Follow the steps below to a successful film or photography shoot at UCLA.
- Review the guidelines
- Schedule a scout and select a location
- Obtain an estimate
- What to do on the day of shooting
- Finalize billing
1. Review the UCLA Film and Photography Guidelines.
These guidelines were established to provide you with an outstanding film or photography experience at UCLA and to assure that University business can proceed without interruption.
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2. Contact the UCLA Events Office to schedule a scout and select an appropriate location and date with your UCLA Location Manager.
Select a Date: During the fall, winter and spring academic quarters (late September through mid-June), filming locations on campus are available on weekends, breaks and any University holidays. These including the following:
- Martin Luther King, Jr. Day (mid-January)
- President’s Day (mid-February)
- Spring Break (typically late March)
- Veteran’s Day (mid-November)
- Winter Break (typically the 3rd week of December)
Please note: Due to University closure, no filming is permitted between the Christmas and New Year’s Holidays.
Weekday shooting may be granted on a case-by-case basis only due to heavy University academic activity. In general, there is more availability for weekday film locations during summer sessions (late June through mid September). There is more flexibility for photography shoot locations during the week.
Select a Location: View a gallery of campus locations here.
While most areas may be used for filming, the following areas are not allowed to be filmed:
Full South façade of Royce Hall with roofline and towers
Full North façade of Powell Library with roofline
Full North façade of Kerckhoff Hall with roofline & spires
Health Sciences/Medical Center Buildings
Residential Halls, dining halls and other housing facilities
Schedule a Scout: Permission for site surveys, location and technical scouts does not constitute commitment by the University for the use of facilities. Prior to filming on campus, the production company must walk through the desired locations with your UCLA Location Manager; a minimum of 10 working days prior to the load-in or shoot day.
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3. Obtain a cost estimate from your UCLA Location Manager and sign your contract.
Cost Estimate: Once a scout has occurred and locations have been determined, your UCLA Location Manager will generate a cost estimate for your film shoot. The UCLA Location Manager will work directly with you to tailor an estimate based on your specific requests. An estimate will have a breakdown of the permit fees, specific venue charges, parking needs for crew and base camp, and other University staffing charges. An estimate may be modified prior to the signed contract.
Permit Fees: The permit fee is based on a half day/full day rate system. The time coverage by the film permit begins when the first production vehicle arrives until the last one leaves the day of the shoot. A half day is 6 hours or less and a full day is between 6 hours – 12 hours. An overtime fee will be assessed after 12 hours. UCLA Location Manager, location rentals, parking, security, Fire Marshal, venue management and grounds/custodial are all additional to the permit fee.
Cancellation Policy: Cancellation of an approved film permit must be received no less than two working days prior to the load-in or shoot day. The permittee/production company is responsible for any labor or direct University costs accrued at the time of cancellation. If the cancellation occurs less than two working days prior to the load-in or shoot day, the permittee/production company is responsible for all venue rentals, scheduled services or staff and a minimum of one film permit day.
Contract and Insurance: The Locations Agreement is the official contract between the Regents of the University of California and the production company. Our contract boilerplate will provide you with a detailed standard language including insurance.
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4. During your shoot, direct all inquiries and questions to your on-site UCLA Location Manager.
The UCLA Events Office Location Manager is your on site University representative. Your UCLA Location Manager will be with you from start to finish. For certain locations, a venue manager may be required. For example, the venue manager for the student union will be more familiar with building operation systems. A UCLA Fire Marshal will provide fire & life safety approval and site inspection during your film shoot. A city FSO is not required. UCLA has its own Police Department. They are responsible for the safety and security of the students, staff and visitors. For most film shoots, a UCLA Police Officer will be required. Your UCLA Location Manager will determine the appropriate number of officers. Posting of parking space, parking impact, passing out parking permits shall be performed by UCLA Parking Services. 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 the UCLA Location Manager. The Location Manager is there to ensure adherence to University policies, respond to budgetary and contractual changes, and resolve any issues or concerns that may arise.
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5. Finalize your billing.
At the conclusion of the film or photography shoot, the UCLA Location Manager and the representative from the production company will walk the site and make note of the condition. Your UCLA Location Manager will then prepare a final invoice reflecting the detailed breakdown of the final changes.
After strike of the location, the UCLA Location Manager will take between 10-30 days to close out the file and mail the final invoice. If there is an outstanding balance, the payment is due upon receipt of the invoice. If damages have occurred, a second billing will be assessed. Your UCLA Location Manager will keep you updated during the entire process.
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