Film Shoot/Media Request Approval Process

This approval process applies to On-Campus and Off-Campus Locations. Please submit the applicable Media Production (Film Shoot) online request form a minimum of 21 business days before the production/shoot is scheduled.

Film Shoot/Media Production Approval Process

  1. Submit the appropriate Media Production Form.
  2. Your Faculty/Professor will review the submission and may make recommendations/requirements.
  3. The Dean's Office will review the submission. If an entity provides documentation directly to an Ithaca College student (for a film shoot location), such as written insurance requirements, permits, agreements or contracts, then all documents must be uploaded with your film shoot form. The documents require review by the Dean's Office, Legal and Risk Management. Plan on a minimum of 3-4 weeks for documents to be reviewed 
    Tip - If you do not have all film shoot details finalized to submit the online film shoot/media production form, please provide all documents that any entities provided immediately to your dean/dean's office.  It's acceptable to complete this step in advance of submitting your online form; advise the dean you will also be submitting the online form.
    Please note:  The dean will sign all documents.  Students are not permitted to sign any contracts or permits on behalf of the College.  
  4. In some instances, the Offices of Public Safety, Risk Management, and Legal may need to review a shoot/production submission.
  5. Upon completion of all reviews, you will receive a communication from the Dean's Office approving the shoot which may contain specific requirements and/or guidance for your production. 
    Do not move forward with filming until you receive this confirmation.

In the props area of the form check the box to the left of all props for the entire shoot and then provide details regarding use of the prop in the specific location where you will be using the prop.

Each online form allows you to provide information for up to 5 locations (toggle the button to indicate the # of different locations). Please do not complete multiple online forms for the same media production/film shoot. For example, if you will be shooting over the course of a week in a park (location #1), on a street (location #2), and at a restaurant (location #3) use one form and toggle to 3 for the locations number. 

Each Location section allows you to input the date you will be shooting at that location and has a field to provide detailed descriptions of action/activities as well as props specific to that location. The more detail you provide the fewer follow-up questions will be required.  Tip:  If you will be shooting in a store /restaurant/service entity (these are simply examples) but also on a sidewalk or parking lot adjacent to the building you may be required to obtain a permit from the municipality, in addition to permission from the owner of the location. 

Please Note: Due to content and/or type of props, some shoots may require additional review time and approval of the Ithaca College Office of Public Safety and/or Risk Management.  Also, high-risk locations need to be vetted and may not be approved for the film shoot.

Media Production Film Shoot Online Request Form

On-Campus and Off-Campus Media Production Forms
On-Campus Media Production

Please complete the On-Campus Film / Media Production form for any on-campus productions and shoots.

For productions on the Natural Lands, contact Jake Brenner to discuss your specific location and proposed activity. Confirm you have completed this step on the online On-Campus Media Production request form. For other locations, use 25Live via Conference and/or Event Services.  For parking lot usage, contact Parking Services at Ithaca College.

On-Campus Media Production
Off-Campus Media Production

Please complete the Off-Campus Film / Media Production form for any off-campus productions and shoots.

The Dean's Office will require confirmation you have made contact with and/or received permission from the location owner(s) or manager(s). The Location Release Agreement , provided by the dean's office needs to be signed and uploaded with the Off-Campus Media Production Form, and be sure to communicate the status in the online form. The Location Release Agreement needs to be signed by the property owner and the Dean' Office.

Off-Campus Media Production
Park Communications Website

Please also review the information provided on the Park Communication Website. 

Park Communication Information for Media Students

Common Local Locations

We have provided guidance for commonly used local locations.
City of Ithaca filming permit requests

Students must complete the Request to Film on City Property Application. The application will be reviewed, then distributed to all affected departments (i.e. Parking Director if in a garage, Chief of Police if on a street, etc.).

  • Please allow sufficient time for review.
  • DO NOT make contact with City Officials directly as that will only delay your approval.
  • If approved, a certificate of insurance will be issued to the City when applicable.
  • You DO NOT need to have a certificate of insurance in order to submit the online request form to the City.
  • Upon approval by the City of Ithaca, the College will supply the required proof of insurance.
City of Ithaca filming permit requests
New York State Park Film Permit

Students need to download and complete the application.

  • Students are NOT authorized to sign this permit application on behalf of the College. You must work with the Dean's Office.
  • Upon approval, a certificate of insurance will be issued when applicable.
New York State Park Film Permit
INSURANCE

Risk Management will issue a COI ONLY when a specific request is made by the location owner/manager and when the following steps are completed, in this order. Please do not offer to provide evidence of insurance to any locations, a COI is only provided when specifically requested by a location owner/manager and only after certain requirements are met. Offering up insurance when not required by the owner/manager will slow down your approval process. 

  1. Complete the Off-Campus Film/Media Production Form and submit.
  2. Next - Faculty/Professor will review the form and approve/decline it to move forward.
  3. Next - Dean's Office will review your form. If there are any documents from the entity (film shoot location) related to your shoot, such as insurance requirements, agreements or contracts, these must be uploaded with your form. Please note: Students are not permitted to sign any contracts or permits on behalf of the College. Your Dean's Office may also make recommendations and/or additional requirements.
  4. Last - Office of Risk Management will issue a COI, only when appropriate, and when the above process is completed. 
Insurance for Film Shoot/Media Productions