Non-News Film, Video, and Photography Guidelines

Request Process

Application Submission:
All filming requests must be submitted to the Division of Communications and Marketing. A completed Vanderbilt University film/video/photo application, available online, is required for submission. Additionally, a copy of the script and/or storyboard, highlighting the scenes to be filmed at Vanderbilt, must be included.

The final version of the script or storyboard must accompany the location application. Any later revisions will need approval from the location manager. Significant changes to the script may lead to the revocation of filming permission.

Notice Requirements:
Requests for filming on campus must be made at least 30 days in advance (60 days for complex projects). Rush fees will apply to requests submitted outside of these notice periods.

Criteria and Limits for Approval:
Requests from outside organizations to photograph or film on campus for educational, research, or public policy purposes are generally permitted. However, approval must be obtained in advance from the relevant department or school, and all necessary logistical and administrative requirements must be met, including appropriate advance notice and any required agreements and documentation.

Conversely, requests from outside organizations primarily for entertainment or commercial purposes are typically prohibited. However, these requests may be evaluated by the Division of Communications and Marketing on a case-by-case basis, requiring special approvals and a minimum of 60 days' advance notice.

Production Checklist:
To streamline the process, production teams must complete the following steps:

Required:

• Submit Location Application: Complete and submit the application with the script/storyboard.
• Schedule Location Walk-Through: Coordinate a walk-through with the location manager.
• Provide Certificate of Insurance: Name Vanderbilt University as an additional insured at least one week before filming or setup.
• Execute Location Agreement: Sign the Film Location Agreement.

If Applicable:

• Pay Damage Deposit: Submit a damage deposit and estimated service charges, if applicable.
• Final Payment: Pay the remaining 50% of location fees before production begins.
• Review Protection of Minors Policy: Confirm background checks. For details, please refer to the Protection of Minors Policy .

Location Fees and Agreement

Fee Structure:
The location fee is based on a full weekday rate system. A half day on location at Vanderbilt is 1–5 hours, and a full day is 6–10 hours. Arrival, prep, filming, strike, and other activities are only allowed between 8 a.m. (no earlier) and 8 p.m. (no later). A breakdown of location fees according to duration is included below:

Activity	Full Day	Half Day
Films (Studio-backed)	$5,000	$2,500
Films (Independent)	$2,500	$1,250
Videos/Commercials	$2,500	$1,250
Promotional Photography	$1,500	$750

Additional rental costs may apply for campus venues such as performance halls or athletic facilities.

Fee Waiver Notice:
Vanderbilt University reserves the right to waive location fees if the production supports the university's educational or research mission.

Location Agreement Process:
Once the location and application are approved, Vanderbilt will prepare a location agreement. This must be signed by an authorized production company representative and returned at least one week before setup/shooting, along with a 50% deposit of location fees. No filming can begin without a signed agreement and initial fee payment.

Facilities Review Committee:
All major projects will be presented to Vanderbilt’s Facilities Review Committee to determine if any special services are needed. An estimate of these services will be provided to the production company before the agreement is finalized.

Filming Guidelines and Restrictions

Filming Restrictions:
Vanderbilt University reserves the right to restrict filming on campus at its sole discretion due to factors such as university programming, construction, or other considerations.

Location Manager
A location manager will assist with location scouting, permissions, and fee negotiations. A final walk-through of all proposed locations should occur at least two weeks before the setup or shoot date. The location manager must be a designated Vanderbilt University staff person and must be present while the production crew is on campus.

Disruption Clause:
Vanderbilt may request that filming cease if it disrupts campus operations.

Crew Conduct:
The production company assumes full responsibility for the actions and omissions of all individuals directly or indirectly employed on campus. All crew members must adhere to applicable federal, state, and local laws, including building and fire codes, as well as Vanderbilt University policies related to the protection of minors and background checks, which are available here .

Identification of Vanderbilt University:
Mentioning or recognizing Vanderbilt University and its identifiable buildings and facilities in productions requires prior written preapproval from the Division of Communications and Marketing. Additionally, the use of official logos, marks, or seals must also be pre-approved.

Compliance with Laws:
Production companies must adhere to all federal, state, and local laws, including nondiscrimination and employment laws.

Special Services and Additional Fees

Special Services:
Major projects may require additional services. These will be reviewed by the Facilities Review Committee, and estimates will be provided.

Police and Security:
University safety officers may be required for production security. Activity on city streets may also require Metro Nashville Police Department officers.

Fire Safety:
Fire safety inspections may be required for some productions, coordinated by Vanderbilt Public Safety.

Parking:
Parking accommodations are not guaranteed. Early disclosure of parking needs is required for planning with Vanderbilt’s Office of Traffic and Parking.

Catering:
Catering arrangements must be pre-approved. In some venues, Vanderbilt Catering may be required.

Hazardous and Restricted Locations:
Filming in hazardous or restricted locations requires special permissions and compliance with university procedures and laws.

Financial Requirements

Damage Deposit:
A refundable damage deposit (minimum $500) may be required after a satisfactory inspection of the location. Production companies are responsible for direct expenses related to services such as security or plant operations.

Final Payment:
Remaining fees are due 24 hours before production begins. Cancellations after the agreement is signed will incur a fee of 25% of the total location and other charges.

Cancellations:

A cancellation fee of 25% of the total location and other fees may be charged if filming is canceled after the location agreement is signed.

Insurance Requirements:

A certificate of insurance naming Vanderbilt University as an additional insured must be submitted at least one week before filming or setup. Insurance requirements include:

• Commercial General Liability: $1,000,000 per occurrence and $2,000,000 aggregate.
• Auto Liability: $1,000,000 per occurrence.
• Workers' Compensation: Required for production companies with five or more employees.

All insurance requirements must be met prior to filming.

Special Requests

Photography and Videography for Personal Use:

Individuals affiliated with Vanderbilt University (students, alumni, faculty, or staff) may request permission to conduct professional photography or videography on campus for personal, non-commercial use. Requests should be submitted at least two weeks in advance and require written pre-approval from the Division of Communications and Marketing or Events at Vanderbilt. If the photography or videography is for commercial purposes, the photographer or videographer must follow the standard full application and production process outlined above.

Photographers or videographers must submit a completed Vanderbilt location application for the photo or video session and will receive approval via email. The following restrictions will apply:

• No lights, tripods, or other standing equipment may be used.
• Photography and videography must not interfere with university operations or the privacy of others and must comply with university policies.

Athletics Sponsored Activities:
Requests to film or photograph sporting events on campus must be directed to Vanderbilt Athletics and Vanderbilt Athletics Communications. Please note that separate agreements are required for access to athletic facilities or student-athletes for name, image, and likeness activities, as the Film Location Agreement does not provide this access.

Sustainability Practices

Production companies are responsible for minimizing waste and properly disposing of it. Recycling efforts should be prioritized whenever possible.

Additional Considerations

Name, Image, and Likeness Releases:
Production companies are solely responsible for securing appropriate waivers or releases for any and all individuals’ name, image, and likeness matters. As related to the production company’s use of the university premises, the university expressly disclaims any responsibility for and does not make any representations regarding any and all individuals’ name, image, and likeness matters.

University Grounds:
Any alterations to campus property require advance approval, and damaged areas must be restored to their original condition.

Drone Use:
Drone operations on campus require prior approval from the Office of Risk and Insurance Management. Production companies must obtain a Unmanned Aircraft System Activity Request Form and ensure compliance with all applicable laws and university guidelines.