This is a sample agreement for viewing purposes only.

This agreement is not

approved.

University of California, Irvine · A311 Student Center · Irvine, CA 92697-2050

Phone 949.824.5252 · Fax 949.824.3055 · reserver@uci.edu

UCI Film Location Agreement

This Agreement is made as of [DATE ON ESTIMATE] by and between The Regents of the University of
California, on behalf of its Irvine campus (hereinafter called “University”), and [PRODUCTION COMPANY
NAME] (hereinafter called “Company”), a corporation with business offices at [PRODUCTION COMPANY
ADDRESS].

In consideration of the mutual promises and agreements set forth below, the parties agree as follows:

1. Definitions:
a. “Filming” – the capturing of moving or still images of UC Irvine property by any means or any media
now known or that may be invented in the future including, but not limited to, film, videotape, digital
disk or any electronic transmission to or via any medium, including the Internet.
b. “Shoot” – Any Filming activities taking place on premises owned or operated by the University as set
forth in Schedule of Locations (Exhibit A hereto) and the Application for the UC Irvine Film and
Photography Permit, as approved (Exhibit F hereto).
c. “Location(s)” – Specific area or areas on premises owned or operated by University to be used in the
Shoot.
2. Locations To Be Provided by University: Company agrees that all Filming carried out in connection with
the Shoot, from beginning of set up through clean up, shall take place only in the Location(s) on the dates
and times set forth in Exhibit A, Schedule of Locations, attached hereto and incorporated herein.
3. Payments:
a. Company agrees to pay University [$ESTIMATE] for the permit fee, venue rental, services and
equipment to be provided by University in the amounts set forth in the Estimate of Expenses set forth
in Exhibit B, attached hereto and incorporated herein.
b. The amount listed in the Estimate includes the non-refundable deposit (“c” below). Company agrees
that any changes, modifications, additions or adjustments to the scope of services and equipment set
forth in Exhibit B shall be accomplished solely by means of a written amendment or amendments to
the Estimate of Expenses signed by the Company and University before any such changes,
modifications, additions or adjustments are implemented. Company understands and agrees that any
such changes, modifications, additions, or adjustments may result in an increase in the Estimate of
Expenses. In no event shall University be responsible in any way for services or equipment provided
by others to Company, including without limitation, performer or participant fees and/or benefits,
and transportation of performers or participants.
c. Company agrees to pay University a non-refundable deposit of [$DEPOSIT] upon execution of this
Agreement.

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d. Company agrees to pay any balance remaining on the Estimate of Expenses no later than three (3)
business days prior to the commencement of the Shoot and any increase(s) to the Estimate of
Expenses within fifteen (15) business days of receipt of University’s invoice therefore.
e. All payments shall be made by credit card or by cashier’s, certified or corporate check payable to:
UC IRVINE – UC REGENTS CENTRAL CASHIERS
228 ALDRICH HALL
IRVINE, CA 92697-1975
UC IRVINE TAX ID 95-2226406
f. Company agrees that if any payments specified above are not made by the agreed dates, University
may cancel Shoot and terminate this Agreement. Company further agrees that in the event of
termination for non-payment, University shall be entitled to, and will retain any monies paid to
University for charges incurred up to and including the date of cancellation pursuant to the provisions
set forth in Paragraph 13 of this Agreement.
4. Rights and Duties: The parties hereto agree to act reasonably and in good faith in connection with the
performance of all terms and conditions of this Agreement and in exercising all rights and obligations with
respect thereto.
5. Film Ownership: All rights of any kind in and to all the photographs, motion pictures or videotapes
obtained from the exercise of the permission herein granted (and any negatives, prints, or duplicates
thereof) shall belong to Company its successors and assigns, and shall be used only in connection with the
permitted project. Further, Company shall not use, sell, or in any way transfer, or dispose of or permit
others to use, sell transfer or dispose of any such materials except for the purpose identified in the
Schedule of Locations and the UC Irvine Film and Photography Permit, as approved.
6. Marks: Company acknowledges that University owns several marks, including words, names, images,
symbols or devices, whether registered or not, (hereinafter called “Marks”) associated with each of its
campuses, including UC Irvine. Company warrants that it shall not film or otherwise use or record any
University owned Marks in connection with the Shoot or any product or service resulting from or related
to the Shoot, nor shall it permit or purport to permit others to do so.
7. Use of Campus Facilities: Company understands and acknowledges that University maintains control over
its facilities and their usage, including, but not limited to, alterations of its facilities. Company agrees that
it shall obtain the prior written approval of University, which shall not be unreasonably withheld, on
University’s Facilities Alteration form, a sample of which is attached hereto as Exhibit C, before any
alterations, additions, “set dressings,” or other modification(s) to campus facilities, whether temporary or
permanent, are undertaken. Company understands and agrees that any such modifications may increase
the Estimate of Expenses and/or the costs of restoring any facilities so modified to their original condition.
University has sole discretion concerning whether to permit Company to alter or modify Location(s) prior
to the commencement of the Shoot.
8. Condition of Location(s): At the beginning of the Shoot, representatives of Company and University shall
inspect the Location(s), noting any problems, defects, or extraordinary wear and tear that may exist at
each Location. At the conclusion of the Shoot, representatives of Company and of University shall re-
inspect each Location to establish the condition thereof and to determine if there has been any damage
sustained during the Shoot. Normal wear and tear is expected and is not considered damage for these
purposes. If a Location has been damaged, it shall be noted on a Damage Report Form, an example of
which is attached hereto as Exhibit D, prepared by the University’s representative. In the event of any
dispute over whether damage to a Location has occurred, the determination of the University shall be
conclusive. Company agrees that University may, at its sole and reasonable discretion, restore any such
damaged Location and, further, Company agrees to reimburse University for the reasonable costs of any
such restoration within fifteen (15) business days of Company’s receipt of University’s invoice therefore.
9. Authorized Representatives: In connection with the performance of this Agreement, the following
individuals are designated to act for the parties:

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For University:
[NAME], Senior Meeting & Event Planner, [UNIVERSITY] Date

For Producer:
[NAME], Location Manager, [PRODUCTION COMPANY NAME] Date
10. Liability and Insurance:
a. Company shall defend, indemnify and hold harmless University, its officers, employees, agents and
students from and against every loss, expense [including reasonable attorneys’ fees and costs
(including the reasonable value of in-house legal services at a rate equivalent to a comparable
attorney in private practice)] liability or payment by reason of any damages or injuries to persons
(including death) or property (including loss of use or theft thereof) arising out of or in connection
with Company’s performance of this Agreement including that of their employees, agents,
subcontractors, actors and extras excepting only those claims caused by the sole negligence of The
Regents of the University of California.
b. Company agrees to maintain, at Company’s sole cost and expense, a policy or policies of
comprehensive or commercial general liability insurance, including bodily injury and property
damage, including contractual liability endorsement with limits of not less than [$AMOUNT]
([AMOUNT] million dollars) for each occurrence and [$AMOUNT] ([AMOUNT] million dollars)
aggregate. Company shall submit a certificate of insurance and a letter of endorsement evidencing
such coverage and naming The REGENTS OF THE UNIVERSITY OF CALIFORNIA as an additional insured
for the Shoot. Company also agrees to maintain business automobile liability insurance in the amount
of $2,000,000 for Company owned, non-owned and hired vehicles and any and all other insurances
required by California law, including, without limitation, Workers’ Compensation insurance. Company
shall provide evidence of all insurance listed above no less than seven (7) business days before the
commencement of the Shoot. Such certificate(s) shall specify that coverage will not be canceled,
materially changed, or reduced without providing (30) days written notice to University. Failure to
abide by the requirements of this subparagraph shall be grounds for termination of this agreement.
11. Force Majeure: Neither Company nor University shall be liable for failure of the Shoot to commence,
proceed or conclude if such failure is caused by or due to a natural disaster that affects the Shoot or
causes physical disability to Shoot participants, or because of acts or regulations of public authorities
other than University, civil tumult, epidemic, interruption or delay of transportation services or any cause
beyond the control of Company or University. In the event that the Facilities are unavailable due to a
natural disaster, destruction or any cause beyond the control of the parties, and if the Shoot has not
begun, University and Company shall have the independent right to terminate this Agreement. In that
event, University shall refund all moneys previously paid by Company, except costs paid and/or
contracted for, commitments that cannot be canceled and the non-refundable deposit.
12. Fire and Life Safety Event Protection: Company acknowledges its obligation to comply with the
requirements imposed by the UC Irvine Fire Marshal including those as set forth in Exhibit E, attached
hereto and incorporated herein.
13. Cancellation: Except as provided in paragraph 10 above, Company shall be responsible for University’s
out-of-pocket expenses actually incurred and/or non-cancelable University obligations in the event of a
change of date or cancellation of the Shoot. All such expenses shall be determined by University and will
be presented to Company within thirty (30) working days following any such cancellation. Company shall
reimburse University by cashier’s check made payable to “The Regents of the University of California
Irvine” within fifteen (15) working days following receipt of University’s invoice.
14. Indemnification For Infringement of Copyright: Company agrees to defend, indemnify and hold harmless
University against all claims, demands, costs and expenses, [including reasonable attorney’s fees and

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costs (including the reasonable value of in-house legal services at a rate equivalent to a comparable
attorney in private practice)] that University may sustain or incur by reason of any claim of infringement
or violation of any copyright or personal or property right arising from or related to the Shoot. Company
agrees to pay any and all fees or royalties required to be paid on copyrighted material, and to hold
University harmless for any liability for such fees or royalties.
15. Exhibits: This Agreement includes the following Exhibits, attached hereto and made a part hereof:
a. Schedule of Locations
b. Estimate of Expenses
c. Facilities Alteration
d. Damage Report
e. Fire and Life Safety Protection
f. Application for the UC Irvine Photography, Motion Picture, Video and Television Permit
g. Additional Provisions and Restrictions
16. Oral Representation: No representation, warranty, condition or agreement of any kind or nature shall be
binding upon the parties unless incorporated in this Agreement. This Agreement, including the Exhibits,
contains all the terms and conditions agreed upon by the parties, and no other agreements, oral or
otherwise, regarding the subject matter of this Agreement shall exist or bind any of the parties hereto.
17. Arbitration: Any dispute between the parties arising under or related to this Agreement shall be resolved
by arbitration which shall be held in Orange County, California and conducted in accordance with the
rules of the American Arbitration Association. Judgment upon the award rendered shall be final and non-
appealable and may be entered in any court having jurisdiction. Each party shall bear its own expenses of
the arbitration, except that the arbitrator’s fees and costs shall be borne equally by the parties.
18. Choice of Law: The laws of the State of California shall govern this Agreement without regard to its
conflict of laws rules.
19. Relationship Between Parties: This Agreement shall not create a joint venture, partnership, principal-
agent, employer-employee or similar relationship between Company and anyone acting for or on behalf
of Company and the University.
20. Severability: The determination that any portion of this Agreement is invalid or unenforceable shall not
invalidate this Agreement, and this Agreement shall be construed and performed in all respects as if such
invalid or unenforceable provision(s) were omitted.
21. Waiver: Failure of either party to enforce any right hereunder shall not waive any right with respect to
any other or future rights.
22. Amendments: Any amendments to this Agreement or its Exhibits must be in a writing signed by both
parties.
23. Compliance with Law: Company shall comply at all times will all ordinances, laws, and regulations and
University policies affecting the use and occupancy of University’s facilities.
24. Conflict: To the extent there is any conflict between the terms of this Agreement and any of its Exhibits,
the terms of the Exhibits shall take precedence.
25. Effective Date: This agreement will become effective when executed by University.

THE REGENTS OF THE UNIVERSITY OF [PRODUCTION COMPANY NAME]

CALIFORNIA

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By: Date: By: Date:

Amy D. Schulz [NAME]
Director [TITLE]
Student Center & Event Services [PRODUCTION COMPANY NAME]

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UCI Film Location Agreement

[PRODUCTION COMPANY NAME]

EXHIBIT A
SCHEDULE OF LOCATIONS

Date Time Place Activity

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UCI Film Location Agreement

[PRODUCTION COMPANY NAME]

EXHIBIT B
ESTIMATE OF EXPENSES

ATTACHED

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UCI Film Location Agreement

[PRODUCTION COMPANY NAME]

EXHIBIT C
FACILITIES ALTERATIONS

None

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UCI Film Location Agreement

[PRODUCTION COMPANY NAME]

EXHIBIT D
DAMAGE REPORT

None

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UCI Film Location Agreement

[PRODUCTION COMPANY NAME]

EXHIBIT E
FIRE AND LIFE SAFETY PROTECTION

1. All filming and photography must be approved by the campus Fire Safety Division.

2. When the UC Irvine Fire Marshal, or a staff member from the Fire Safety Division, determines it
is essential for public safety in any place or public assembly or place where people congregate,
due to the number of persons, or the nature of the performance, exhibition, or display, the
Company shall pay for one or more UC Irvine Fire Safety personnel to perform the fire watch. UC
Irvine Fire Watch guidelines are available at
http://www.ehs.uci.edu/programs/fire/firewatchprog.htm.

3. Pyrotechnic displays must be approved in advance by the campus Fire Safety Division and the
Office of the State Fire Marshal.

4. Fire Safety Division approval shall be valid only for the Company whose name appears on the UC
Irvine Film and Photography Permit.

5. All approvals issued from the Fire Safety Division shall carry the provision that the applicant, its
agents and employees shall carry out the proposed activity in compliance with all California
State Fire Code and other applicable laws.

6. All special event fire approvals issued are subject to field inspection by Fire Safety Division staff.
Notwithstanding any other article in this agreement, Fire Safety Division staff shall have the
authority to revoke or suspend any UC Irvine Film and Photography Permit where the Company
is found to be in violation of campus safety requirements.

7. If in the opinion of the Fire Safety Division at the Shoot, the performance or activity of the Shoot
is hazardous to public safety, the Fire Safety Division shall have the authority to terminate the
Shoot. If the Fire Safety Division determines the hazard has been corrected, the Shoot may be
allowed to continue.

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UCI Film Location Agreement

[PRODUCTION COMPANY NAME]

EXHIBIT F
APPLICATION FOR THE UC IRVINE PHOTOGRAPHY, MOTION PICTURE, VIDEO AND TELEVISON
PERMIT

ATTACHED

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UCI Film Location Agreement

[PRODUCTION COMPANY NAME]

EXHIBIT G
ADDITIONAL PROVISIONS AND RESTRICTIONS

The following additional provisions and restrictions apply:

1. Filming is not permitted at the following locations and facilities:

a. Words, names, images, symbols and devices associated with UC Irvine

b. The UC Irvine Anteater or any representation of the UC Irvine Anteater

c. Health and medical facilities

d. Faculty and staff residential housing areas

e. Certain research laboratories

2. The following locations are restricted and require written University authorization:

a. All interior locations

b. Residential halls or other housing facilities

c. Anteater Recreation Center

3. All access and fire roads in and around all Location(s) must remain free and clear of any and all
obstructions at all times during Shoot occupation. No vehicles will be allowed to park in any
access or fire roads.

4. Company’s cast and crew will not be allowed to stand at any entrances to any parking structures
or any roadways on campus. Company must make arrangements for all parking pass
distribution, if applicable, in advance of the date of use.

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5. University will not rescind any parking tickets for any parking infraction or violations of any kind.
UC Irvine provides, through UC Irvine Parking and Transportation Services, arbitration service for
parking violations.

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