College Library Release Form?

M

MeAgain

Carbonite Member
Hi,

I go to a state college and am shooting a short for my graduation class this semester. I want to film a short scene in the school's library, so I emailed them and they said they "checked with their Dean" and both he and the library head staff OK'd it. They basically enthusiastically welcomed me to film, and I have to meet with them to iron out the schedule.

I didn't bring up signing a release form, because I didn't think of it at the time- but I AM planning on submitting this to festivals after I graduate.

While I know everyone's going to tell me to get a release form, I'm pretty worried that signing a legal document is going to scare the staff, to the point they might reconsider even letting me do it at all.

Has anyone had experience with this sort of thing? Using their school for a student short and getting them to sign some sort of legal type document? Chances are they'll never, EVER find out about the film being entered in festivals, and if they did, what could they do? Could the school sue me or simply demand the film not be shown (which almost certainly they wouldn't do, especially if it gave their school, which is fairly unknown, publicity).

This isn't a huge feature film here, so in the interest of everything, should I simply smile, shoot, and quietly slip away? I mean, the school gave a thumbs up, if for some reason it ever got notoriety...it makes them look great, no?
 
MeAgain said:
Hi,
Could the school sue me or simply demand the film not be shown (which almost certainly they wouldn't do, especially if it gave their school, which is fairly unknown, publicity).
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Yes they can and they will. Never rationalize these kind of thing because you never know what will change between now and when the film is finished. Cover your ass now by getting the proper forms signed.
 
No, they won't, but yes, they could. I wouldn't worry about it at all, but that being said, they gave you permission, what's the big deal about getting them to sign a form? Nobody cares about that.

A location release form is very simple, it simply states you have the right to shoot at such and such location on such and such day, and that it will appear in your project titled X, which you will be free to distribute in any and all media that exists or is hereafter created, in perpetuity, throughout the universe.

Essentially, they are giving you the right to show the property wherever you want for as long as you want, no matter how it's displayed. And they sign. It's not really that difficult, and it doesn't take a lawyer to sign a form like that. We all sign contracts almost every week, whether it's online things we agree to, software agreements, renting cars, whatever. It's part of life.
 
"While I know everyone's going to tell me to get a release form, I'm pretty worried that signing a legal document is going to scare the staff, to the point they might reconsider even letting me do it at all."

Getting people to sign release forms is part of the job and you're in the ideal situation to learn how to deal with it, don't let the opportunity to get this experience slip by; because the next time you'll have money riding on it. Legal documents scare only those people who do not understand them, don't act scared when you ask someone to sign a document because they will mistrust you. Just act like it is no big deal.

If I were your professor and you didn't get releases for your work I'd have to count that against you.

Good Luck!
 
Yes yes, good points all. Anyone know how many sigs I should get then? Is this something the dean of the library takes care of or the head of the library or...whatever? I mean, I assume the librarian will make that choice, but isn't it ultimately up to whoever OWNS the property? That could be tricky...and if the head librarian simply signs it, it might mean nothing in the long run, right?

And also, is this something I should present to the librarian in person or ahead of time in an email BEFORE I meet with her, so she contact other people I need to talk to about this? I obviously have no experience doing this, so if someone can give me a similar anectdote it would help.
 
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I shoot at my college all the time and generally the way it works is that each building has its own administrator who can grant these type of right. In this case it sounds like it's the Dean who's in charge of this building so you would go to him. But first I recommend checking with your college's Public Relation office to make sure because procedures can vary.
 
Always make them sign a release form FIRST, THEN SHOOT (never the other way round). What's the point of having footage that you can't use or you are afraid of using; what happens if you use the footage and you do get sued?? Get it out of the way and THEN shoot.

I usually flash a certificate of insurance first which makes them feel good, then I put the release in front of them. Sometimes people are reluctant to sign them (only those that are less experienced with media), so I usually say "This is a standard release form that says that we won't sue each other" which breaks the ice. If someone refuses to sign a release form I take the time to explain why it is needed. If they still don't sign, I tell them that they wasted my time and break down my gear.

Chances are that if you shot already, nobody will sign a release afterwards. Certainly not an admin clerk at your university who wasn't even there during the filming. Who knows what you actually shot! :tongue:
 
Huy Vu said:
I shoot at my college all the time and generally the way it works is that each building has its own administrator who can grant these type of right.
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I seriously doubt that! Every university/college has a media relations office, and only they have the authority to clear media from filming/audio recordings/interviews, etc.

Also, don't forget that in addition to the clearance from the media office, you need a release form from every single person that is in the picture.
 
Giganova said:
I seriously doubt that! Every university/college has a media relations office, and only they have the authority to clear media from filming/audio recordings/interviews, etc.
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Hence why I mentioned that it's best to go to the university's public relation office and ask their policy. I did go to mine (UC Berkeley) and that's what I've been told: I have to get permission from each building's administrator instead of going through their main office. Policies might vary widely.
 
I'm also shooting inside my own house, in my room...but in reality it's a house my father rents from a landlord. I know there is no way this guy will sign a release, he won't make the time or understand what it's for. This is going to be disastrous...
 
I'm looking through a lot of forms now, and I thought I was going to use one, but saw some others that are detailed.

I don't have a production company, so I guess I should just write "the producer" (me)?

Would I be better off using a student production release form? Can someone do me a favor and link to a specific actor and location release form they trust and use? Like I said, I have a ton here but I don't know which one covers all the bases (like some that say "agree to not inspect or have to approve footage" while others don't say this).
 
I'm back- I'm using a release form and I'm a little worried it doesn't have enough coverage in its wording. Again, can anyone link to a location release they use that they feel comfortable with?
 
MeAgain said:
I'm also shooting inside my own house, in my room...but in reality it's a house my father rents from a landlord. I know there is no way this guy will sign a release, he won't make the time or understand what it's for. This is going to be disastrous...
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I know what you mean. My gf and I live in a pretty nice apt complex but there's no way our landlord will allow me to shoot anything here.

Luckily, I always have my parent's house and some friend's houses.
 
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