Student Filming

As a registered student at UBC or another bona fide film school, you are permitted to film on campus if the project is a bona fide student production with an assigned instructor and at least 50% of the crew are fellow students and pursuant to the guidelines below, The standard campus location fee of $2,500 /shoot day will be waived for bona fide students. Building rental fees, parking, security and technical labour, as required, will still apply.

Procedures

Contact Arlene Chan, Events & Film Liaison, Community Development, Campus & Community Planning at arlene.chan@ubc.ca or 604.822.6555 to discuss filming proposals, locations and location contacts at least 10 days in advance of filming.

Submit a completed Student Request for Filming form, along with full script and scope of work to Arlene.

If the class project is still photography or a non-film class, a detailed outline and concept must be provided.

Written approvals from department locations and any other pertinent communications/information should be copied to Arlene.

Locations should be finalized and written permissions obtained at least 5 business days prior to filming. If required, a letter of authorization for filming will be provided. University procedures indicate that UBC will not sign any third party agreements, contracts, waivers, or release forms.

Carry your Student ID Card with you at all times while filming

A minimum 48 hours notice of cancellation must be provided to both Community Development, Campus & Community Planning and, if applicable, the department liaison. Failure to provide cancellation notice will result in a charge of $50.00 + applicable taxes.

Locations

Building Exteriors

Exterior filming may be permitted so long as access to buildings are not impeded in any manner and there is no disruption to the regular business of the building/department. Permission must also be obtained from the building occupants to ensure there is no conflict when filming exteriors.

Building Interiors

Permission must be obtained from the occupants of the buildings that you wish to film. Determine locations in advance (7-10 business days) in order to ensure availability. Dates and times must be specified. Many buildings will require a user rental fee.

Building Exemptions

Buildings for which UBC does not provided permission for exterior or interior filming are those buildings that UBC does not own and/or operation, including Vancouver Coastal Health UBC Hospital; Vancouver School of Theology; NRC Institute for Machinery Research; BC Research Inc.; Paprican; TRIUMF, and any other building not managed by UBC. Contact these organizations directly. There must be no implied permission that approval has been provided by UBC. Note that most of the above-mentioned locations do not permit filming.

The University Endowment Lands, east of Wesbrook Mall, and Pacific Spirit Regional Park are also exempted from the UBC filming procedures.

Roads and Walkways

It is preferred that vehicular and pedestrian traffic not be impeded but understand that for filming purposes, this could be obtained with intermittent traffic control. Permission must be obtained in advance for the use of filming roadways. A detailed traffic management plan must be submitted for approval at least 10 business days prior to filming. Maximum lock-up is 5 minutes at a time and only while camera is rolling. If permission is granted only UBC Security officers (minimum four hours at $60/hour) or individuals licensed to perform traffic control are permitted to stop and/or regulate traffic. Proof of license must be provided by individuals.

Stunts / Special Effects

Stunts and/or special effects may be denied while filming on the campus depending on risk to the University. The instructor must be on set when conducting stunts and/or special effects. In some instances, professional stunt and/or special effects coordinators may be required to also be on set.