Guidelines for Filming

Thank you for your interest in Claremont McKenna College (CMC) as a possible filming location. These guidelines have been developed to outline and streamline the process of obtaining permission to film on campus from start to finish.

For simplicity, as used in these guidelines, "filming" includes videography and photography intended for commercial distribution. Filming for commercial distribution requires the approvals outlined below before work may begin.

The Claremont McKenna College Office of Strategic Communications and Marketing (OSCM) is responsible for all arrangements pertaining to filming on the Claremont McKenna College campus, including obtaining permissions and supervising the film shoot OSCM vets and processes all requests to film on campus and coordinates with all College departments on your behalf.

SPECIAL CASES

News media covering an active or breaking news story do not require a permit.

Media inquiries
Office: Claremont Blvd 118
Email: media@cmc.edu

Permit Requirements

Filming on campus is permitted only if it does not interfere with normal college business (including meetings, instruction, and research) and previously scheduled events. Written permission from an authorized CMC representative is required to film on campus. Filming will be approved only when all following requirements have been met:

1. Before bringing any equipment on the premises, the Producer must obtain prior approval from the College’s Office of Strategic Communications. The Producer, on behalf of itself and its successors, waives and releases the College from any liability whatsoever for loss, theft of or damage to any such equipment or any personal property of the Producer or its successors.
2. Prior written approval on the College's Premises Alteration form before any alterations or modifications, temporary or permanent, are undertaken. Producer understands and agrees that any such modifications may increase the Estimate of Expenses and/or the costs of restoration to their original condition. The College has sole discretion concerning any alterations or modifications of the Premises.
3. Filming, striking of set dressing, and removal of all equipment, vehicles, cast and crew belonging to the Producer must be completed by agreed upon date and time.
4. Cast and crew cars shall park only in parking areas designated by the College’s Office of Strategic Communications.
5. Complete copy of the script, storyboard, or detailed summary of the production, including whether there are references to CMC.
6. Full payment of all fees (cashier's check or certified check) is received by OSCM no less than two (2) business days prior to filming.
7. All security and damage deposits, if required, are received by OSCM no less than two (2) business days prior to filming.
8. A signed film location agreement.
9. If required, filming permits from the City of Claremont found here.

Dates and Locations

A location manager or representative of the production company must conduct a walkthrough of desired location(s) with a designated CMC filming liaison ten (10) working days prior to filming when possible. While most of the CMC campus may be used for filming, it is not permitted in the following locations:

• The Massoud (Kravis Center)

OSCM requires a detailed shooting schedule indicating all areas to be impacted by the shoot (in front of and behind the camera) and all measures the production will take to ensure the integrity of the area as well as the minimization of impact to normal College business. If at all possible, the schedule should be submitted to OSCM for review and approval no less than ten (10) business days prior to the proposed start of filming. Once the location is approved, the production must follow the schedule as submitted. Changes to this schedule must be submitted, in writing, for approval by OSCM.

Use of any location can only be approved with the consent of the venue holder and consideration of the surrounding areas and activities. Scheduled College events, regardless of size, take precedence over film shoots in determining location availability.

Script Review

A complete copy of the final script, storyboard, or detailed summary of the production must be submitted to CMC's Office of Strategic Communication, including whether there are references in the production to CMC. CMC will review the script, storyboard or summary to ensure it is not derogatory or defamatory, does not tarnish the reputation of CMC or otherwise associates the College with objectionable subject matter in CMC’s sole discretion. Any changes or additions, including changes to the title of the script, must be brought to the attention of the Office of Strategic Communication for additional review and written approval. 

Identification of the College

Producer shall not be required to identify or depict the Property in any particular manner. Any identification of the Property which Producer may furnish shall be at the parties’ mutual written agreement.

Parking

Cast and crew cars shall park only in parking areas designated by the College’s Office of Strategic Communications.

Insurance

The Producer shall, at its own cost and expense, secure and maintain in force at all times during which this Agreement is in effect policies of insurance that meet the minimum requirements of the College as described below. The Producer must provide a Certificate of Insurance or other evidence of insurance satisfactory to the College, with specific reference to the event described in this Agreement.  Coverage must be written on an “occurrence” form and maintained throughout the term of the contract.  

Commercial General Liability Insurance for personal bodily injury wrongful death, and broad form property damage losses included, written on an occurrence form, with limits as follows:

• Each Occurrence – $2 million
• Products/Completed Operations Aggregate –  $2 million
• Personal and Advertising Injury – $2 million
• Sexual Misconduct – $2 million

If in connection with this Agreement, Producer or invitees of Producer will include persons under the age of 18, then the General Liability insurance policy must provide coverage for sexual misconduct (including by definition sexual molestation, abuse, and harassment) with limits of no less than $50,000 per occurrence/$100,000 aggregate. Note: If the General Liability coverage has any sub-limits or exclusions inconsistent with the above that apply to coverage for sexual misconduct the Certificate of Insurance must define those limits or exclusions. 

• General Aggregate - $4 million

Business Automobile Liability: (Minimum Requirements)

• Business automobile liability – $1 million
• Individuals – $100,000 per person
• Individuals – $300,000 per occurrence
• Property Damage – $50,000 per occurrence

Workers Compensation and Employer's Liability Insurance: (Minimum Requirements)

• Bodily Injury by Accident (Each Accident) – $1 million
• Bodily Injury by Disease (Policy Limit) – $1 million
• Bodily Injury by Disease (Each Employee) – $1 million

Payments and Deposits

Producer agrees to pay the College the amounts set forth in the Estimate of Expenses for the venue rental, services, and any equipment provided by the College. All payments shall be made by credit card upon invoice by the College. Producer agrees that any changes, modifications, additions, or adjustments to the scope of services and equipment accomplished solely by means of a written amendment or amendments to the Estimate of Expenses signed by the Parties before any such changes, modifications, additions, or adjustments are implemented. Producer understands and agrees that any such changes, modifications, additions, or adjustments may result in an increase in the Estimate of Expenses. Producer agrees to pay any balance due remaining on the Estimate of Expenses no later than the first day of Filming and any increase(s) to the Estimate of Expenses within five (5) business days of receipt of the College’s invoice. Producer agrees that if any payments specified above are not made by the agreed dates, College may terminate this Agreement. Producer further agrees that in the event of termination for non-payment, the College will be entitled to and will retain any monies paid to it for charges incurred up to and including the date of cancellation.

Fees

Payment of the fee applicable to your production type grants you a permit to film on the Claremont McKenna College campus and includes one campus filming liaison who will assist with all aspects of production, including location scouting, preproduction, and day-of management. These fees are charged from the arrival of the first production vehicle to the departure of the last production vehicle.

After 10 hours of service provided to the production company within a given 24 hour period, the following overtime rates will be charged:

Buildings, Fields and locations requested by the production company must be submitted in writing and agreed upon by Claremont McKenna prior to the start of filming. All additional locations and those not discussed will be charged at a rate of $1,000 per location.  

Cancellation

Producer shall be responsible for the College’s out-of-pocket expenses actually incurred and/or non-cancelable College obligations in the event of Producer’s change of date or cancellation of the Filming. All such expenses shall be determined by College and will be presented to Producer within 30 working days following any such cancellation. Producer shall reimburse College within 10 days following the College’s invoice by the agreed upon methods.

Acceptable Behavior

The Producer and its crew shall comply with all applicable College policies as well as all local, county and state laws, ordinances, and regulations. During the exercise of the License, should the filming unduly interfere with the business of the College in a manner that could not have been reasonably determined by the College, the College, at its sole discretion, may revoke the License.

Personnel in any way connected with the production can be ejected from the campus for displaying behavior that is deemed to be disruptive to the operation of the College, or for being offensive in language or behavior to students, faculty, staff, administrators, or College guests.