University Relations
UF Location/Filming Checklist
A written proposal must be submitted to the Office of the Vice President for University Relations at least 30 days prior to the anticipated beginning of the project. Send the complete proposal to the Office of the Vice President for University Relations, 228 Tigert Hall, Gainesville FL 32611, Attn: Associate VP Joe Hice, or email it to jhice@ufl.edu.
- The proposal must address each of the following issues which are applicable to the project:
- Script:
- Provide a copy of the final version of the script and storyboard that will be used by the production crew. We require a complete script, not just the portions that will be filmed on campus. If the production does not use a script, please provide a copy of a previous edition of the show and an outline of the expected storyline of this program.
- Location:
- Identify the locations on campus you intend to use. A copy of the campus map is available to assist in identifying buildings and campus roads. State whether filming will be outdoors or inside a building. Filming inside classroom buildings will not be permitted during normal school hours except by prior agreement with the affected college.
- Date/Times:
- List the dates and times that you expect to shoot at each location. Be advised that filming will not be allowed during Reading and Review days and Final Examinations. A list of critical dates for each semester is available at the Registrar's Web site. It is strongly encouraged to schedule large-scale, complicated or disruptive filming during weekends, holidays or semester breaks.
- Logistics:
- How many people and how many vehicles will be required for the production? What kinds of equipment will you be using in the project? Will it be necessary to block a road or sidewalk? Parking is difficult on campus, so make every effort to reduce the number of vehicles required on location.
- Services:
- Do you anticipate the need for a grounds crew, catering, security for equipment left out overnight or an electrician to assist in setting up auxiliary lighting? We do not allow any modification or alteration to the universities physical facilities, including landscaping, without prior approval and the use of UF Physical Plant maintenance staff.
- Download and review the University's location agreement. This agreement must be signed by the company and the university's representative at least 3 days before the beginning of the production. Any modification of the location agreement must be approved by the university General Counsel's office before it is signed. Violation of the signed agreement is grounds for removal of the production company from campus.
- A Certificate of General Liability Insurance with an Additionally Insured Endorsement naming the "Board of Trustees of the University of Florida" in the amount of one million dollars must be received at least three days prior to the beginning of the production.
- A walk-through of all areas affected by the production must take place at least 10 days prior to the start of filming. This must include, members of the production company and university staff overseeing the project, as well as staff in the areas affected.
- Estimated expenses and location fees must be paid in advance by cashiers check or certified check made payable to the "University of Florida." These fees must be received at least three days before the beginning of the production.
- Consider ways that university students with an interest in film production could be involved in the project, either as production staff, as extras or as observers. We would also appreciate the willingness of senior production staff to interact with interested students in a formal or informal way as time and schedules permit.