The Office of Public Events coordinates all requests for commercial and non- commercial filming and photography at Caltech, except at the Athenaeum (faculty club). Requests should be routed to Deborah White. Requests for filming at the Athenaeum should be routed to Crystal Thomas.

Campus agencies that might be affected by a film project — security, grounds, and the divisions involved — depend on the Public Events department to screen all requests and confirm arrangements. Please do not contact campus departments directly.

1. Obtaining Approval: A filming request is not approved until all of the following requirements have been met:

• agreement is obtained regarding the date, duration and hours of filming; location(s); support services required; and parking requirements.
• consent is obtained from all campus agent(s) for the desired location(s).
• availability of the desired location is confirmed.
• approval is obtained from the Director of Public Events or her representative for the content and intended use of any proposed film project, and use of Caltech’s name in a film.
• determination is made that there are no prior filming commitments on the campus, and that the filming will not adversely impact an Institute event.

A film shoot is confirmed only when the Caltech filming agreement is signed by the Company and the appropriate Caltech authority.

Prior to the filming on campus, and at a minimum of four (4) working days prior to the desired date, a representative of the production company must walk through desired location(s) with a representative of the Public Events Office.

2. Script approval: A copy of the final script or storyboard must be submitted to the Director of Public Events for approval. Script approval must be granted prior to the signing of the Agreement.

3. Locations: Most areas of the Caltech campus may be used for filming, however, filming is not permitted in the following locations.

The Millikan Board Room
Parson-Gates Hall of Administration
Palomar Observatory, unless specifically approved by Assistant Director
Seismological Laboratory
Jet Propulsion Laboratory

Any location is available strictly on a case-by-case basis. Filming may be permitted in academic (classrooms, lecture halls, libraries, etc.) and laboratory facilities only during academic recesses.

4. Fees: The location fee is based on a half day/full day rate system. The time coverage by the agreement begins when the first production vehicle arrives and ends when the last one leaves on the day of the shoot. The Public Events Office will assist the film company personnel with scouts, secure permission to film from the various campus agents, handle contract negotiations, and assist the cast and crew on the day(s) of filming. Charges for these services are included in the location fee. Fees for providing campus services (security, custodial, etc.) will be added to the fee. An itemized invoice for the campus services fees will be forwarded to the Company within Fourteen (14) days following the end of shooting, and must be paid within Fourteen (14) days of receipt of this invoice.

A cashier’s check or certified check, made payable to “California Institute of Technology” for the full fee must be presented to Public Events through the Caltech Ticket Office, 332 S. Michigan Ave., Pasadena, at least 24-hours prior to the arrival of the first vehicle.

5. Insurance: The film-maker or photographer must provide evidence that they have secured the appropriate permits from the City of Pasadena, and have secured adequate insurance coverage for their activities at Caltech at least 24 hours prior to the shoot.

A Certificate of Insurance naming the California Institute of Technology as additionally insured for the day(s) of the shoot must be provided, as follows and for not less than:

US $5 Million All feature /television productions
US $3 Million All documentary productions
US $1 Million All still photography productions
US $1 Million Tournament Park
US $5 Million Mt. Palomar
US $5 Million Owens Valley

The Certificate of Insurance must be from a California licensed insurance carrier and the carrier’s license must be current and in effect through the filming. The address for the certificate should read: c/o Deborah White, Public Events 332-92 for California Institute of Technology, Pasadena, CA 91125

6. Parking: No parking on campus will be provided. Special arrangements for the parking of specific vehicles (generator, camera truck etc.) may be made.

Unless otherwise specifically agreed upon, set-up, filming activities, and striking of set will be limited to the period between 7:00 a.m. and 9:00 p.m.