Filming, Photography, and Videography Guidelines for Outside Vendors
With its accessible and architecturally diverse campuses in New Jersey and its proximity to media-rich New York and Philadelphia, Rutgers is a sought-after choice for external media and production companies siting locations for film, video, and photography projects.
Getting Started: Process Overview
Outside production companies, photographers, filmmakers, and others who want to use Rutgers’ buildings and property in print, on film, or on videotape should contact the appropriate university location coordinating office to start the process of filming on location at Rutgers:
- Rutgers University–New Brunswick: University Communications and Marketing, Office of Community Affairs
- Rutgers University–Newark: Office of Communications
- Rutgers University–Camden: Communications Office
COMMON FILM, VIDEO, AND PHOTOGRAPHY PROJECTS
- motion pictures
- television shows
- videos for electronic or digital media
- still photography for advertising
Procedures: Filming, Photography, and Videography at Rutgers
Staff Assistance (Location Coordinator) Fee
Technical Assistance Fees
Contact the following to file a location request at least 30 days prior to the filming date:
Piscataway and Rutgers Biomedical and Health Sciences (New Brunswick and Newark) Initial Request
Office of Community Affairs
Rutgers, The State University of New Jersey
101 Somerset Street
New Brunswick, NJ 08901-1281
Newark Initial Request
Office of Communications
Rutgers, The State University of New Jersey
249 University Avenue
Newark, NJ 07102-1896
Camden Initial Request
Rutgers, The State University of New Jersey
303 Cooper Street, Third Floor
Camden, NJ 08102-1406
Submit the following to the appropriate location coordinator:
- Video/Film: Final script detailing the project’s subject and how the Rutgers locations will be treated
- Still Photography: Storyboards or mockups
Scripts/storyboards/mockups and projects must be approved by the university before a location agreement is signed.
All requests will be reviewed in order to prevent the disruption of university operations and to ensure compatibility with Rutgers' mission.
Rutgers, The State University of New Jersey, may not be identified without expressed written permission.
Identification is constituted by:
- the inclusion of exterior shots of buildings and statues on the Old Queens Campus, such as the Old Queens Building, Winants Hall, Kirkpatrick Chapel, and Willie the Silent;
- any shot showing the Rutgers name, logo, or identifiable symbols associated with the university, such as the Scarlet Knight, Scarlet Raider, or Scarlet Raptor;
- any building or campus identification graphics, including signs or maps.
News-based photography and recordings are handled by the Department of University Communications and Marketing, Office of University News and Media Relationsfor the New Brunswick Campus and universitywide programs and issues; the Office of Communications in Newark; and the Communications Office in Camden.
Scouting and Choosing a Site
Scouting visits must be arranged by a Rutgers location coordinator who will recommend and secure access to facilities, estimate the amount of time needed to view the locations, and accompany location scouts while they are on campus. If it is determined that research and scouting visit(s) will take more than three hours, a $200 fee must be paid prior to the visit. That fee is applied to the overall cost if a location agreement is signed.
Permission to Use Academic and Athletic Venues
Access to and use of academic and/or athletic venues will be coordinated by the Rutgers location coordinator listed above.
Production is not permitted near or in:
- buildings on the historic Old Queens Campus in New Brunswick;
- inside university libraries during midterm and final exams;
- inside student residence and dining halls;
- inside university health care facilities.
Property Owned by University-Affiliates
Agreements to record or film on property owned by university-affiliated groups, including most fraternities and sororities, must be negotiated directly with the property owners. In these instances, the Rutgers name may not be used without expressed written consent.
Each proposed project is subject to safety reviews by Rutgers Environmental Health and Safety and the Rutgers Department of Emergency Services, a Division of Public Safety. Violation of safety standards set by those offices may result in immediate withdrawal of permission to shoot on university grounds. In certain circumstances, the presence of a university fire inspector may be required during production. Fees for these services are charged to the production company.
The police department for each university location and the Facilities Maintenance and Operations Department in New Brunswick, Physical Plant Department in Newark, or Facilities Maintenance Service Department in Camden will be involved in determining if a request conflicts with the university’s mission or creates an imposition on the campus facilities and/or community.
The production company will procure and maintain, during the term of the location agreement, comprehensive general liability insurance with a combined single limit of at least $2 million for personal injury or property damage, naming Rutgers as an additional insured, and will provide Rutgers with a certificate of said insurance.
The university retains the right to require additional insurance based on the production size and level.
Checks or money orders must be made payable to Rutgers, The State University of New Jersey.
Location fees are based on a half-day/full-day rate system. Half-day rates are based on a 1- to 5-hour time period; full-day rates are based on a 5- to 10-hour time period between the hours of 7 a.m. and 7 p.m. Additional facility rental fees may apply.
Full-day productions that overrun their contracted time will be charged an additional $400/hr. Half-day productions that overrun their contracted time or occur outside of the designated hours will be charged at the full-day rate.
|Type of Production||Full-day location fee/per day/per site (5–10 hours)||Half-day location fee/per day/per site (1–5 hours)|
|Major motion pictures||$6,000||$3,000|
|Motion pictures, television shows or commercials, videos or any filming for electronic media||$3,500||$1,750|
|Dress/strike set (additional days)||$2,500||$1,250|
- Time covered by the agreement begins when the first production staff person arrives on campus on the day(s) of the shoot, until the last production staff person leaves.
- Rates are determined by the nature and scope of each production (i.e., film, video, still photography). In addition to location fees, some facilities (i.e., stadium, recreation center, student center) require a facility rental fee.
- Extensive revisions of Rutgers’ Location Agreement requiring support from legal counsel may be subject to additional fees.
- Additional production costs including staffing and/or equipment rental will be paid by the production company. These potential fees include parking fees, security fees, custodial services, electricians, table and chair rental, etc. All fees must be paid a minimum of 24 hours in advance.
A damage deposit equal to a minimum of one (1) day’s location fee must be presented in addition to the location fees payment. The deposit will be used to correct any damage to university facilities and/or to offset any additional location/staffing fees owed by the production company.
The deposit should be paid by separate check or money order and will be held until completion of filming. The check will be refunded in full after satisfactory inspection of the location(s) by the university. Facilities personnel are responsible for documenting and reporting all such hardships to the location coordinator within five (5) working days of the last day when production company representatives were at the facility.
A fee equal to one-third of the first day’s location fee will be charged if the cancellation occurs less than 48 hours before the production is scheduled to begin.
- Parking charges are based on the size of vehicles brought onto campus.
- Automobile-sized space: $10/day
- Cargo vans, truck/trailer combinations, campers/mobile homes under 20 feet long: $25/day
- Any vehicle over 20 feet long: $50/day
- University parking regulations must be followed at all times. The production company must advise cast and crew of parking structure height limitations and location of designated spaces.
- Under no circumstances will fire, safety zones/lanes, or handicapped parking spaces be compromised or will pedestrian walkways be used for vehicular traffic.
- All parking lots must be returned to their original state at the completion of production.
- University events will have preference in the case of potential scheduling conflicts.
University police/security officers are required to be on site for all major commercial film and television productions, and/or during set preparation or removal. Security requirements for other types of productions are made on a case-by-case basis. The rate of pay varies and will be provided when staffing arrangements are made. University police officials determine staffing requirements.
The fee for the location coordinator is included in the location fee. The location coordinator, or a designated representative, will assist production company personnel with scouting, secure permission from the various location officials to record at their sites, handle contract negotiations, and be accessible while the production team is on campus.
Electrical work and other technical services related to the university’s buildings and grounds and their systems, including custodial and telephone utility work, must be performed and supervised by the university’s Facilities Maintenance Services staff. Arrangements must be made in advance and will be charged to the production company.