Photography and Videography on the Maryville College Campus
The community of Maryville College is proud of its beautiful and historic campus and understands the desires of many commercial photographers and videographers to use it in their work. The College invests substantial funding and effort every year to ensure buildings and grounds are beautifully maintained for the campus community, alumni and donors and visitors to the area.
Use of the Maryville College campus and the Clayton Center for the Arts by outside photographers and videographers has grown exponentially in the last 15 years, introducing scores of people to the College and its campus annually. However, an increase in use of the campus by unauthorized commercial photographers and videographers and their clients has resulted in conflicts and complications.
As a result, starting Sept. 22, 2021, Maryville College will implement a Photography Policy. This policy is to ensure that:
- academic, research, business and student activities are not disrupted;
- the College’s policies regarding safety, security and privacy are upheld;
- College property is not damaged or destroyed; and
- the College’s name, images and logos are appropriately used.
The policy requires commercial photographers and videographers to receive prior permission from the College before shooting on the campus. Requests should be made online via the form below which will be submitted to the College’s Office of Corporate Sales and Events. All requests must be made at least 10 business days in advance of the proposed shoot date.
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Maryville College Professional Photography Policy
This information governs the policies for commercial photographers on Maryville College-owned property by non- campus individuals or companies. For convenience, the word “photography” has been used throughout this document to represent any of the following: still photography, digital imaging, filming, videotaping and motion pictures. “Commercial photographer” and “commercial videographer” are defined as professionals who charge a fee for their services.
All commercial photographers and videographers who are not part of College or Clayton Center for the Arts (CCA) operations and wish to use the College’s and/or CCA’s premises for business purposes must have prior permission from the College. Requests should be made online via the form below which will be submitted to the College’s Office of Corporate Sales and Events. All requests must be made at least 10 business days in advance of the proposed shoot date.
The College’s Office of Corporate Sales and Events is responsible for coordinating the appropriate date, time and location of commercial photography, taking into account other College and CCA events such as Homecoming and Commencement, and booked events such as conferences and weddings. Commercial photography cannot interfere with or disrupt such events.
The staff of the Corporate Sales and Events office will inform the Office of Campus Safety and Security when commercial photography has been approved, sharing the time, date, location, duration and purpose of such activity. Depending on the scope and duration of the shoot, Corporate Sales and Events may also provide a staff escort for the photographer or videographer.
Still photography and digital imaging
Photography and video of iconic and identifying College and CCA venues and locations that is intended for use in advertisements and materials promoting external businesses and organizations are prohibited unless first approved by the College’s Office of Marketing and Communications.
Faculty, staff, students (including student-athletes) and visitors may not be used as models or subjects, unless the appropriate rights release is obtained. Copies of pertinent documents must be submitted for review and approval by the College’s Office of Marketing and Communications before shooting begins.
Professional photographers who wish to use the buildings and grounds of Maryville College, including the Clayton Center for the Arts, regularly for the purposes of portrait, nature or other commercial photography are encouraged to become Preferred Photographers of Maryville College by signing an agreement; providing a certificate of insurance that names Maryville College as additionally insured during the use; providing a copy of their business license; and paying a minimum of $500 to the College annually. These funds support the maintenance and upkeep of the campus and buildings.
Preferred Photographers are required to book their shoots through the College’s Office of Corporate Sales and Events but receive 5 two-hour sessions as part of their agreement with the College. As another benefit, these photographers may have their name and contact information listed on the Maryville College website. Preferred Photographers are issued ID cards with lanyards from the Office of Corporate Sales and Events that should be worn at all times when working with clients on the campus.
Photographers who do not wish to become Preferred Photographers are required to schedule photo shoots through the College’s Corporate Sales and Events Office, show proof of insurance and pay the hourly rental cost of the spaces they are utilizing.
Any commercial photographer who does not show appropriate permission, identification and/or credentials may be asked to leave the campus immediately by Campus Safety and Security.
Videography, Film and Motion Pictures
The content of video and film shoots should not negatively impact the reputation and branding of Maryville College and its educational mission, history, values and standards. The College reserves the right to review all scripts, storyboards and other content pertaining to on-campus shoots.
Videographers and film crews are required to book their shoots through the College’s Office of Corporate Sales and Events and pay a fee that is determined by location(s), scope and duration of the shoot. These professionals must also provide proof of insurance and a business license.
Any commercial videographer who does not show appropriate permission, identification and/or credentials may be asked to leave the campus immediately.
Additional information
None of the above policies are intended to prohibit or hinder Maryville College faculty, staff, students, alumni or members of the general public from photographing or videotaping campus activities for their personal use, so long as doing so does not interfere with campus activities or personnel.
Maryville College reserves the right to deny, for any reason, access to campus buildings and grounds for filming purposes. While as a matter of tradition and custom the Maryville College campus has been open to the public throughout its history, it must be recognized that the college campus is private property and individuals found to be in violation of Maryville College policies and rules can be requested to depart the premises should they refuse to comply.
Commercial photographers/videographers who utilize the Maryville College campus and Clayton Center for the Arts (CCA) for non-College/non-CCA purposes are required to reserve their space on campus for EACH shoot.
Q: How are reservations made?
A: Through Corporate Sales & Events. Requests may be emailed or sent through an online form accessible on the Corporate Sales & Events website.
Q: When should reservations be made?
A: No less than 10 business days before the shoot.
Q: How much does it cost to reserve a location on campus?
A: Fees depend on the size of the location and amount of time reserved.
Q: Are all spaces on campus reservable?
A: No. The College reserves the right to restrict access based on other College or CCA activities and prior reservations. It also prohibits commercial photography and videography in some locations, such as the College’s Cemetery.
Q: Do commercial photographers and videographers hired as part of private events booked at RT Lodge, the House in the Woods, the Clayton Center for the Arts, etc., need a separate photography/videography reservation?
A: No, but the photography and/or videography shoots should be limited to the spaces and/or grounds reserved for the event.
Commercial photographers and videographers who anticipate booking multiple reservations within a year may seek “Preferred Commercial Photographer/Videographer” status with the College.
Q: What are the benefits of “preferred” status?
A: Preferred photographers/videographers can book up to five separate two-hour sessions with one payment.
Q: Do preferred photographers/videographers still have to make reservations for their campus photo shoots?
A: Yes. The reservation process (described above) ensures location availability and campus support.
Q: What is the process by which a photographer/videographer earns “preferred” status?
A: Professionals need to make a formal request (available on the Corporate Sales & Events website), pay $500, show proof of insurance and a business license, and sign a contract, agreeing to campus policies and procedures.
Q: How are preferred photographers/videographers identified?
A: These professionals will be issued a lanyard with identification and will be required to wear them while on campus with their clients.
Q: Can the services of preferred photographers be promoted to College audiences?
A: Yes. Preferred photographers can have their name, contact information and website URL published on the College’s website.
The College’s Professional Photography/Videography Policy is not intended to prohibit or hinder Maryville College faculty, staff, students, alumni or members of the general public from photographing or videotaping on campus for their personal use, so long as doing so does not interfere with campus activities or personnel.
Q: Who will enforce the College’s Professional Photography/Videography Policy?
A: Working in collaboration with Corporate Sales and Events, the College’s Safety and Security Officers will be notified of booked photography sessions. Officers, as well as other College employees and students, have the right to ask guests for identification and the purpose of their visit.
Q: What will the College do when policies are broken?
A: Violators may be asked to leave the campus and may lose future booking privileges.
Q: Why is the College taking this action?
A: In an effort to promote and protect the safety and security of students, employees and campus facilities, the College seeks to better regulate who is visiting the campus and for what reasons. Also, in recent years, commercial photographers/videographers have overrun the campus in peak seasons and shown disrespect to campus grounds, policies, students, employees and invited guests.