Film, Television, and Commercial Production on Campus


Film, Television, and Commercial Production on Campus Rationale/Purpose of the Policy UW–Madison is a beautiful, historic campus popular with alumni and visitors. Accordingly, the university receives many requests to film, video or photograph campus for both commercial and personal use. This policy outlines when filming on campus is allowed. Definitions Filming Capture of moving or still images by any means or media (e.g., film, videotape, digital disk, internet). University Property  Publicly owned or leased buildings and grounds which are subject to the custody and control of UW–Madison. Scope Any individual or organization seeking to film on university property. Policy Filming on university property for commercial, promotional, or professional purposes is generally not permitted (e.g., documentaries, independent films, filming to promote a commercial product or service, filming intended primarily to benefit an individual or entity other than UW–Madison, social media posts). Prohibited Actions Filming of interior locations is not permitted when classes are actively being conducted. Filming during a class is not permitted without the prior written permission of the instructor and appropriate releases by enrolled students. Filming is not allowed in classrooms or libraries during midterms, finals, or other relevant times. Unmanned aerial vehicle (AV)/drone use, unless approved via UW-4005 Research Vehicle Safety Oversight (Autonomous Vehicles). Wedding photography, unless part of an existing venue contract with a campus location. Permissions and Process Filming for commercial, promotional, or professional purposes on university property requires advance, written permission from the Vice Chancellor for Strategic Communication or designee as outlined on the Office of Strategic Communication website. Additional approval and review is required, as coordinated by the Office of Strategic Communication, for filming or commercial production that: May pose safety and security risks. May disrupt research, education, or other functions of the university. May compromise privacy interests or the welfare of research participants. Takes place at a university location with unit-specific policies (e.g., Allen Centennial Garden, Arboretum, RecWell facilities, University Housing, Wisconsin Institutes for Discovery, Wisconsin Union, or any location of the UW-Madison Health Care Component). Uses names, trademarks, logos, and other indicia of the university as outlined in UW-205 Use of Institutional Names, Logos, Symbols, and other Trademarks. When filming on campus, external parties must provide a certificate of general liability insurance with the limitations outlined by Risk Management. Exceptions Non-Commercial Purposes This policy does not apply to the following: Filming for legitimate newsgathering purposes by the news media (excluding documentaries). Filming by UW–Madison students, faculty, or staff for academic purposes (e.g., including research, creative or scholarly work, teaching and learning). Filming by UW–Madison employees or agents for UW–Madison related internal purposes (e.g., training videos). Filming for personal use (e.g., non-commercial social media accounts) provided it: Does not suggest endorsement by the university. Is performed unobtrusively and without interrupting university programs Is not intended for commercial distribution or wide public dissemination Filming for these purposes may be subject to reasonable and appropriate restrictions imposed by the university (e.g., to preserve safety or maintain public order, to protect personal privacy, to avoid disruption to the university’s academic activities and official business, to comply with state or federal law, to honor contractual obligations). Any additional exceptions to this policy will be determined by the Office of Strategic Communication Related UW-Madison Policies UW-100 Designation of the UW-Madison Health Care Component (UW HCC) UW-205 Use of Institutional Names, Logos, Symbols, and other Trademarks UW-808 Faculty Policies and Procedures: Use of University Facilities UW-2022 University Recreation & Wellbeing UW-2058 Wisconsin Union Conduct and Use UW-4005 Research Vehicle Safety Oversight (Autonomous Vehicles) UW-4140 Arboretum Photography UW-6000 Use of Facilities and Land Related UW–Madison Documents, Web Pages, or Other Resources Allen Centennial Garden - Photography Permit University Housing - Advertising & Campus Relations External References Wis. Admin. Code UWS § 18 Conduct on University Lands Wis. Admin. Code UWS § 21 Use of University Facilities Policy Administration Approval Authority Vice Chancellor for Strategic Communication Policy Manager Assistant Vice Chancellor, Brand Strategy Policy Contact Assistant Vice Chancellor, Brand Strategy -- Tricia Nolan, tricia.nolan@wisc.edu, (608) 265-9005 Policy History Revised Dates 01-15-2021, 02-27-2025,

Policy

Filming on university property for commercial, promotional, or professional purposes is generally not permitted (e.g., documentaries, independent films, filming to promote a commercial product or service, filming intended primarily to benefit an individual or entity other than UW–Madison, social media posts).
Prohibited Actions
1. Filming of interior locations is not permitted when classes are actively being conducted. Filming during a class is not permitted without the prior written permission of the instructor and appropriate releases by enrolled students.
2. Filming is not allowed in classrooms or libraries during midterms, finals, or other relevant times.
3. Unmanned aerial vehicle (AV)/drone use, unless approved via UW-4005 Research Vehicle Safety Oversight (Autonomous Vehicles).
4. Wedding photography, unless part of an existing venue contract with a campus location.
Permissions and Process
1. Filming for commercial, promotional, or professional purposes on university property requires advance, written permission from the Vice Chancellor for Strategic Communication or designee as outlined on the Office of Strategic Communication website.
2. Additional approval and review is required, as coordinated by the Office of Strategic Communication, for filming or commercial production that:
  1. May pose safety and security risks.
  2. May disrupt research, education, or other functions of the university.
  3. May compromise privacy interests or the welfare of research participants.
  4. Takes place at a university location with unit-specific policies (e.g., Allen Centennial Garden, Arboretum, RecWell facilities, University Housing, Wisconsin Institutes for Discovery, Wisconsin Union, or any location of the UW-Madison Health Care Component).
  5. Uses names, trademarks, logos, and other indicia of the university as outlined in UW-205 Use of Institutional Names, Logos, Symbols, and other Trademarks.
3. When filming on campus, external parties must provide a certificate of general liability insurance with the limitations outlined by Risk Management.
Exceptions
1. Non-Commercial Purposes
  1. This policy does not apply to the following:
    1. Filming for legitimate newsgathering purposes by the news media (excluding documentaries).
    2. Filming by UW–Madison students, faculty, or staff for academic purposes (e.g., including research, creative or scholarly work, teaching and learning).
    3. Filming by UW–Madison employees or agents for UW–Madison related internal purposes (e.g., training videos).
    4. Filming for personal use (e.g., non-commercial social media accounts) provided it:
      1. Does not suggest endorsement by the university.
      2. Is performed unobtrusively and without interrupting university programs
      3. Is not intended for commercial distribution or wide public dissemination
  2. Filming for these purposes may be subject to reasonable and appropriate restrictions imposed by the university (e.g., to preserve safety or maintain public order, to protect personal privacy, to avoid disruption to the university’s academic activities and official business, to comply with state or federal law, to honor contractual obligations).
2. Any additional exceptions to this policy will be determined by the Office of Strategic Communication

Film, Television, and Commercial Production on Campus

Rationale/Purpose of the Policy

Definitions

Scope

Policy

Related UW-Madison Policies

Related UW–Madison Documents, Web Pages, or Other Resources

External References

Policy Administration

Approval Authority

Policy Manager

Policy Contact

Policy History