech entity is authorized to represent or use any space inside a classroom building, conference building, research building, or outdoor space on campus for filming or photography. Restrictions include prohibiting filming during busy periods of the fall and spring semesters, the week of final exams, and the reading period before final exams. Other restrictions may also apply during the summer semester depending on Campus activities or events.

Requests for film and photo shoots that do not distract from the business of education, research, and other campus activities may be considered during the semester on a case-by-case basis. Requests from Georgia Tech students, student groups, departments, and cooperative and/or affiliated organizations for photography may be granted based upon the availability and approval of the location requested and the content and purpose of the shoot. Requests from commercial entities and non-profit organizations for filming and photography will be reviewed and consideration will be given to those productions that best complement our role as a public institution of higher education. Approved activities should be in alignment with our strategic goals, as well as complementary to the Institute’s well-respected brand.

Exceptions to the review process for implementing this policy are noted and only apply to those third-party groups that meet criteria listed in “Event Facilities” section under Definitions. These exceptions are intended to expedite and streamline the review process for those events that are requesting approval to be located in a single Event Facility for the duration of their film or photo shoot.

Scope: 

This policy applies to representatives from the film industry including but not limited to all those working on the film production. In addition, this policy applies to corporate and other requests that are not related to the film industry.

Commercial photographers are also subject to this policy. Private photography, such as photography for weddings and receptions that are located in a single Event Facility for the duration of their photo shoot, do not fall under this policy, although they must coordinate their photo shoot through the Event Manager of the Event Facility.

News organizations, as defined by Institute Communications (IC), do not fall under this policy, but are required to coordinate on-campus visits through IC.

International film requests must also be vetted through the Office of Legal Affairs.

For the purpose of this policy, campus facilities are divided into two sub-groups – Event Facilities and Academic Facilities.

Definitions:

Campus Institute-owned or leased buildings, grounds, and property including certain sidewalks and streets within campus boundaries.
Academic Facilities Classroom and lecture hall buildings whose primary function is for classes, study, research, and academics.
Event Facilities Campus facilities whose primary function is to serve in an event hosting capacity including athletic venues. It is not the primary mission of these spaces to serve as a meeting space for academic classes or study areas.
Film Production Any for-profit or non-profit commercial, movie, episodic filming, television, episodic television, commercial, video, and documentary project.
Limited Scope - Minor Production. (For Event Facilities only) Any production that lasts less than 48 hours from arrival to departure from campus and that is located in a single Event Facility for the duration of its film production or photo shoot. Examples include television pilots, episodic productions, commercials, and documentaries.
Film Production Company Filming company and its representatives. Any individual directly or indirectly involved with film production.
Commercial Photographer Any photographer who is or works for a commercial entity.
Film Logistics Committee The Film Logistics Committee (FLC) works under the guidance of the Office of Capital Planning and Space Management (CPSM) and is tasked with reviewing all film and photography requests to work on the Georgia Tech Campus with the exception of news organization. IC reviews and coordinates on-campus visits by news organizations.
Film Logistics Review Process The FLC will make recommendations to the Executive Vice President for Administration and Finance regarding minimizing disruption to Campus operations while permitting film production on campus. The producer and/or pertinent film crew personnel must meet with the Film Logistics Committee to discuss the logistics of the film project, including, but not limited to, dates, time, location, set-up, parking, security, insurance, and all details and procedures.
Executive Vice President for Administration and Finance GT administrator with final approval for filming and photography.
Vice President for Communications and Marketing GT administrator responsible for protecting the Institute’s reputation and brand including the usage of Georgia Tech logos and other iconic images and symbols.

GT Filming Location Licensing Agreement

The Georgia Tech Filming Location License Agreement is the contractual agreement that will govern all filming on Campus for a specific film production.

GT Photography License Agreement

The Georgia Tech Photography License Agreement is the contractual agreement that will govern all commercial photography on Campus for a specific photo shoot.

4.1. Labor and Expense Reporting

GT staff and employees who provide their work time to a film production or who work on administrative or policy issues pertaining to film production must report such time by completing the Labor and Expense template form ( http://space.gatech.edu/films-and-photo-shoots ) for the Controller’s Office. This form is used to account for any GT employee time or other expense that is not captured elsewhere for GT’s tax reporting purposes, and must be submitted to the Controller’s Office when requested or at least annually.

4.2 Pricing for Direct Filming and Photography Costs

GT staff and employees who are involved with filming and photography on campus venues must periodically canvas other similar venues, especially those in the greater Atlanta area, to ensure Institute rental prices are competitive with venues of a similar quality and function. GT will charge fair market prices for venue rentals and provide full cost recovery for use Institute property for commercial filming and photography on campus. Campus units providing ancillary services, such as parking, facilities and information technology staff, and campus police, for film production should recover full costs for these services, to be calculated on either an hourly or daily basis.

Procedures: 
Film and Photography Production
Scouting Film coordinators may scout desired locations on campus by contacting Capital Planning and Space Management (CPSM). Visits to campus buildings must be coordinated by CPSM. Entering campus buildings without prior authorization or interrupting classes is not permitted.
Script Approval A copy of the film script or synopsis of the script with the specific portions of the script to be filmed on campus must be submitted to Institute Communications for review. Photographers must submit a proposal for commercial photography that includes how the images will be used. Private photography, such as photography for weddings and receptions that are located in a single Event Facility for the duration of their photo shoot, do not fall under this policy, although they must coordinate their shoot through the Event Manager of the Event Facility.
Submission of Application and Application Fee for Filming on Campus If the script or script synopsis is approved by Institute Communications, the film coordinators must then submit the Application for Filming and Photography to Capital Planning and Space Management (CPSM) regardless of the venue for filming. The application is located on the CPSM website at: http://space.gatech.edu/films-and-photo-shoots. The application must be submitted to CPSM along with a $100 non-refundable application fee payable to Georgia Institute of Technology. The producer and/or pertinent film crew personnel will then be required to meet with the Film Logistics Committee or the Executive Review Committee, if applicable. Approval of the script and submitting the application and deposit does not ensure permission to film on campus. An executed license agreement is required prior to set up for filming on campus.
Photography Requests Commercial photographers should complete the Photo Shoot application to request a photo shoot. The photo shoot must be approved by Institute Communications. Photographers are not required to pay deposit fees. However, Commercial Photographers will be charged fees once a requested location is confirmed and dates and hours are scheduled. Photographers who are photographing buildings or landscaping projects that were contracted by Georgia Tech should contact CPSM directly for assistance.
Staging/Holding Locations With guidance of Parking and Transportation, the Fire Marshal, and Facilities, the Film Production may request parking areas and staging locations for film crew and equipment vehicles. This includes space for food trucks and trailers for "talent."
Parking and Transportation The Office of Parking and Transportation is responsible for all uses of street and surface parking, parking lots, or parking decks. All plans must be approved by the designated authority within Parking and Transportation and must conform to state and university traffic laws.
Coordination with Area and Building Managers, and Other Georgia Tech Personnel
Scheduling
CPSM will coordinate with administrators and building managers from Georgia Tech buildings, colleges, schools, offices, and departments regarding film and photography requests.
Film Logistics Committee Evaluation Academic courses, campus events, and other campus activities will have priority for any use of space. For filming in outdoor spaces and instructional spaces no less than six (6) weeks prior notice is required from start date. Filming can only take place in these spaces during Breaks between Semesters or during Spring Break. These fall in the months of March, May, and August. Photography in outdoor space and instructional spaces will depend on the logistics. The producer and/or pertinent film crew personnel must meet with the Film Logistics Committee to discuss the logistics of the film project including, but not limited to, dates, time, location, set-up, parking, security, insurance, and all details and procedures. During this evaluation, the committee will take into consideration the academic calendar, other campus events, construction projects, room maintenance, and any other projects taking place. The producer will be advised of campus policies and required procedures. Site drawings and set-up information requested by the Fire Marshal and GTPD must be submitted and approved by the FLC before filming can take place. Producer must coordinate an effective plan for vehicles with GT Parking and Transportation. All issues must be resolved prior to final approval by the Executive Vice President of Administration and Finance or his/her designee.
Temporary Changes to Campus Structures Any plans for temporary changes to campus structures for production purposes inside buildings or outdoors on campus must be reviewed and approved by the Associate Director of Construction Services prior to any alterations, including, but not limited to, building sets on campus property. All issues must be resolved prior to final approval by the Executive Vice President of Administration and Finance or his/her designee. Once the Institute approves the temporary change plan, the producer and/or film crew will be responsible for implementing the approved temporary structural changes and for returning the location and/or structure back to pre-filming condition, including costs or expenses associated with such implementation.
Operating Outside Normal Business Hours Filming hours for Instructional Spaces are from 7:30am-7:30pm Monday-Friday (no weekends). Any filming that requires the use of campus buildings after normal business hours, or on weekends will require special permission, over-time fees, and coordination with CPSM, the area and building managers, and the Police Department.
GT Office of Legal Affairs The Georgia Tech Office of Legal Affairs (Legal Affairs) must review all license agreements before any film production is permitted on campus.
Insurance, Claims, and Property Control Georgia Tech Insurance, Claims, and Property Control will determine insurance requirements for each Production held on campus in accordance with Board of Regents requirements. Certificates of insurance and approval must be provided before production or filming is permitted.
GT Police Department The Georgia Tech Police Department is required for the security of all campus property. City of Atlanta permits are required for city street closures. Any private security company hired by the production company must report to and coordinate with the Georgia Tech Police.
Campus Fire Marshal The Film producer is responsible for submitting all required site drawings and documents to the Campus Fire Marshal for prior approval four (4) weeks before set up and filming can take place on campus.
GT Filming and Photography License Agreements The Georgia Tech Filming and Photography License Agreements are the contractual agreements that will govern all filming and photography on Campus. The film production must submit two (2) originals to be signed by the Executive Vice President for Administration and Finance for approval to work on campus.
Required Security Deposit for Classrooms and Outdoor space The security deposit allows GT to deduct the cost of remedying any unintended damages to GT property. If there is no damage to GT property while filming, the security deposit is returned to the production company.

A $500 security deposit will be charged for films with estimated project fees expected to total less than $1,000. Payment is required upon execution of the Georgia Tech Filming License Agreement.

A $5,000 security deposit will be charged for films with estimated fees expected to total $1,000 or greater.

The security deposit will be returned within thirty (30) days from the completion of filming and after Georgia Tech staff has confirmed that no damage has occurred to the campus due to filming. If damages are identified, costs to repair the damaged area will be charged against the deposit. GT reserves the right to retain the deposit to defray final fees and expenses.

Security Deposit and Use Fees for Athletic Recreation and Event Venues Security, deposits, and use fees for conference and athletic spaces for filming or photography will be charged on an individual basis and is based on the amount of space used, time of use, and other services required.
Fees for Filming and Photography inside Classroom Buildings and for Outdoor Space Filming

Please see website for more information about current fees. http://space.gatech.edu/films-and-photo-shoots

Additional fees for Georgia Tech Police, Parking, Catering, and Facilities support e.g., HVAC, electrician, maintenance or other support provided by Georgia Tech, will be included as an exhibit in the License Agreement.

Photography: Freelance photographers who work for, or represent commercial entities, and are approved for photography by IC, are not required to pay a deposit. An hourly rate will be charged for photography inside campus buildings or outdoors on campus. Dates, times, and locations must be coordinated through CPSM.

Please see website for more information about current fees. http://space.gatech.edu/films-and-photo-shoots

Waste, Recycling and Removal from Institute Property Upon completion of project, the film production will ensure that all items relative to project in need of disposal are removed from campus and/or disposed of according to acceptable guidelines for disposal or recycling. Unless otherwise agreed, prior to filming, GT will not accept responsibility nor provide mechanisms, sites or resources for such removal or recycling.
Damage to Institute Property

Producer shall use reasonable care to prevent damage to campus premises and producer shall be responsible for any damage to the premises, including, but not limited to, damage to personal property, buildings, and equipment in and around campus caused by or incident to producer’s use of the campus, normal wear and tear excepted.

In the event that damage has occurred, the film production is responsible for returning the space to its normal condition. Normal condition will be based on photographic evidence of the space use prior to filming.

Responsibilities: 

Institute Communications

Institute Communications (IC) will review content of filming projects and photography requests as part of its approval process. In addition, IC will evaluate any request that involves the use of the Georgia Tech brand, such as the iconic Tech Tower or Campanile. IC will be notified by CPSM if a request is approved and will be informed of the dates, locations, and schedule, including set build out.   IC is responsible for evaluating the need to announce the activity to the broader campus community, and will do so if it is deemed to have a significant impact on the campus.

Capital Planning and Space Management

Capital Planning and Space Management (CPSM) will review the potential for campus disruption from filming projects and photography requests as part of its approval process.  Academic courses, campus events, and other campus activities will have priority for any use of space.

CPSM will have oversight of the Film Logistics Committee approval process and may weigh campus concerns when considering the final authorization.  CPSM should receive the initial request for filming and photography projects and will decides if the request, via the application, warrants further consideration from the FLC.

The Policy for Filming and Photography on campus is a campus-wide policy. Departments that reserve space for filming and photography must all follow the same procedures and guidelines for use of campus space. Other Georgia Tech departments, cooperative and/or affiliated organizations, including but not limited to those listed below, must coordinate all requests for filming or photography on the Georgia Tech Campus through CPSM.  

Georgia Advanced Technology Ventures (GATV)
Georgia Tech Research Institute (GTRI)
Academic Units
Academy of Medicine
Alumni Association
Athletics Association
Campus Recreation Center
Campus Services
Police Department
Student Center
Student Success Center

Enforcement: 
Film productions and photography shoots that fail to comply with the policies and guidelines may be subject to the cancellation of the remainder of the project unless a mutually agreed upon solution can be reached. If a film or photography project is canceled due to behavior that is contrary to Georgia Tech policies and regulations, any pre-paid deposit will be non-refundable. Additionally, depending on how much time has elapsed, other fees that were charged may still be owed to Georgia Tech.
Policy History: 
Revision Date Author Description
4-11-2016 Capital Planning and Space Management New Policy

 

Map of Georgia Tech

Compliance and Policy Management
760 Spring Street N.W. Suite 324
Phone: 404-385-0731