Requirements for Stanford Location Agreement and Certificate of Insurance

Stanford Location Agreement

Requests to film or take photos on campus require at least 10 business days (often more because the requester is not able to provide the necessary information by their own deadline). Please provide answers to these questions:

  1. Name and description of organization or individual making the request
  2. Names of Stanford researchers/faculty members involved in filming or photography
  3. Project description, including:
    • How Stanford will be portrayed
    • The intended use of the material
    • Whether the material will be used for marketing purposes
  4. Name of distribution company and/or plans for distribution
  5. Primary audience for the project
  6. Name of funding agency for the project
  7. Requested date(s), time, and duration of the proposed shoot, including:
    • Estimated time for setup, interview, and breakdown
  8. Specific site(s) requested. Requests without specific locations will not be considered. Note: Filming/photography at locations such as The Oval, Hoover Tower, the Main Quad, Memorial Court, and Memorial Church is prohibited.
  9. Number of people involved and details on equipment, including vehicles.
  10. Name and contact information of the Stanford staff person (not the interviewee) who will accompany the film crew while they are on campus
  11. Proof of adequate insurance coverage and indemnity. See below for the requirements.
  12. Stanford location agreement. If approved, a location agreement must be executed in advance.
  13. Filming in laboratory spaces. Before conducting any filming in laboratory spaces, a walk through with Environmental Health & Safety (EH&S) must be completed. This ensures compliance with safety regulations and minimizes potential risks. All filming activities must adhere to EH&S guidelines and receive approval prior to filming. Your request may require additional review time.

Please be advised that to protect faculty, student, and staff privacy and prevent the disruption of the daily academic, business and residential life of the campus, the university does not allow the filming of b-roll, “walk-and-talk” interviews, or outdoor interviews.

Filming and photography are only permitted during university business hours: Monday – Friday, 8 am to 5 pm, excluding holidays.

Certificate of Insurance

The Company agrees to maintain, and shall require its agents to maintain, the following insurance:

  • Commercial General Liability (including bodily injury, property damage, personal injury) with limits of not less than $2,000,000 USD per occurrence, which shall extend to include operations performed by subcontractor, if any. The University Indemnitees shall be included as additional insureds.*
  • Workers’ Compensation/Employer’s Liability covering all employees of the Company or the Company’s agents in accordance with the statutory requirements of the State of California or state of hire. The Company, its agents, and their respective workers’ compensation insurers shall waive their rights of subrogation against the University Indemnitees. A Waiver of Subrogation
  • Endorsement should be included.
  • Employer’s Liability with limits of not less than $1,000,000 USD. 
  • Commercial Auto Liability with limits of not less than $1,000,000 USD combined single limit per accident. The University Indemnitees shall be included as additional insureds.
  • Commercial General Liability and Automobile Liability shall include the following provisions: insurance shall be primary coverage, Stanford University insurance or self-insurance shall be excess and noncontributory. thirty (30) days prior written notice of cancellation or material change in the insurance must be given to Stanford.
    insurance companies waive their rights to subrogation against the above-named insureds, by endorsement.
  • If The Company is located outside of the United States, confirmation that coverage of these requirements applies within the United States is required.

The Company shall provide, or arrange for the Company’s agents to provide, the University with insurance certificates evidencing the coverages required above prior to the commencement of any activity on Stanford’s premises. The Certificate Holder for each certificate shall read as follows: 

The Board of Trustees of the Leland Stanford Junior University
University Hall, 485 Broadway Street 
Redwood City, CA 94063
ATTN: Procurement Services

*NOTE: The “Indemnitees” of the university are “The Board of Trustees of the Leland Stanford Junior University, its officers, employees, students, volunteers, and agents.”