University Secretariat and Legal Counsel

University Secretariat and Legal Counsel

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Film Policy

Please note: Statements made in this document are subject to revision.


To provide a comprehensive film policy and service so that space and facilities on the Queen's University campus and related property and/or facilities can be used by external film production organizations as film locations with minimal disruption, and at no cost to the University.


  • To provide a high level of service for inquiries and related requirements of film production companies wishing to use University property and/or facilities for the purpose of filming.

  • To build Queen's public profile and desirability as a film location through involvement with appropriate film production organizations.

  • To minimize disruption of normal University activities as a result of filming activity.

  • To assist production agencies and public broadcasting institutions in creating educational and public interest programs.

  • To provide and control general access to University exterior locations and limited access to interior locations for production companies producing feature films, commercials, still photography and general entertainment programs.

  • To recover all costs of the film liaison service and provide financial compensation where required to occupants of buildings where interior filming is undertaken.

  • To preserve the institutional reputation, public image, and integrity of the University.


  1. The Queen's University Film Policy does not apply to news/media and public affairs coverage of University events, research, activities and personalities.

  2. All requests to use University buildings, grounds and/or facilities for the purposes of filming will be coordinated through Queen's Event Services and University Marketing. Representatives of the film production company must work with University Marketing to establish the terms, and with Queen's Event Services to ensure arrangements are satisfactorily made on the University's behalf.

  3. A film production company requests should include the complete film storyboard/script.

  4. The contents of the full film script must be approved by University Marketing and Queen's Legal Counsel. If, for any reason it is determined that the script content is not suitable, it may decline the filming request on University property.

  5. A minimum of two weeks is required for the review and approval of the script by University Marketing.

  6. The University does not permit filming on campus during weekdays of the academic year (September to April). Consideration will be given to requests for weekend filming during this period if there are no major events on campus during the required timeframe and if the physical resources of the University are available.

  7. Filming will be permitted on campus from the beginning of May to the Friday of the Labour Day Weekend, subject to building availability and events taking place on campus.

  8. Filming on campus must impose a minimum amount of disruption of normal University activities. General access to the campus locations will be controlled and access to interior locations will be limited.

  9. For use of interior locations, Queen's Event Services will secure approval from the administrative officer(s) of the department occupying the space requested. Academic and administrative divisions have the right to refuse any request for filming if they determine that filming in their area constitutes undue disruption.

  10. While on the campus of Queen's University, all personnel connected with the film company must abide by the University rules and regulations and co-operate with other campus users, faculty, staff and students.

  11. Queen's will use a contract outlining the details of the filming and the respective responsibilities of parties involved. This contract is binding and cannot be altered or amended. This is the only contractual agreement regarding filming that the University will enter into. The contract must be signed by the film production representatives before filming can begin a minimum of 72 hours in advance.

  12. Filming criteria at the former Prison for Women site: Queen's University reserves the right to deny filming at the former Prison for Women site if the content, subject matter, and/or purpose of the film is deemed to be inconsistent with Queen's values. As stewards of this historical site, Queen's is responsible for preserving its heritage and maintaining ongoing sensitivity to the Prison's former inmates, workers, and to Canada's correctional system.

Insurance and Liability

  1. The film production company shall maintain throughout the term of the filming on campus general liability insurance providing coverage against claims of personal injury, bodily injury including death, property damage or loss arising out of the operations of the film company, its employees and agents to the combined limit as may be reasonably required by Queen's University from time to time, but not less than five million dollars ($5,000,000) in total coverage. Queen's University shall be named as an additional insured on this policy but only with respect to claims arising out of activities of the film company as described in this agreement.

  2. The insurance policy shall include a cross-liability and/or severability of interest clause protecting Queen's University and its officers, agents and employees, against claims by the film company as if Queen's University were separately insured and protecting the film company against claims by Queen's University as if the film company were separately insured. 3. In addition, the film company shall have in effect throughout the term of the agreement, liability insurance, to a limit of at least five million dollars ($5,000,000) for all owned and non-owned motor vehicles deployed by the film company on the University campus. The film company shall deliver to the University a copy of these insurances, or certificates of insurance relating thereto, prior to the location shoot.

Fees and Other Charges

  1. Final permission to proceed is granted only after University Marketing and Queen's Legal Counsel has reviewed and approved the script and the Vice-Principal (Operations and Services) has signed the filming contract.

  2. Location, preparation and take down fees will be charged to any production agency using University locations for the purposes of producing feature films, television commercials, and/or general entertainment programs. Fifty percent (50%) of the total estimated charges are due at the time the contract is signed (minimum 72 hours in advance). Upon completion of the shoot, a final Invoice will be issued by the University for the balance and any additional charges. Payment is due upon receipt of said Invoice. In addition to above referenced fees, Event Services coordination charges, specific room rental fees will be applied for use of classrooms, lecture theatres, lobbies, office space, etc. Fees vary depending on the complexity of the film and this will be determined with each film shoot.

  3. A cancellation fee of 50% of the total location fee will be charged should the film shoot be cancelled after the contract is signed. The scouting fee is not refundable in this instance.

  4. The fee may be waived for non-commercial production agencies and public broadcasting institutions producing education and public interest programs, including documentaries.

  5. The cost of additional services provided by the University, including Event Services, Security, Parking, Catering, Grounds, Trades, etc. will be charged in addition to the location and room rental fees.

  6. If adjustments to Queen's property is required, (e.g. operation of air conditioning, heating units, fans, electrical work, removals, etc.) Physical Plant Services must be consulted and engaged during filming. Parking is provided for a fee.

  7. If auxiliary power sources are required by the production agency while filming at the University, the agency is responsible for obtaining silenced generators and suspend or cover all cables at their own expense.

  8. All cheque payments are made payable to Queen's University.


Please submit your filming requests to:

Nicole Braatz, Sales and Marketing Manager

Queen's Event Services

Queen's University

75 Bader Lane, Victoria Hall

Kingston, Ontario K7L 3N8

Tel: 613-533-2223?ext. 77455

Fax: 613-533-6624


Copies of this film policy are also available through:

University Marketing

Queen's University

4th Floor, Fleming Hall

Kingston, Ontario K7L 3N6

Tel: 613-533-2035


Date for next review:? April 2019

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