Campus Filming Guidelines
These guidelines set out the procedure for lodging with the University requests to undertake filming on any campus of the University of Melbourne, specifies the undertakings to be made by the applicant when making such a request, and outlines the matters taken into consideration by the University when assessing such a request.
For the Application for Campus Filming (doc, 134 kb).
Background
The University of Melbourne is the place where people research, teach and learn. It is the repository for a considerable number of nationally and internationally significant cultural and heritage items. The University is the custodian of buildings and grounds that have significant community interest and value. It has a duty-of-care to ensure the safety of all of its people and visitors, the proper preservation of the cultural and community assets it holds and the protection of its reputation.
At the same time, the University recognises the important role that the film, photography and other forms of visual recording plays in bringing to the wider community an awareness and enjoyment of these locations and community assets.
Scope
This process applies to all requests to undertake filming on any campus of the University of Melbourne.
Process
Assesment Criteria
When assessing applications the University takes into account its responsibilities to:
- ensure the safe and efficient usage of the University by its students staff and visitors,
- protect the physical state and value of University assets,
- protect and enhance the University's academic, community and commercial reputation and interests,
- minimise disruption to the University's core activities.
The University will consider each request on the basis of:
- the artistic merit of the proposal,
- its community benefit,
- its educational purpose,
- its philanthropic/charitable purpose,
- its contribution to the positive promotion of the University,
- the balance of commercial/revenue benefit to the proposer and the University.
The procedure applied will depend largely on whether the activity has primarily commercial, artistic, educational, philanthropic or public information objectives.
- Students: Filming and photography requests from bona fide students will be approved if demonstrably part of students' studies and if made with written support of lecturer or course coordinator and if the proposed activity will not interfere with normal University business and if any other students involved give their consent.
- Educational, philanthropic or public information: filming and photography that is demonstrably for these purposes will be approved if the proposed activity will not interfere with normal University business and if other criteria and conditions are met (see below).
- Commercial filmmakers will be asked to negotiate an appropriate site/location fee with the Vice-Principal Property and Buildings which will be incorporated into the Location Agreement (see below).
The University will not proceed with requests where such activity would interrupt the primary teaching, research and learning activities or otherwise create unwarranted disturbance to student and staff amenity.
The University reserves the right to cancel approval for filming, and the Location Agreement, where actual filming activities create disturbance to student and staff amenity inconsistent with the terms of the Location Agreement.
Requests for filming
University staff who are approached with requests for filming arrangements should direct enquirers to the Media and Publications Services Office who will give advice about these procedures.
Requests for filming at the University of Melbourne must be lodged with the Vice-Principal (University Development) a minimum of 15 working days in advance of the proposed commencement of filming.
Requests must include:
- Full details of the individual/company making the request.
- A final script and detailed shooting schedule.
- A script and shooting schedule to be sighted prior to confirmation of any agreement. A refusal/cancellation may result if any element of the script is not congruent with the University's image and standing.
- An undertaking to enter into a Location Agreement (to be supplied by the University) upon approval of a filming request.
The standard Location Agreement forms the basis for any contractual arrangements and no filming can proceed until both parties sign this agreement.
The Location Agreement includes the provision for:
- Public Liability Insurance.
- University access to film material for teaching and/or promotional purposes.
- A standard site-fee of $2000 a day for 'small-scale' filming events or, for larger scale projects, the fee to be paid to the University for the use of its location and/or visual assets as negotiated with the Vice Principal Property and Buildings.
- Waivers from these fees can be considered for non-commercial organisations. A request for waivers should be lodged at the same time as the request for filming.
- An undertaking by the filming party/parties to obey any reasonable request of duly authorised Property and Building and/or Security Staff of the University.
The Videoing and photography for personal use by students, their family members, alumni and individual visitors (excluding wedding photography) are exempt from the above processes.
Requests for on-campus wedding photography should be directed to:
Room Bookings
Timetabling and Venue Conference Management
Telephone: (03) 8344 4490 or
E-mail: room-bookings @unimelb.edu.au
Response
The University undertakes to respond within seven working days of having received an application that provides all of the required information.
Contacts
For further information regarding filming on campus and proposal submission contact:
Katherine Smith
Marketing and Communications Division
Telephone: (03) 8344 3485 or
Email: k.smith @unimelb.edu.au