Student Center and Event Services

Filming and Photography Shoots

Filming and Photography Shoots

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Filming and Photography on the UCI Campus

Student Center & Event Services is the University’s coordinating point for on campus shooting such as feature films, commercials, stills, and other media. News and documentary reporting, however, are coordinated by the Office of Media Relations. Student Center & Event Services is your resource for the University’s policy regarding filming on campus property and will assist you with all the necessary arrangements for your film or photography shoot.

Steps to a Successful Film or Photography Shoot

  • #1

    Review the Policy and Guidelines for Filming and Photography on the UC Irvine Campus

  • #2

    Contact a Senior Meeting & Event Planner at 949.824.5252 regarding all your film and photography needs or email reserver@uci.edu.

  • #3

    Select an appropriate date and location with your Senior Meeting & Event Planner.

    Selecting a Date

    Your Senior Meeting & Event Planner will work with you to find an appropriate date. During the fall, winter and spring academic quarters, filming locations on campus are generally restricted to weekends, breaks and holidays. During Summer Session, there is more availability for film locations. Throughout the year, the availability of photography locations is flexible. Please contact you Senior Meeting & Event Planner for more detailed information.

    Selecting a Location

    While most areas of the UC Irvine campus are not restricted, other areas may not be filmed without specific approval. These include, but are not limited to:

    • Words, names, images, symbols and devices associated with UC Irvine
    • The UC Irvine Anteater or any representation of the UC Irvine Anteater
    • Health and medical facilities
    • Faculty and staff residential housing areas
    • Certain research laboratories

    Use of these locations requires the submission of a detailed shooting schedule to Student Center & Event Services for review and approval. Please submit your request with the detailed schedule at least seven (7) working days prior to the proposed start of filming. For more details, see the campus filming and photography guidelines.

    Sec. 900-31:
    Guidelines for Filming and Photography on the UC Irvine Campus

    Scouting a Location

    Please contact a Senior Meeting & Event Planner to schedule a scout. Permission for site surveys, location and technical scouts does not constitute commitment by the University for the use of facilities. Student Center & Event Services recommends that a member of the production team walk through the desired locations with a Senior Meeting & Event Planner at least ten (10) working days prior to the shoot.

  • #4

    Obtain a cost estimate, apply for a film permit and sign the contract (if applicable).

    Cost Estimate

    Once a scout has occurred and locations have been determined, your Senior Meeting & Event Planner will generate a cost estimate for your film shoot. The Senior Meeting & Event Planner will work directly with you to tailor an estimate based on your specific requests. An estimate will have a breakdown of all costs associated with your shoot, including but not limited to, permit fees, specific venue charges, parking needs, and other University staffing charges.

    Film Permit Fees1

    No permit fees are charged for film or photography projects conducted by UC departments or UC Irvine students for non-commercial, educational or administrative purposes.

    Film/Television2 Still Photo PSA Non-UCI Student3
    Half Day (6 hours or less) $2,500 $1,200 $1,500 $50/hour Two-hour minimum
    Full Day (6 – 12 hours) $3,300 $1,500 $2,100
    Overtime Rate (> 12 hours) + $400/hour + $100/hour + $100/hour

    1 Costs associated with location rentals, parking, security, Student Center & Event Services staff, Facilities Management staff, etc. are additional to the film permit fee.

    2 These rates apply to feature films, broadcast television, non-broadcast video and commercials

    3 Student productions (UCI and Non-UCI) must show proof of student status (e.g., Student ID card) in order to receive the discounted permit rate.

    Filming or photography that benefits the public interest may be eligible for a waiver of, or reduction in, the permit fee. These requests should be submitted to Student Center & Event Services and will be reviewed on a case-by-case basis. Student Center & Event Services reserves the right to adjust its film permit fees, depending on the size and scale of a particular shoot.

    Applying for a Film Permit

    To obtain permission to film at UC Irvine, you must submit a permit application (along with a script, storyboard, or outline) to Student Center & Event Services. Please follow the appropriate procedure outlined below.

    UCI Student Productions
    Application for the UCI
    Student Film and Photography Permit

    If you are a UC Irvine student, please submit your completed Application for the UC Irvine Student Film and Photography Permit to Student Center & Event Services.

    The following requirements must be met before your permit application can be approved:

    • Specific date(s) and location(s) are confirmed and approved by Student Center & Event Services.
    • General script or storyboard is approved by UC Irvine. Please allow 7 – 10 working days for the review process.
    • University personnel, if required, are available.
    • Transportation and Distribution Services approves the parking plan for both production vehicles and private cars. Please allow at least five working days for processing.
    • The Fire Safety Division has approved the film shoot.
    • Payment of permit fees (and other estimated charges) is received by Student Center & Event Services.
    • All security and damage deposits, if required, are received by Student Center & Event Services.
    All Other Productions
    Application for the UCI
    Film and Photography Permit

    If you are not a UC Irvine student, please submit your completed Application for the UC Irvine Film and Photography Permit to Student Center & Event Services. Your permit application can only be approved when all of the following requirements have been met:

    • Specific date(s) and location(s) are confirmed and approved by Student Center & Event Services.
    • General script or storyboard is approved by UC Irvine. Please allow 7 – 10 working days for the review process.
    • University personnel, if required, are available.
    • Transportation and Distribution Services approves the parking plan for both production vehicles and private cars. Please allow at least five working days for processing.
    • Certificate of Insurance is received by Student Center & Event Services.
    • The Fire Safety Division has approved the film shoot.
    • Payment of permit fees (and other estimated charges) is received by Student Center & Event Services.
    • All security and damage deposits, if required, are received by Student Center & Event Services.
    • A signed Film Location Agreement has been completed.

    • Location Manager/Scout
      The individual responsible for finding, selecting and finalizing the location needs for the script.
    • Unit Production Manager (UPM)/Producer
      The executive in charge of all production arrangements (e.g., location contracts, negotiations and shooting schedules).
    • First Assistant Director (1st AD)
      Primary role is to assist with the cast and to work as an intermediary between the director and the cast and crew. The first assistant is in charge of the set and everything that happens to it.
    • Transportation Coordinator
      The individual responsible for all transportation needs.
    • Director
      Responsible for overseeing creative aspects of a film under the film producer. They often develop the vision for a film and carry the vision out, deciding how the film should look.
    • Broadcast Television
      Films made for, and broadcast via, television.
    • Feature Film
      A film made for initial distribution in theaters and being the “main attraction” of the screening (as opposed to any short films which may be screened before it). The term is also used for feature length, direct-to-video and television productions.
    • Non-Broadcast Video
      Film that is not made for, or broadcast via, television.
    • Commercial
      A film, television, or radio advertisement created to market a product and or service.
    • Print Ad
      A printed advertisement, as distinguished from a broadcast or electronically transmitted commercial.
    • Public Service Announcement (PSA)
      A type of advertisement featured on television, radio, print or any other media intended to benefit the public interest by raising awareness of an issue, affecting public attitudes, and potentially stimulating action.
    • Student Production
      A film project created by a student or students as part of a class, University program, or their educational experience.
    • Prep Days
      The time before the shoot begins to prepare and dress the set.
    • Strike Days
      Time after the shoot ends to clean up and take down the set.
    • FX
      Artificial visual or mechanical effects introduced into a film such as such as fog, smoke, lightning, breaking furniture, snow or the like.

    By signing the permit, you agree to comply with the Filmmaker’s Code of Conduct.
    • Members of the cast and crew must not willfully, negligently or with reckless disregard commit any act likely to create a health or safety hazard.
    • Members of the cast and crew must not willfully, negligently or with reckless disregard engage in destruction of University or personal property or in physical harm to others; or in other ways disrupt classes or essential operations.
    • Production vehicles must not block driveways without the express permission of the University.
    • Meals must be confined to the area designated in the location agreement or permit. Individuals shall eat within the designated meal area. All trash must be disposed of properly upon completion of a meal.
    • Removing, trimming and/or cutting of vegetation or trees is prohibited unless approved in writing in advance by the University.
    • All catering, craft services, construction, strike, and personal trash must be removed from the location or placed in trash cans and/or dumpsters provided by the University for disposal.
    • All signs must be approved prior to placement. Signs must be removed within 24 hours of the conclusion of the shoot.
    • The shoot must be discussed in advance with Student Center & Event Services staff to identify expected noise levels and the steps to be taken during the shoot to minimize noise. Amplified sound is not permitted without approval in writing in advance by the University.
    • Cast and crew vehicles parked at the University must adhere to all legal and campus requirements unless authorized by the film permit.
    • All members of the cast and crew must wear shoes and shirts at all times.
    • Cast and crew must remain on or near the area that has been permitted. Do not trespass on to other areas (i.e. buildings, classrooms, offices, fields, etc.) without prior approval from the University.
    • Cast and crew must not bring guests or pets to the location, unless expressly authorized in advance by the location permit. Service animals are exempt.
    • Cast and crew must observe the designated smoking areas and always extinguish cigarettes in butt cans. If there are not butt cans nearby, the production company is responsible to provide butt cans for the cast and crew.
    • The production must comply with provisions of the permit at all times.
    In addition, the University encourages all cast and crew to refrain from using lewd or offensive language while on University premises and to behave in a respectful manner towards students, employees and guests of the University.

    Contract and Insurance

    The Film Location Agreement is the official contract between The Regents of the University of California and the production company or individual. All film shoots on campus, with the exception of productions created by UCI students and UC employees for non-commercial educational or administrative purposes, need to sign this agreement. Our contract will provide you with specific details on insurance requirements. Insurance documentation is generally due seven (7) working days prior to the shoot date.

    Sample Film Location Agreement

    Fire Safety

    Filming and photography on campus must comply with the California State Fire Code and all applicable state codes and standards. All filming and photography must be reviewed and approved by the UC Irvine Fire Safety Division. Please provide your Conference and Event Specialist with any relevant information approximately ten (10) working days, fifteen (15) working days if you plan to use pyrotechnics, in advance of the shoot.

    Cancellation Policy

    Cancellation of an approved film permit must be received by Student Center & Event Services no later than three (3) business days prior to the scheduled start of filming, unless otherwise agreed to in writing (e.g., Film Location Agreement). The permit holder is responsible for all costs incurred by the University up to the time of cancellation up to the full cost estimate. A late fee will be charged for cancelling within three business days. For UCI students and UC departments, a $25 late fee will apply. For all other organizations and individuals, a minimum of one day’s film permit fee will be assessed for late cancellations.

    The University reserves the right to cancel a film permit at any time. Please see the campus film guidelines for details.

    Identification of the University

    Any use of the names, marks, logos or trademarks of the University of California, the campus, or any abbreviations thereof is governed by Regents policy and California and federal law. Request for use of names, marks, logos, or trademarks must be submitted to UC Irvine Student Center and Events Services at least seven (7) working days in advance of the shoot.

  • #5

    Make required payments and deposit prior to commencement of the shoot.

    All payments must be made payable to The Regents of the University of California, Irvine. A non-refundable deposit may be required to hold a particular date or location. When applicable, the deposit will be the amount equal to the sum of a one-day film permit and a one-day location rental. Deposits are usually due upon the execution of a Film Location Agreement.

    Payment of permit fees and other estimated costs must be received by Student Center & Event Services no later than three (3) business days prior to commencement of the shoot, unless specifically agreed to writing in advance. If a company check is not available, a cashier’s or certified check is required.

    At the conclusion of the film or photography shoot, a Student Center & Event Services staff member and a representative from the production company will walk the site and make note of the condition. Student Center & Event Services will then prepare a final invoice reflecting the detailed breakdown of the final changes.

    After strike of the location, Student Center & Event Services will take between 10 – 30 days to close out the file and mail the final invoice. If there is an outstanding balance, payment is due within fifteen (15) working days of receipt of the invoice. If damages have occurred, a second billing may be assessed. Your Senior Meeting & Event Planner will keep you updated during the entire process.

  • #6

    With the assistance of your Senior Meeting & Event Planner, conduct your shoot.

    Student Center & Event Services is your University coordinating point and will be with you from start to finish. For certain locations, additional UC Irvine staff may be required. For example, a representative for the Bren Events Center will be more familiar with building operation systems if that is your preferred shoot location. The UC Irvine Fire Marshal (or a member of the Fire Safety Division) will provide fire and life safety approval and site inspection during your film shoot. UC Irvine has its own sworn Police Department that is responsible for the safety and security of the students, staff and visitors. A UC Irvine Police Officer may be required. When applicable, your Conference and Events Specialist, in consultation with the UC Irvine Police Department, will determine the appropriate number of officers. For scenes that involve street control, Police and parking enforcement officers may be required.

    During the day of the shoot, all inquiries and questions from the production company should be directed to your UC Irvine Senior Meeting & Event Planner, unless another Student Center & Event Services staff member is already on site. The Senior Meeting & Event Planner will be available to you to ensure adherence to University policies, respond to budgetary and contractual changes, and resolve any issues or concerns that may arise.

  • #7

    Handle any remaining balances that are billed to you.

Filming FAQs

Q: How much notice can I give before scouting?
A: Please call the UC Irvine Student Center & Event Services office to schedule a scout. Depending on the number of locations, we will need between two and five working days to schedule a scout.

Q: Where can I film?
A: Filming is allowed in most quads, exteriors of most buildings, empty classrooms, hallways, auditoriums, sidewalks and streets. Locations will be approved on a case-by-case basis and approval is contingent on the Academic Calendar and on the availability of the specific location.

Q: What locations are restricted?
A: Filming of the following is not allowed:

  • Words, names, images, symbols and devices associated with UC Irvine
  • The UC Irvine Anteater or any representation of the UC Irvine Anteater
  • Health and medical facilities
  • Faculty and staff residential housing areas
  • Certain research laboratories

Q: Do I need script approval from the University?
A: A film permit cannot be issued without University approval of a general script or storyboard. A general script or storyboard must be submitted in advance for consideration.

Q: What if I receive a parking citation while filming on campus?
A: Parking citations received during filming will not be rescinded by the University. Please follow normal procedures to contest all parking citations. The instructions on how to contest are written on the back of the citation.

Q: Can I bring my own caterer?
A: The production company is allowed to bring in its own caterer to most locations on campus. However, the caterer must be a UCI approved caterer.

Q: I am making a low budget feature. Is there a discount?
A: While we agree that your film project is important, UC Irvine is non-profit and generally cannot discount any rates.

Q: Can I film stock footage of the campus?
A: No. Stock footage must follow the Filming and Photographing on Campus, policy 900-30.

Customer Care

We are here to help answer your event planning questions.

Call Us

949.824.5252

Monday – Friday 8:00 a.m. – 5:00 p.m.

Email Us

reserver@uci.edu


A311 Student Center · Irvine, CA 92697-2050
Phone: 949.824.5252 · Email: reserver@uci.edu