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HSU Policies

EM:P08-01 Humboldt State University Policy For Commercial Visual And Sound Productions

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Month/Year Posted: 
03-2008
Policy Number: 
EM:P08-01

Introduction:

This Policy presents guidelines for the use of Humboldt State University (“HSU” or the “University”) as a site for commercial visual and sound productions (“Production(s)”). Production is defined to include the capture of moving images of HSU property by any means on any media, including film, videotape, digital disk or any electronic or other medium or to the Internet. The Policy takes into consideration HSU’s primary mission and academic priorities. Any Production should not significantly interfere with the normal operations of the University. Any Production should not cause significant disruption to HSU employees or students, and whenever possible, should be scheduled on weekends and during vacation periods. First consideration will be given to those Productions which best showcase HSU’s role as the premiere public university of California’s North Coast. HSU reserves the right to deny a request for any Production for any reason. Persons (“Production Companies”) granted the right to operate at HSU are responsible for meeting the requirements of this Policy and for fulfilling all relevant legal obligations and requirements.

This Policy does not restrict faculty or students seeking to engage in any strictly academic filming or sound production endeavors. This Policy focuses on campus visual and sound production for commercial purposes.

For assistance or more information, contact HSU’s Office of Marketing & Communications at (707) 826-3321.

Production Company Information:

The University requires communication with an authorized representative from the Production Company. This person must be able to make decisions for the company and will be held accountable for compliance with University requirements as defined in these guidelines.

Production Process and Timeline:

Anyone planning a Production that utilizes any area owned or controlled by the University will need to obtain written permission from the Vice President for Advancement prior to production. Film permit requests and a script (see Appendix A) must be submitted to the Office of Marketing & Communications prior to any consideration. Generally, the approval process takes at least three weeks.

Requests should include information regarding locations, days and hours of work, number of people involved in each day’s work, type of activity to be included, a list of equipment and vehicles used in connection with the work, and the number, the size and the composition of structures involved. Production staff must display official credentials, approved in advance by the University, at all times while working on campus.

Script Review and Prohibited Elements:

A copy of the final script or storyboard for the Production must be submitted to the University for review prior to approval. Any script changes or additions must be brought to the attention of the HSU Marketing & Communications Office prior to filming or recording. Substantive changes to the script may cause the University to withdraw permission for use of its locations.

Productions must be consistent with the interests of the University. They may not include implied or actual campus endorsement of products, candidates, causes or concerns, or representations which could be seen as derogatory or defamatory toward HSU.

The following types of content are expressly prohibited, and if it is discovered that they are included in the Production, are grounds for immediate withdrawal of permission to film:

  • any depiction of nudity, whether total or partial;
  • any depiction of actual or simulated sexual acts; and
  • any implied or actual alcohol, tobacco or drug use.

Plans for special effects involving pyrotechnics will be reviewed closely, as will any simulated car chases and scenes involving gunfire. HSU reserves the right to refuse permission to film Productions that include such content.

Productions may not include any recognizable person or voice without the subject’s written consent.

No identification of HSU as the location of the Production will be permitted, unless approved in advance by the Marketing & Communications Office. Requests for HSU identification should describe how the identification will be made and in what subject matter context. No trademarked icons or widely recognizable landmarks of HSU shall be filmed or otherwise reproduced for any commercial purposes, unless approved in advance by the Marketing & Communications Office.

Any use of the names, marks, logos or trademarks of HSU is governed by the policies and executive orders of the Trustees of the California State University and by California and federal law.

Campus Access:

Driving on campus is restricted to campus roadways and parking facilities. Driving on sidewalks, special access roads, and landscaped areas is prohibited. Loading zones are available on campus, and can be used for such purposes.

Charges:

HSU charges a standard rate of $500 per day for most Productions, although the rate may vary. The University will consider requests for discounts from non-profit organizations. Those Productions that represent a significant opportunity for HSU may have some or all of the fee waived at the discretion of the Vice President for Advancement.

The above charges apply to standard Production activities. Productions that require additional campus support or impose additional scheduling burdens will have additional fees. Fees must be paid in advance.

Production Companies are responsible for all hard costs to HSU and its auxiliaries. These include, but are not limited to, police, parking, liaison assistance, and applicable utilities. Production Companies also will be charged for all necessary repairs and replacements resulting from their activities.

Alterations to Property:

Production Companies may not make alterations, or place or attach any fixtures, signs, or equipment in, about or upon University property unless approved in advance. After a Production is completed, Production Companies must renew or restore property to its prior condition. Any damage to University property caused by the activities of the Production Company shall be paid for by the Production Company upon a presentation of a detailed invoice from the University.

Storage:

Production Companies assume responsibility for all equipment, supplies, or other materials brought to the University by, or on their behalf. The University shall assume no liability for event-related equipment, supplies or other materials.

Safety:

The University requires compliance with all federal, state, and local laws and regulations regarding safety, including compliance with Title 19 of the California Code of Regulations concerning special effects involving pyrotechnics.

HSU Student Involvement:

The University encourages the involvement of HSU students for on-campus productions. If temporary production assistants or other student help are needed, please contact the HSU Department of Theatre, Film and Dance at (707) 826-3566.

Release and Indemnification Agreement:

Production Companies must sign the University’s standard release and indemnification agreement prior to initiating a Production at the University.

Insurance Requirements:

Production Companies shall procure, and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the Production by the Production Company, its agents, representatives, employees or subcontractors. The insurance will be issued by an insurance company or be provided through partial or total self-insurance acceptable to the University and will meet the requirements as outlined in Appendix B of this document. The endorsements shall be on forms agreeable to the University. All certificates and endorsements are to be received and approved by the University prior to use of property. The University reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.

Appendix A - Statement of Intent

Appendix B - Insurance Requirements

Office of the President • 1 Harpst St., Arcata, CA 95521 • 707.826.3311• Contact Us.