Step 1: Choose Your Filming Category
The University of Arizona categorizes filming into various types. Please identify which category your project falls under when completing the Filming on Campus Request Form (Step 2) and the Filming Location Agreement (Step 3).
Educational Filming Request: Any filming, photography, or media production conducted for the purpose of reporting, educational, or editorial coverage. The primary intent of this activity is to inform the public – not to promote a product, service, brand, or organization. Most non-commercial filming projects in outdoor campus spaces or pre-arranged media interviews do not require a Filming Location Agreement or Certificate of Insurance. Contact Nick Prevenas at nprevenas@arizona.edu with any questions.
Commercial Filming Request: Any filming, photography, or media production conducted by or on behalf of a company or organization for the primary purpose of promoting a product, service, or brand, including advertising, marketing, or promotional content. This can include, but is not limited to, brand/product advertisements, corporate promotional videos, and content intended for use on a company's website, social media, or in commercial campaigns. Additional fees apply for Commercial Filming Requests. Further information is provided below.
Branded Social Media Influencer Request: A subset of Commercial Filming, Branded Social Media Influencer Request refers to any filming, photography, or content creation conducted on behalf of a corporate brand or external organization that hires a social media influencer to produce branded or promotional content on university property. This includes content created for distribution on the brand’s social media channels, including but not limited to Instagram, TikTok, YouTube, Facebook, or similar platforms. This category of filming includes student-athlete name, image, and likeness (NIL) deals. In these cases, the external company commissioning the content is considered the sponsoring entity and must follow the Commercial Filming process that includes a Commercial Filming Request, Certificate of Insurance, and all associated commercial filming fees.
Entertainment Filming Request: Any filming or media production conducted for the purpose of creating scripted or unscripted entertainment content, including television shows, feature films, reality programming, documentaries and similar long-form projects. Entertainment productions require a Filming Location Agreement, Certificate of Insurance, and advance coordination with University Marketing & Communications that includes coordination with campus units, script review/approval, and payment of commercial filming fees.
Student Academic Project: Any filming, photography, or media production conducted by a University of Arizona student solely for completion of an academic assignment, course requirement, or degree‑related project. The primary intent of this activity must be educational and non‑commercial, and the project must be supervised or assigned by a university instructor or academic program. Student Academic Projects are not managed by University Marketing & Communications and do not require a Filming Location Agreement. Please do not submit a filming request. Proceed to the Student Academic Projects section below for more information. This also includes filming from official university clubs and student organizations.
Internal U of A Filming Project: Select this option in the Filming on Campus Request Form for any filming or photography on campus conducted by a third-party vendor on behalf of a University of Arizona department, faculty, or staff member for an official project. Requests must be submitted by the U of A department, faculty, or staff member and are intended to ensure all required insurance and liability documentation is in place prior to filming.
Other: Certain productions may not align cleanly with the categories listed above, or they may incorporate elements from multiple categories. In these situations, applicants may select “Other” on the Filming on Campus Request Form. Submissions in this category will be reviewed individually, and the university will work directly with the requester to clarify the project’s purpose, determine the appropriate classification, and identify any requirements that may apply.
Step 2: Submit a Filming on Campus Request
To begin the process, all productions must submit a Filming on Campus Request Form. This allows our team to review your project, route it to the appropriate campus partners, confirm location availability, ensure compliance with university policies, and complete all required documentation.
We recommend submitting the Filming on Campus Request Form at least one month prior to your desired filming or photography date, and no later than two weeks before the requested date. Requests submitted within the two-week window will not be reviewed.
Once your request is submitted, please allow up to ten (10) business days for a response.
SCRIPT APPROVAL
As part of the Filming on Campus Request Form, your production’s script and other production details – such as the creative vision – must be provided. University Marketing & Communications will review and approve the script before your request can advance to Steps 3 and 4.
Once your request is approved, these materials must also be documented in Exhibit C of the Filming Location Agreement (detailed below). Please note that a Filming Location Agreement and Certificate of Insurance will not be reviewed until a script has been submitted.
Steps 3 & 4: Filming Agreement & Insurance Requirements
FILMING LOCATION AGREEMENT
After your filming request and script (if applicable) have been reviewed and approved to move to the next step, a signed Filming Location Agreement (FLA) is required before any filming or photography may take place on university property. This process applies to all university-owned and leased property throughout the State of Arizona, including main campus, satellite locations, and any university-managed facilities. This includes film and photography for educational purposes, movies, television, commercial videos, and advertising.
Filming Location Agreements may be signed only by an authorized university signatory. University Marketing & Communications works directly with Contracting Services for the required signatures. Departments, faculty, and staff are not authorized to sign Filming Location Agreements on behalf of the university.
Based on the details of your request, please select and complete the appropriate Filming Location Agreement below. Submit the completed agreement to the University Marketing & Communications contact detailed below, along with your Certificate of Insurance. This agreement is required by the Arizona Board of Regents with specific guidelines for insurance.
Commercial Filming Location Agreement - Commercial, Branded Social Media Influencer, and Entertainment Filming
- Send a signed copy to Courtney Spector at cmall@arizona.edu
Educational Filming Location Agreement - Educational Filming
- Send a signed copy to Nick Prevenas at nprevenas@arizona.edu
The Filming Location Agreement must be received, reviewed, and signed by University Contracting Services before any filming may begin.
Please note:
- Journalists working with accredited news organizations or on a freelance basis with proper identification are permitted to shoot photos or video in public areas on campus. This is considered “general newsgathering”, and it does not require a Filming Location Agreement or a Certificate of Insurance. Media access to university buildings, the U of A Mall, and any other locked area is coordinated through University Communications. Media outlets without a countersigned FLA should remain in public spaces, and they will not be able to access restricted locations (such as research labs and active classrooms), or CatCard-locked facilities (such as Campus Recreation gymnasiums and residence halls) without special permission and an on-site University of Arizona employed host. Please see the FAQ section for more details.
- Any filming that takes place in a laboratory setting requires both a Filming Location Agreement and Certificate of Insurance, regardless of the film’s intent.
- Professional photography and video equipment is not permitted at Arizona Athletics’ events without proper credentials. Submit credential requests through Arizona Athletics. Visit the Arizona Strategic Communications Staff site here for more details on media access for Arizona Athletics.
- University of Arizona departments, faculty, and staff may hire third-party non-UA videographers, photographers, freelancers, agencies, and other producers who will need to film on campus for official and approved U of A projects. These groups and individuals may be hired through a variety of methods and contracts, and the U of A contact should fill out an FLA to ensure the hired entity has the right insurance and liability documentation on file.
- In addition to completing the FLA, any written agreement with a third-party videographer, photographer, freelancer, agency, or other producer must be reviewed and executed by an authorized university signatory. Departments, faculty, and staff are not authorized to sign agreements on behalf of the university. Required insurance documentation must be submitted, reviewed, and approved prior to the commencement of any services or engagement with the third-party. University of Arizona staff can email SupplyChain@arizona.edu to get started.
CERTIFICATE OF INSURANCE
A Certificate of Insurance (COI) naming the University of Arizona as an additional insured is required for all external productions. Please include your COI when submitting your Filming Location Agreement to the appropriate University Marketing & Communications team member for routing and approvals. The Certificate of Insurance must be received, reviewed, and approved by University Risk Management before any filming may begin.
The COI must be issued by the same legal entity that will sign the Filming Location Agreement. COIs submitted under a different company name, subsidiary, or third-party vendor cannot be accepted.
Insurance
Applicable to the production, the following minimum insurance limits and requirements must be reflected on the Certificate of Insurance:
- Commercial general liability of $1,000,000 occurrence / $2,000,000 aggregate
- Business automobile liability of $1,000,000
- Workers’ compensation coverage complying with the state of Arizona requirements
- Additional insured named as follows:
Arizona Board of Regents
On behalf of the University of Arizona
1200 E University Blvd
Tucson, AZ 85721
Filming Notes & Reminders
UNIVERSITY OF ARIZONA ON-SITE CONTACT
All commercial filming projects at the University of Arizona must have an identified university point of contact. This individual is typically a university employee responsible for the specific location where filming has been approved and will serve as the on-site liaison during the production.
USE OF UNIVERSITY OF ARIZONA MARKS AND LANDMARKS
Any commercial filming use of the University of Arizona name, logos, marks, or branded spaces, require prior approval from University Marketing & Communications. This includes logos on buildings and iconic or trademarked campus landmarks.
Use or imagery of University of Arizona marks, logos, or branded spaces in educational or editorial coverage by documentary filmmakers requires university approval through an intellectual property release form signed by University Contracting Services.
University Marketing & Communications reserves the right to review and approve all final Commercial Filming content that features university locations, marks, or branded spaces prior to public release.
Filming and photography for commercial requests must abide by the Product Licensing and Trademark Usage Policy and are prohibited from using imagery of Old Main.
News and media outlets may show campus buildings or signage for editorial purposes.
University of Arizona-licensed vendors with completed Trademarks & Licensing agreements are permitted to use university marks, including Old Main, for commercial purposes to sell and promote officially licensed University of Arizona apparel and merchandise.
NOTICE OF FILMING / PHOTOGRAPHY
When there are bystander students in the vicinity of your video production, you will need to print and post a “notice of videography” poster (24x36in) in locations where they may be entering/exiting. An example of this notice can be seen here.
DRONE GUIDELINES
The use of drones, or small unmanned aircraft systems (sUAS), on campus is regulated by the Federal Aviation Administration, relevant state law, and University of Arizona Office of Public Safety Unmanned Aircraft Systems Policy. All use of drones on campus is prohibited unless approved in advance by the Real-Time Coordination Center within the Office of Public Safety.
Please review the University of Arizona Drone Procedure and complete a Drone Request Form at least 14 days in advance of the requested flight date.
For more information on Drone Approval, click here.
LOCATIONS WITH SPECIAL CONSIDERATIONS
In addition to the Filming Location Agreement (FLA) and Certificate of Insurance (COI) routed to University Marketing & Communications, several University of Arizona locations have restricted access and require additional approvals or permits before filming can occur. Examples include:
Athletic Facilities: Filming or photography at Arizona Athletics facilities, including stadiums, arenas, practice fields, training spaces, and any other athletics‑managed venues, requires separate coordination and approval through Arizona Athletics.
Biosphere 2: Biosphere 2 is a unique research facility, living laboratory, and public visitor destination with active scientific experiments, operational systems, and public programming occurring simultaneously. Filming and photography requests require advance coordination with the Biosphere 2 team to ensure research activities, facility operations, visitor experiences, and safety requirements are not disrupted. Certain research areas may have restricted access, require additional approvals, or be unavailable during active experiments. Please anticipate additional review and coordination time for requests involving research spaces, specialized environments, or after-hours access.
Central Mall: Filming on the central campus mall requires completing a Campus Use Form and coordination with the Campus Use Scheduling team. We recommend understanding the Campus Use Guidelines and Campus Use Policy.
Classrooms: Filming in active, in-session classrooms is not permitted without special permission. Students must be given the option to opt-out of being filmed without losing classroom instructional time. Productions are responsible for securing and managing their own student release forms.
Observatories: Mt. Lemmon and Mt. Graham operate under U.S. Forest Service (USFS) permits. No University of Arizona paperwork can be processed until the USFS permit is approved, which can take 2–3 weeks.
Research Labs: Campus research laboratories have unique safety, compliance, and operational requirements. Filming requests for these spaces must be routed to the appropriate managing units well in advance. Please anticipate longer approval timelines to allow for proper review and coordination.
- ITAR: Some research laboratories operate under federal regulations such as the International Traffic in Arms Regulations (ITAR), which govern the handling of defense‑related equipment, technology, and technical data. Because these regulations strictly control who may access certain research spaces and what information may be disclosed, filming in or near ITAR‑restricted labs is highly limited and may be prohibited altogether.
Residence Halls: As private living spaces, access must be managed carefully. Students may not be filmed without their knowledge and consent, and access to spaces within the halls should not be restricted.
School of Dance: The Stevie Eller Dance Theatre experiences seasonal busy periods from October-December and March-May. The Theatre typically requires six months advanced scheduling.
BRANDED SOCIAL MEDIA INFLUENCERS
Branded Social Media Influencer content is considered a form of Commercial Filming. This category applies when a corporate brand or external organization engages a social media influencer to produce branded or promotional content on university property. Any content created for distribution on the brand’s or influencer’s social media channels (Instagram, TikTok, YouTube, Facebook, etc.) must follow the same commercial filming process. This filming category includes student-athlete name, image, and likeness (NIL) deals.
These requests are subject to all filming guidelines and fees detailed below.
Before filming can begin, brands conducting Branded Social Media Influencer content on campus must:
- Submit a Filming on Campus Request Form
- Complete a Commercial Filming Location Agreement
- Provide a Certificate of Insurance
- Receive approval from University Marketing & Communications and Risk Management
- Submit payment associated with the filming request
STUDENT ACADEMIC PROJECTS
Student Academic Projects refer to student filming, photography, or media production conducted solely for completion of an academic assignment, course requirement, or degree‑related project on university property. These activities must be educational and non‑commercial in nature and must be assigned or supervised by a University of Arizona instructor or academic program.
Requests from students wanting to film on campus are not managed by University Marketing & Communications. Students and their instructors are responsible for coordinating directly with the building managers of the spaces they wish to film in. Each building may have its own requirements, restrictions, and approval processes.
To find more information on University Facility Services and locate a building point of contact, please visit the Building Managers site (NetID required to view Building Manager List). (NetID required to view Building Manager List).
Students are strongly encouraged to notify the Dean of Students Office when academic filming projects are scheduled to occur on campus. This notice is not an approval step, rather it helps ensure appropriate campus units are aware of activity occurring in shared spaces and supports smooth coordination across the university. The Dean of Students Office can be notified at dos-deanofstudents@arizona.edu.
General Guidelines:
- Contact the building manager of the intended filming location to understand space-specific requirements.
- Instructor involvement is strongly encouraged to ensure that filming projects are supported and appropriately supervised.
- Students are encouraged to notify the Dean of Students Office (dos-deanofstudents@arizona.edu.) about planned academic filming on campus to ensure campus units are aware and coordination runs smoothly.
- Having a University of Arizona employee present during location scouting and filming is recommended to help maintain safety and compliance.
- Outdoor spaces: Students may generally film in public outdoor areas on campus. Larger productions requiring the use of the University of Arizona Mall may require a Campus Use form. Please visit Campus Use Scheduling for more information.
- Restricted areas, such as labs, classrooms, and residence halls, may not be permitted or require additional approvals. Students should confirm requirements directly with the unit managing the space.
- After-hours filming may involve additional coordination or fees, depending on the building.
INTERNAL U OF A FILMING PROJECTS
Filming or photography on campus conducted by a third-party vendor on behalf of a University of Arizona department, faculty, or staff member for an official project. Requests must be submitted by the U of A affiliate and is intended to ensure all required insurance and liability documentation is in place prior to filming
Even when agencies, freelancers, or production companies are formally contracted by a university-affiliated party, they are still required to submit appropriate insurance and liability documentation to operate on campus. These requirements are not typically captured through standard procurement or payment processes.
This section is intended to connect the university representative coordinating the production with Risk Management to verify that the vendor carries the appropriate level of insurance and to identify any special access or legal considerations. It is not intended to evaluate or approve the creative direction of the project.
WEAPONS ON CAMPUS
All filming and photography activities on university property must comply with the University of Arizona’s Weapons on Campus policy. Weapons of any kind, including firearms, explosives, knives, or any item defined as a weapon under university policy, are strictly prohibited on campus.
Any request to use a weapon-like prop or simulated firearm for filming purposes must be disclosed in advance through the Filming on Campus Request Form and by following the Procedure to Request an Exception for Weapons on Campus.
STATE & LOCAL FILM INCENTIVES AND PERMITTING
The State of Arizona offers a Motion Picture Production Program that provides tax credit incentives for qualifying film, television, and commercial productions. As part of this program, productions may request site visits, location documentation, or other verification materials from the University of Arizona. These requests will be coordinated through University Marketing & Communications and must follow the university’s established filming approval process.
In addition, Visit Tucson, the region’s official convention and visitor's bureau (CVB), issues permits for filming within the City of Tucson and Pima County through Film Tucson, the official film office for Southern Arizona. Film Tucson’s permitting process is separate and does not replace the university’s requirements for filming on campus. Productions seeking to film on university property must complete the university’s Filming on Campus Request Form, secure all required agreements and insurance, and receive university approval prior to filming taking place on university property.
Commercial Filming Fees & Payment Process
The commercial filming fee at the University of Arizona is outlined below. Please note that additional fees may apply depending on the specific campus location requested and the needs of your production. Many university spaces carry their own site-specific rental or access fees, which are separate from and in addition to the commercial fees listed here. Those site-specific fees are determined by the campus unit responsible for the space and will vary by location.
Additional fees may include parking, room or site-specific rental, and any facilities or other services required to support your shoot.
Commercial Productions (Film/Video)
- Half Day (less than 4 hours) $1,500
- Full Day (over 4 hours) $3,000
Commercial Productions (Photography)
- Half Day (less than 4 hours) $750
- Full Day (over 4 hours) $1,500
Once your Filming Location Agreement and Certificate of Insurance are approved and your filming request has been formally accepted, the University of Arizona will provide payment instructions and can issue an invoice upon request. Filming may not begin until all associated fees have been paid in full.
Please see the FAQ section for additional details about payment forms and exclusions.
Site-Specific Fees
Site-specific fees for room(s) and space rentals are separate from university location fees and all other filming-related charges (i.e. parking). These fees are assessed by the campus unit responsible for granting access to the space and will vary depending on the specific site requested. Campus units are responsible for issuing invoices and collecting payment for any site-specific fees.
Frequently Asked Questions
Submit the following completed documents: Filming on Campus Request Form, Filming Location Agreement, Certificate of Insurance, and submit payment (if required).
Any changes to the FLA will be issued as an addendum; no edits may be made to the agreement itself. Please note that any redlines will result in delays and may trigger additional levels of approval. If a signed approval is needed quickly, the FLA should be signed as-is with no modifications, and the required COI/indemnification provided. The indemnification provisions are non-negotiable and may not be modified. Additionally, any edits to required Arizona Board of Regents (ABOR), or State of Arizona provisions are not subject to negotiation and may result in the rejections of the request. Any proposed changes to the insurance requirements, including coverage limits, will require additional review and approval and may not be accepted.
We ask that you begin the approval process 30 days in advance of your requested filming day. Depending on the production size, larger shoots will often require more advanced notice.
News-related coverage when the media is invited to campus, or for single-camera coverage of newsworthy events in public spaces in which media crews will be on campus for less than one day.
Yes, students are permitted to film on campus, and the required steps depend on the type of filming they are conducting.
- Students filming for a Student Academic Project, generally do not need to provide a Filming Location Agreement (FLA) or a Certificate of Insurance (COI). Students and their instructors must coordinate directly with the building manager of the space where they wish to film. Instructors (or the academic department) should guide students through the appropriate steps and ensure that all building‑specific rules, safety expectations, and access requirements are followed. University Marketing & Communications does not determine whether filming is permitted.
- Students retain the right to record or film on campus when doing so as part of their personal expressive activity protected under the First Amendment. Filming that is incidental to free‑speech activity does not require a Filming on Campus Request Form, FLA, or COI. However, once filming involves commercial intent or branded partnerships the university’s filming guidelines and approval processes apply.
Special operational requests should be coordinated by the University of Arizona contact sponsoring the project, who may work with relevant campus units (e.g., facilities or building staff) to assess feasibility. If a request is submitted directly by a third-party company without a university sponsor, any additional needs may be reviewed by University Marketing & Communications on a case-by-case basis, at institutional discretion. Approval and support are not guaranteed.
Parking and load‑in/load‑out locations must be coordinated in advance and needs to be arranged by the Production team. All parking‑related fees are the responsibility of the external group. Please note that parking needs are not managed by University Marketing & Communications and that listing your parking needs on the Filming Location Agreement does not mean parking has been coordinated.
Yes, the following areas are restricted from filming and photography requests: classrooms during instruction, research labs, residence halls, and Campus Recreation.
Yes, however you are responsible for the coordination of security, building access with the campus unit, and fees associated with overnight security.
The best time to film at the university is during the summer when there are fewer disruptions. If there is a need to coordinate around large campus events (e.g. Homecoming, Tucson Festival of Books, etc.) or specific activities (grounds work, construction, student events, etc.), work with your U of A contact to coordinate with the appropriate university departments
Use of University of Arizona trademarks, logos, or identifiable campus landmarks in commercial filming productions requires prior approval from University Marketing & Communications. These elements cannot appear in advertising or promotional content without authorization, and productions may be asked to cover or avoid branded areas. Editorial and journalistic use is generally permitted as long as it does not imply university endorsement.
The university accepts payments by credit card or ACH wire transfer, depending on your preferred method. For credit card payments, a secure link will be provided to complete the transaction using MasterCard, Visa or Discover. American Express is not accepted at this time.
Yes, commercial filming fees will be waived at the discretion of the Chief Communications & Marketing Officer. Exemptions may be granted for officially licensed vendors filming or photographing University of Arizona licensed products, or in cases where the space rental fees already include associated filming costs.
If you do not have a University of Arizona contact, please complete the Filming on Campus Request Form and indicate that university assistance is needed. University Marketing & Communications will help coordinate the appropriate campus contact.
If the production is being done on behalf of the University of Arizona, the U of A model release is required for promotional publication and can be found here. If the work will be published only by your organization, talent releases should release your organization, and their necessity will depend on your publication goals.
All subcontractors are subject to and must comply with the same terms and conditions as outlined in the Filming Location Agreement.