If you are interested in photographing or filming on property belonging to the University of Georgia, you must obtain formal, written permission. As detailed below, any use of identifiable marks and locations, as well as the association with the University of Georgia is subject to review and will also be considered under the university’s Trademark Policy.
For purposes of this policy, external use shall include filming or photography on campus for commercial purposes for which the University of Georgia or the Board of Regents will not own the copyright to the work created.
All external filming and photography require a location agreement approved by Marketing and Communications staff. The University of Georgia may not be identified without prior expressed written permission of the Marketing and Communications department.
Examples of external use filming or photography include:
- Theatrical, physical, digital release, broadcast or print media;
- industrial use (e.g., trade show or intra-company, intra-industry use);
- editorial use;
- public service announcements;
- social media video content, non-UGA student filming; and
- documentary.
Please review the following processes and guidelines.
How to request permission
To film or photograph on any property owned by The University of Georgia, you must make a request and be approved to do so in accordance with the following permission process. Access to and use of property will be coordinated by the University of Georgia Broadcast Manager listed below. (Note: Requests for access to Athletics property must be coordinated through the University of Georgia Athletic Association.)
- Submit a Location Request Application
A location request application must be submitted at least 30 days prior to the first filming date. Once you have submitted a request, a copy of the request will automatically be sent to your email address. PLEASE NOTE: This copy is NOT a confirmation that you may film on property owned by the University of Georgia. It is a confirmation that the request was submitted and has been received for review.
Requests to film on University property will be evaluated by Marketing and Communications staff. A request may be granted or denied in the University’s discretion, which will include consideration of the following factors:
• Will the project interfere with educational, research, program functions or previously scheduled events?
• Will the project pose a security or safety risk?
• Will the project compromise the privacy of any faculty, staff, student, or visitors at the University of Georgia?
• Will the project result in any potential logistical problems?
• Will the project be appropriate and protective of the intrinsic value of the University of Georgia name and deemed consistent with the interests of UGA as an institution of higher education?
• Will the project comply with the University of Georgia policies and procedures, including the Solicitation and Trademark policies? - Coordinate logistics of the filming or photography shoot with the Division of Marketing and Communications
Logistics including but not limited to production dates, cast/crew member total, parking, security, road closures must be reviewed and approved by Marketing and Communications staff at least 7 days prior to the first date of production. The University may at its discretion send a representative to be on site for all or part of the shoot.
- Enter into a Location Agreement with the University
If your request is approved, you will be asked to sign a location agreement which will be sent to you, and such request approval will be contingent on your execution of the location agreement. These documents must be executed and submitted at least 7 business days prior to the first filming date.
Rules applicable to shoots approved under this policy
Identifying the University of Georgia
The University of Georgia may not be identified without prior express written permission of the Division of Marketing and Communications.
Identification includes the following:
- The inclusion of exterior shots of buildings, structures, and statues identifiable or associated with the University of Georgia.
- Any shot showing University of Georgia names, graphics, maps, signs, symbols, service marks, trademarks, and logos identifying or associated with the University, such as the Chapel bell, and the Arch.
Responsibility to secure other rights
It shall be the sole responsibility of the company/producers/individuals to obtain any and all necessary permissions and/or releases, including the permission of individuals appearing in the photographing or filming.
Time and place restrictions
Film or Photo production is not permitted inside of and or near the entrances to certain structures on campus:
- University libraries and student learning centers
- Student residence and dining halls
- University health care facilities
- Restricted access laboratories
In addition, no filming, set construction, strike, or other activities shall take place during the hours of 12:00 midnight and 6:00 am, and some areas of campus have further time limitations that may be imposed.
Insurance requirements
Appropriate insurance coverage is required of anyone approved to engage in commercial or documentary filming or photography under this policy, including comprehensive general liability insurance naming The Board of Regents of the University System of Georgia, by and on behalf of the University of Georgia as an additional insured. A certificate of insurance must be provided to the University 7 days before the first production date. The University retains the right to require additional insurance based on the production size and level.
Standard fees*
| Type of Production | Full-day location fee/per day/per site (5–10 hours) | Half-day location fee/per day/per site (1–4 hours) |
|---|---|---|
| Major motion pictures | $6,000 | $3,000 |
| Motion pictures, television shows or commercials, videos, or any filming for electronic media | $3,500 | $1,750 |
| Documentaries (including faculty interviews and visuals of research facilities) | Fee will be dependent on scope of project and evaluated on a case-by-case basis | Fee will be dependent on scope of project and evaluated on a case-by-case basis |
| Photography | $2,000 | $1,000 |
*Fees are subject to change and can be negotiated or waived by the responsible office.
Additional fees for facility rentals, cancellation, parking, security, staffing, technical assistance and logistics coordination may apply, and will be determined on a case-by-case basis.
Operation of unmanned aircraft systems (Drones)
Operation of an unmanned aircraft system (UAS), also referred to as a drone, is governed by the Federal Aviation Administration (FAA). For commercial film and aerial photography on University property, pilots must comply with all FAA rules, regulations, and applicable state of Georgia laws. In addition, pilots must follow the guidelines below and must supply documents to the University prior to flight.
- Each UAS flight must have an identified pilot in command.
- Pilot must hold a remote pilot airman certificate with a small UAS rating.
- Upon request by the University, the pilot will provide the University with a certificate of insurance in a form and amount satisfactory to the University.
- Pilot must acquire any necessary permissions to unlock geofenced areas prior to flight.
- Pilot must obtain all necessary permissions from federal, state and local governments and other entities required, including Athens Ben Epps Airport, and will submit upon request to the University copies of any permits or authorizations obtained.
Property owned by University affiliates
Agreements to record or film on property owned by University-affiliated groups, including the University of Georgia Athletic Association and the University of Georgia Real Estate Foundation, must be negotiated directly with the property owners. In these instances, The University of Georgia may not be named or otherwise identified without prior express written consent.
Cancellation
A fee equal to the first day’s location fee will be charged if the cancellation occurs less than 48 hours before the production is scheduled to begin.
Security
University police may be required to be on location. Public safety officials determine staffing requirements. Fees for these services are charged to the production company.
Technical assistance
Electrical work and other technical services related to the university’s buildings and grounds and their systems, including custodial and utility work, must be performed and supervised by the university’s staff. Fees for these services are charged to the production company and are determined on a case-by-case basis.
Contact
Christopher Childs
Division of Marketing & Communications
Broadcast Manager
Hodgson Oil Building, Suite 200 N
286 Oconee St.
Athens, GA 30602
706-202-9033
chris.childs@uga.edu
James Hataway
Division of Marketing & Communications
Senior Director for Integrated Media Communications
Hodgson Oil Building, Suite 200 N
286 Oconee St.
Athens, GA 30602
706-542-6927
jhataway@uga.edu