Campus Photography & Videography Policy

Campus Photography & Videography Policy

REVISED 8/17/2022

The Hendrix College campus offers a beautiful setting for photography and videography.  The College welcomes photography and filming on campus and offers the following guidelines for visiting photographers and videographers. This policy does not apply to photography and/or filming conducted by current Hendrix personnel, offices, departments, or students.

In general, photography and filming will be allowed if:

1.   production does not cause a disruption which would interfere with the academic pursuits of the College and its students, faculty, or staff

2.   the produced work does not portray the College in a negative light

3.   all crew and personnel adhere to all rules and regulations of the College while on campus

1. the purpose is non-partisan and not related to any political campaign on behalf of (or in opposition to) any candidate for elective public office

Categories and Requirements:

• Personal - individuals with personal photographers/videographers (includes wedding and family photos)
• Prior notice not required unless the production has the potential to impact the College's operations, or the production requires exclusive use of a campus location. Exclusive use cannot be guaranteed for any spaces unless a request is submitted.
• Location fee(s) do not apply so long as production does not require exclusive use of a campus location or impact College operations.
• Additional fees may apply at the sole discretion of the College to cover any direct expenses such as personnel fees and overtime, repair/cleaning fees, etc.
• Educational/Community - documentaries, non-profit organizations, or educational institutions or projects
• A formal written request should be submitted at least three (3) days prior to the first day of production, and approval should be obtained before work can be performed on campus.
• Location fee(s) do not apply so long as production does not require exclusive use of a campus location or impact College operations.
• Additional fees may apply at the sole discretion of the College to cover any direct expenses such as personnel fees and overtime, repair/cleaning fees, etc.
• A signed Hendrix Location Release Form may be required prior to production. A copy should be retained as proof of permission. The Public Safety Office will also be supplied a copy.
• Commercial - for sale or profit, or for promotion of a product, service, or business
• A formal written request must be submitted at least seven (7) days prior to the first day of production, and approval must be obtained before work can be performed on campus.
• Applicable Location and Additional Fee(s) apply (see Fees below).
• A Hendrix Location Release Form must be signed prior to production. A copy should be retained as proof of permission. The Public Safety Office will also be supplied a copy.
• Proof of a comprehensive general liability insurance policy in the amount of $1,000,000 with Hendrix College named as an additional insured on that policy. Certificate of insurance must be submitted to the College prior to production.

Fees:

Commercial photography/videography will be charged applicable Location Fee(s) for production on campus. The fees outlined below cover costs for College staff to consider the request and coordinate approved requests. Additional fees may be required for any photography or videography on campus at the sole discretion of the College including, but not limited to: venue rental fees, personnel fees and overtime, repair/cleaning fees, etc. Payment is required prior to the first day of production.

Base Location Fees

Photography - $200.00/up to 8 hours

Video/Film - $500.00/up to 8 hours

Additional Time - $100.00 per hour

*Additional fees may apply during evenings, weekends, holidays, and academic breaks at the sole discretion of the College

General Rules:

• Public access to buildings, sidewalks, streets, and outdoor spaces cannot be blocked off unless special permission is granted.
• Productions must not conflict with normal operations of campus services including, but not limited to, the library, student center, dining hall, athletic and recreation facilities, and any other service-related areas of campus.
• Academic spaces such as classrooms and laboratories require special approval for use. Use must be reserved through the College's Master Calendar and approved by the appropriate Building Coordinator.
• All rules and policies must be followed while on campus and in campus spaces. This includes, but is not limited to, any rules for safety and security in laboratories, performance spaces, and athletic facilities.
• Parking is limited on campus. Parking on campus cannot be reserved unless special permission is granted.
• If there is interest in having students, staff, or faculty as extras, then the College may agree to share contact information for the production manager, but the College will not hire or solicit extras for any productions.
• Proper release and permission forms to film or photograph individuals on campus may be required if the College deems it necessary.