UCB Libraries

Filming Policy & Requirements

University of Colorado Boulder Libraries (the Libraries)
Photography, Video, and Motion Picture (Filming)
Policy/Requirements

 

 

CU Student producers who wish to film in the Libraries must have an authorized risk assessment. The University of Colorado Film/Video Project Risk Assessment form must be completed and e-mailed to your instructor for authorization at least three (3) weeks before the film shoot. In some cases, a Campus Event Application Approval form may also be required and can be obtained from the UMC Scheduling Office by calling 303-492-8833.  Please refrain from filming people without their awareness or permission. You must also comply with University photo release requirements when people are included.

 

At https://www.cu.edu/content/documentsandforms
Please reference under:  Film/Video Projects

• UCB Film & Video Projects
• Film Project Risk Assessment (all campuses)

 

The Libraries maintains the right to comply with all relevant campus and university requirements and to invoke conditions of the campus filming policy:

“The University of Colorado at Boulder Motion Picture, Video and Photography Guidelines,” Office of Media Relations and News Services (303-492-3140).

http://www.colorado.edu/news/services/CU_Production%20Guidelines.pdf

 

Each request for filming in the Libraries will be considered on a case by case basis.  Permission granted in any particular instance does not indicate that permission will be granted to the same filming individual/ crew or a similar request in future. Any permission is granted only when the date(s), time(s), and location(s) do not interfere with normal Libraries business and are approved more than 24 hours, preferably at least 5 business days, in advance. Please note, however, that campus and university requirements, as noted above, stipulate approval as much as 3 weeks before the intended filming date.

 

The University Libraries is not a movie set. Appropriate working, research, learning, and study conditions must be steadfastly and respectfully maintained for employees and users at all times. Film crews must abide by all University and Libraries policies and regulations at all times and must leave Libraries premises exactly as found. We may require the presence of Libraries security or other personnel during filming, and this may be at your own cost. Please refrain from filming people without their awareness or permission. You must also comply with University photo release requirements when people are included.

 

The Libraries may not be held liable for crew or participant safety or for any damage or loss of equipment, materials, supplies, etc. You are responsible for safe handling of all equipment and property used in the shoot. When not actually in use, all equipment should be kept out of sight and locked or otherwise properly secured.

 

Filming is restricted to:

• Public areas within the Libraries.
  
• Hours when the particular area is open to the public. All filming must be completed and equipment removed from the building at least 30 minutes prior to the posted closing time.
• The filming of library users or employees is by express permission only. You must also comply with University photo release requirements when people are included.
  

The following are explicitly prohibited:

• NO blocking or impeding traffic flow anywhere in the Libraries.
  
• NO blocking any facilities, such as elevators, stairs, rest rooms, etc.
• NO changes to library facilities or furnishings (for example, changes to light fixtures, location of furniture, moving of books or shelving).

Film crews are required to:

• Know the policies and secure permission for parking.  Parking permits can be obtained by contacting Parking and Transportation Services at 303-492-7384.
• Leave Libraries premises exactly as encountered.

 

Complete the following and submit at least one week in advance of requested filming date:

 

 

Application form for filming in the University Libraries
1. Today's Date
2. Name
3. E-mail Address
4. Phone Number
5. Status of Requestor	CU Student Other Student. Institution: Independant Film Maker. City, State: Affiliated Film Maker. Company/City/State: Other:
CU Student Applicants Please provide evidence that a Film/Video Project Risk Assessment and any required supporting attachments were forwarded by your instructor to the appropriate campus University Risk Management office (see above).   Non-University Applicants Please provide evidence that you have determined whether University Risk Management requires a certificate of insurance and/or an event application from the UMC Scheduling Office (see above).
6.	Preferred filming date/time:
7.	Please describe the film:
8.	Why and how will the Libraries be featured:
9.	In what part(s) of the Libraries would you like to film:
10.	What will take place during the filming?
11.	Will models or actors be involved? If so, you must comply with University photo release requirements.
12.	Do you intend to film library users? If so, you must comply with University photo release requirements.
13.	How many individuals are on the film crew?
14.	What other personnel will be in attendance?
15.	What equipment will you bring onsite?
16.	Describe planned measures to protect your equipment onsite.
17.	While filming, how will you accommodate quiet, traffic flow, access to area by others, user privacy, any other user needs, concerns?
18.	Describe any activities that may be potentially hazardous or pose a heightened safety risk.
19.	Describe planned measures to manage safety and risk for your crew/actors and others in the area.

 

Submit the above information at least one week in advance of requested filming date to:
Deborah.Fink@colorado.edu, 303-492-8303 or
John.Culshaw@colorado.edu, 303-492-8684.

 

You will be notified as soon as possible if your request is approved or not.  If approved, you will be asked to confirm the date and time(s) of filming.  We may require the presence of Libraries security or other personnel during filming.

 

Upon arrival at Norlin, you must check in at the Security office, Norlin S205, 2nd floor SW, 303-492-5527.  In branch libraries, you are responsible for determining with whom you are expected to check in upon arrival. 

 

Libraries personnel maintain the right to ask a filming individual/crew to pause, move, or stop if they feel that the activity is interfering with normal Libraries business.