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How to Submit a Film Request Application

  1. The application for use of the University of Hawai‘i facilities for commercial filming is available through PDF download (80KB PDF) or by contacting the Public Relations and Special Events office at 808-956-8109 or via email at uhfilm@hawaii.edu.
  2. The following information must be provided:
    1. Applicant name, company and contact information
    2. Summary of the actions to take place/purpose of the shoot
    3. Campus/facility of choice and location of interest
    4. Requested shoot date(s) and time(s), including alternate backup dates
    5. Equipment needs (film crew needs regarding facilities as well as what the crew will bring on campus), including electrical needs
    6. Number and type of vehicles that will require parking or campus access
    7. Number of persons on location (including employees, cast, crew, extras, etc.)
    8. Budget
    9. Hawai‘i expenditure
    10. A copy of the script should be submitted.
    11. Copies of any location release or other documentation that the university may be asked to execute. Note: The university generally prefers to incorporate any necessary location release or other provisions into the University’s License for Use of University of Hawai‘i Real Property (see number 6 below) rather than executing multiple documents.
    12. Whether or not the production company will be requesting to film the University logos, trademarks, signage or recognizable buildings and/or landmarks for use in their production.
  3. A Certificate of Insurance in the applicant’s name must be submitted with the application and must name the University of Hawai‘i as additional insured, with a minimum amount of $1,000,000 combined single limit coverage for bodily injury and property damage. Coverage in the same minimum amount must also be provided for any vehicle(s), if the Applicant will drive onto UH property.
  4. The original application and supporting documents must be submitted to the Public Relations and Special Events Office, 2444 Dole Street, Bachman 109J, Honolulu, HI 96822. A faxed or emailed copy of the application and supporting documents will be accepted to begin the process, but the original(s) must be received within 5 working days.
  5. The application must be accompanied by a non-refundable administrative processing fee of $150, payable to University of Hawai‘i.
  6. PRSE will review the application, script, insurance coverage, and requests to film university logos, trademarks, signage or recognizable buildings and/or landmarks with the appropriate university administrators for approval to proceed. Upon approval, a License for Use of University of Hawai‘i Real Property (“License”) will be prepared in draft form to be reviewed by the legal department of the requesting production company. Once both parties legal representation agree on the license conditions a final document will be prepared for signatures from both entities and issued. See a sample of license provisions.
  7. Upon issuance of the License, the Applicant will work with a campus liaison to coordinate logistics for the project.
  8. The University reserves the right to refuse any request for commercial filming.
  9. Additional fees to film at the University may apply including facilities use fees, overtime fees for staff required to work off-hours or weekends, electricity, etc. The Applicant will be notified of such fees in advance.