Fees for Filming and Photography at the University of Hawaiʻi
Licensee shall pay to the University a General Use Fee for use of the University’s facilities or premises. Applicant shall also be responsible for any and all expenses to staff and operate the premises or facilities in order to facilitate successful filming. All estimated costs (staffing and operations) will be approved in writing by both the University and Applicant at least five working days before the start of the film shoot.
A non-refundable fee of $150 must be provided for processing of the film application regardless of of whether the applicant utilizes the facility. An application must be filed in order for a request to be considered valid.
General Use Fee
Licensee shall pay to the University a General Use Fee in the amount of $150 for the first day of filming in an enclosed area and $50 for each day thereafter. The General Use Fee for an outdoor area is $100 for the first day and $50 for each day thereafter. The General Use Fee does not include payment for the services of administrative staff, security, medical staff, operations staff, facilities support, parking or janitorial personnel. The various campuses may impose additional fees for the use of certain designated facilities.
Payment for the General Use Fee shall be made via certified check made payable to the University of Hawaiʻi at least five working days prior to the start of filming and delivered to the respective campus. If payment is not received by that time, the University reserves the right to cancel the filming.
Other possible expenses
The University will determine and furnish the staff necessary for filming on University premises. Additional staffing may include, but is not limited to, administrative staff, security, medical staff, operations staff, facilities support, parking and janitorial personnel, and any other support staff necessary. Licensee shall only be billed actual hours worked by such staff, unless the filming hours are outside of the staff member’s normal work hours. If filming hours are outside of a staff member’s normal work schedule, an hourly rate of time-and-a-half or double-time may apply.
The operation expenses may include, but not be limited to electricity, air conditioning, water, and the rental of any necessary equipment from the University.
Certain facilities may have their own rates. These rates will be provided at the time of inquiry. Payment for use of such facilities should be made directly to the facility.
Written notice of cancellation must be received by the Broadcast/Film/Public Information Officer no later than two business days prior to the scheduled film date. If written notice is received by close of business two or more days prior to the scheduled film date, Licensee shall forfeit half of the fees paid to date. If written notice is received less than two days prior to the scheduled film date, Licensee shall forfeit all fees paid to date. Licensee remains responsible for any labor or direct costs accrued at the time of cancellation.
Settlement of Accounts
Within a reasonable time after the conclusion of the filming, University shall provide Licensee a statement certifying the total amount of all reimbursable staffing and operational expenses and any other fees and charges payable by Licensee. Within thirty (30) days of receipt of said statement, Licensee shall pay University. Payment shall be made via certified check made payable to the University of Hawaiʻi within thirty (30) days of receipt of the invoice and delivered to the applicable campus.