Location agreement
A signed location agreement is required to film or photograph any University property. This includes movies and television, commercial videos, student films, festival or independent films, advertising, and internet use.
Note: because UW is a state agency, we cannot sign external agreements which indemnify your production.
The location agreement may be approved when all the following requirements have been met:
- The Filming Request Form is submitted at least one month prior to your filming or photo date.
- Specific dates and locations are available and approved by the University’s Director of Brand Management.
Certificate of insurance
The Producer shall furnish the University with certificate(s) of insurance evidencing coverage (explained in the Location Agreement) at least 3 days prior to the commencement of use of the Location. The certificate(s) shall state that coverage will not be canceled or modified without 45 days prior written notice to the University. Producer shall be responsible for payment of any deductibles, co-payments, or excess losses.
Frequently asked questions
Available Locations
The university is famous for its authentic look and feel due to the fact it’s a real university! Because of that, filming is limited for most part to our beautiful outdoor locations. We do not allow filming that would interfere with normal university business in spaces that are used for academic purposes. That means classrooms, offices, most libraries, and student common areas.
Additionally we do not allow use of branded or iconic locations in any non-UW production, specifically: the Reading Room in Suzzallo Library, the Rainier Vista view which includes Drumheller Fountain and Mt. Rainier, and the Block W statues located at entrances to all of our campuses. These locations are considered unique to the UW. Suzzallo Library is not available for any commercial film or photography and cannot be used or scheduled outside of regular business hours.
There is a limited amount of classroom and library space available for public use pending availability; it’s recommended you make reservations at least 2-3 months in advance. You can see those spaces here, and we can help you with your reservation. The hourly rental charge is in addition to the university’s location agreement fee.
Husky Union Building
Kane Hall
The Smith Room Building
Labs and Residence Halls
There are no labs available for filming at the UW. They’re in use 24/7 and subject to building security.
In the past we’ve had a model Residence Hall room that could be scheduled in advance with Housing and Food Services, but due to staffing issues that space is no longer available.
Best Time to Film
The best time to film at the University is during the summer when there are fewer disruptions. We don’t allow filming of any kind during the last two weeks of each quarter (“dead” week and finals week).
Student and Faculty Interviews
If you’re coordinating or approving an interview, documentary, or any coverage of your department’s work, you do not need a location agreement or permission unless you’d like help with your project. A location agreement is an insurance policy in case anything is broken, and outlines permissible use of material. We recommend coordinating with your facilities manager so they’re well aware of filming on the premises, and can post signs if needed. We’re happy to help if you have questions, please contact uphoto@uw.edu for more information.
Vehicle access
Vehicles are not allowed on campus grounds. UW prides itself on its park-like setting and therefore no vehicles with the exception of facilities services are allowed directly on campus. There are access roads that can be used with permission. Any other lanes must be approved by UW Transporation Services and/or Environmental Health and Safety as the majority of these roads are fire lanes. Trucks and trailers can be parked in designated parking lots; our film team can work with you on a plan that works for your production.
Athletics
Requests for filming in the Athletics Village should be directed to their facility rental team.We do not make arrangements for athletic fields or facilities and it is rare that they are approved for commercial use.
UW Medicine
The UW’s hospitals and medical centers are active spaces all year, and are not available for filming unless you have a prior agreement with a professor or administrator. We do not have “model” surgery or patient care rooms available.
Weddings
There is no fee for wedding or personal event photography taken on campus. Location agreements are not required for outdoor wedding or personal event photography, as long as it does not disrupt regular UW business or academics. Check here for more information on reserving iconic outdoor locations. Wedding photography in one of our indoor spaces requires approval prior to use. You’ll need to fill out a Use of University Facilities Form and get permission from the venue manager . Due to fire regulations, no stands, lighting or cables may be used.
Please note: Suzzallo Library Reading Room is not available for film or photography, and cannot be scheduled for wedding photographs.
Student filmmakers
If you’re a UW student filmmaker, we may be able to help you with your production if you need access to certain areas. But as stated above, you’re not allowed to film in working academic areas unless you’ve made an arrangement with someone you know. Please contact uphoto@uw.edu for more information.
Drones
Certified UAS pilots should adhere to all FAA regulations while on UW property. Non-commercial pilots are expected to adhere to the FAA’s Small UAS Rule (14 CFR part 107). UW does not allow drones near the hospital, athletics village and residence halls and it’s good practice to notify building managers of any scheduled drone shoot. UW Medicine operates a helipad near the Athletic Village area and it is prohibited to fly a drone in this area. If a drone is flown anywhere near UW hospital you should register it with Life Flight at (206) 329-2569. FAA does not allow the flight of drones within 1000 feet of a stadium on a “game day.”
If a drone is flown in a restricted area, the University has the ability to force the drone to land and it can be punishable in accordance with UW policies. There is no retrieval plan or procedure if you lose your drone on UW property (i.e. in a tree, on a roof). For this reason, only fly drones in open areas.
Drone flight is not allowed during the blooming of the UW Cherry Trees in the Quad. The amount of visitors to campus exceeds the FAA rules for drone operation over a crowd.
For flight plans, you can use Airmap to plan your flight.
Fees
The cost to shoot at UW is a combination of the UW application fee ($100), the location fee, and venue rental fees (various). There may also be fees for parking, police and any other facilities or other miscellaneous services needed for the shoot.
The Location fee is based on a half-day/full day rate system. The Half-Day is six (6) hours and the Full Day is twelve (12) hours. Any shoot over six hours will be considered a Full Day, and any shoot over twelve (12) hours will be charged additional fees based on hourly rates.
Commercial productions (Film, Television, Photography)
- Half day, $1,500
- Day rate $3,000
- Over 12 hours, $250 hr
Independent films or videos
- Half day $750
- Day rate, $1,500
- Over 12 hrs, $125 hr
Independent photography
- Half Day $600
- Day rate $1,200
- Over 12 hours, $100/hr
Space Rental Fees
There are additional rentals fees depending on space and room requirements. Classrooms, meeting and conference spaces on campus have rental costs in addition to the location fees.
Parking
Parking fees are additional and vary depending on space requirements.
Logistics
Bathrooms/changing rooms/craft services
In general bathrooms are not available for film productions. There are no outdoor public bathrooms on campus. If your shoot is indoors, there may be a restroom nearby, but there isn’t a lot of space for a production office, changing areas or craft services. We cannot reserve student areas for production use. You can have food delivered to campus, and there is an on-campus caterer but they need plenty of advance notice as they serve the entire university.
Facilities & electricity
Many of our facilities were built pre-1900 and are managed in quadrants. So you cannot “access a fuse box” in a room as that’s a complicated operation! You will not have access to electrical panels, lights, HVAC, clocks, bells, or locks. You can use elevators with prior approval of a building operator. After-hour access (later than 5pm) requires overtime staff to keep a building open and locked when you are finished.
Many University building are on an automatic locking system. This cannot be changed or turned off. If you are asking to use facilities outside of operating hours a facilities staff must be on site. This is an additional charge and may vary depending on your needs.
Parking
Parking can be paid in bulk for all vehicles, and must be arranged in advance unless you are driving onto campus and self-parking. Fees are $20.25 per day per vehicle. Reserved (coned) locations are $40.50 per space. RVs and truck parking arrangements can be made thru our office. Loading dock parking is not available. For more parking information please see our visitor page.