Locations are an important part of your film and should not be taken for granted. There are processes for shooting on-campus and off-campus that must be followed closely.
Shooting On-Campus
Students are required to get approval from the University to shoot in various locations on campus. The Conferencing & University Scheduling Office requires that campus spaces be reserved no later than 36 hours in advance. In other words, you cannot reserve a space for a shoot at the last minute!
Please note: certain locations require the approval of specific directors and supervisors, which are listed in the Events Office Filming Policy, below. You must have obtained all required approvals before requesting the room reservation from your professor.
Please read the University policy in its entirety:
Policy Statement
Vanguard University of Southern California students enrolled in programs within the Communication Department may reserve spaces for auditions, rehearsals, and films relating to course work through the Conferencing & University Scheduling Office. This policy is subject to change without notice.
Filming Eligibility
VUSC students must meet all of the following in order to reserve space on campus:
- Be enrolled at VUSC as a student.
- Receive approval from a Communication faculty member.
- Acquire any necessary additional approvals–see below.
Guidelines & Procedure
- Check the room availability using the online calendar from the Conferencing & University Scheduling Office.
- Email all space usage requests to the Conferencing & University Scheduling Office. Be sure you include buffer time for set up and tear down, and consider if you need additional adjacent space for craft services or equipment.
- Confirmations will be emailed to you directly. Please keep copies of the confirmation notice with you on the day of auditions or rehearsals.
Filming Requests must follow these steps:
- If filming in any of the spaces listed below, please obtain the following approval in advance to speed up final approvals:
- All classrooms, all offices, student lounges/lobbies, Waugh Student Center, lawn space, Needham Chapel, courtyards, etc: Scheduling & Events Coordinator, Mary Arkfeld
- Housing/Residence Halls: Megan Sisk or Nicole Heuler
- Parking: Director of Campus Safety, Kent Ferrin
- Dining Commons: Bon Appetite General Manager, Douglas DiGiovanni
- Lyceum Theater: Theater Manager, Caitlin Harjes
- Athletic Spaces: Associate Athletic Director, Jeff Bussell
- Library: Librarians James Darlack or Jack Morgan
- Final approval granted by the Conferencing & University Scheduling Office.
- A confirmation notice will be emailed to you once all appropriate information is entered into the campus wide event calendar.
All requests for space (auditions, rehearsal and filming) must be submitted 72 hours before you want to use the space.
Shooting Off-Campus
All off-campus shoots must request a certificate of insurance from the university for each location and/or city permit. Keep a printed copy of these insurance certificates with you at all time during your shoot. The online form can be found in the vanguard.edu student portal.
There are many great locations in the OC and LA area where you may be able to shoot your film. However, you need two things to shoot off-campus, whether you are shooting at a public place, your parent’s house, or other venue: (1) Permission of the owner and (2) a shooting permit.
Permission of the owner is usually acquired by asking. Be professional and you’ll be surprised at how many people are willing to help you out. However, for your safety and theirs, you need to create a simple legal agreement and provide a certificate of insurance that names the property owner (fill in their information as the Recipient on the Insurance Request Form). See the Index of Forms for a Location Agreement you can use.
You also need a permit to shoot in any off-campus space, even your own home. Without that permit, the police department can shut down your shoot, and even arrest and fine you personally. Permits can be acquired from the city that you are shooting in.
To shoot in Costa Mesa, a permit application must be filed at City Hall–a convenient walking distance from Vanguard’s campus. You will need a letter from your professor on university letterhead attesting that this is a class project–and then the permit fee will be waived! The application form and specific instructions can be found on the city’s website.
To shoot in other cities in Orange County, you will need to look for the film permitting process on that specific city’s website.
To shoot in Los Angeles county, it is a little simpler to find permitting information as all film shoots are handled through the FilmLA offices. FilmLA offers special rates and extra help to film students shooting in Los Angeles. Start here to find out more: https://www.filmla.com/for-filmmakers/student-filmmakers/
The only exceptions are parks and beaches, as many of these are managed by state or county entities instead of a city. General information and a list of contacts can be found here: http://film.ca.gov/state-permits/parks-beaches/
Be aware that certain locations may incur unexpected costs, such as park monitors, lifeguards or police officers (for road closures). Choose locations wisely to minimize impacts on your budget.
Finally, always be careful and respectful of the locations you use. Put furniture and other items back where they were originally. Don’t put holes in the walls and be careful when moving equipment. Clean up craft services and take all garbage with you. If you leave a good impression, then not only you but future Vanguard students may have the opportunity to use that location again.