Department of Media Arts
How to arrange filming on campus
This procedure operates in accordance with the College filming policy with regard to Media Arts
students undertaking projects as part of their academic work, including those supported by the
Department under the project proposal scheme.
1. At least four working days before your planned shoot date, you must identify who is responsible for
managing your chosen location (i.e. your location contact - see table) and arrange with them to do a
recce prior to the scheduled filming date to assess its suitability and operating conditions.
2. You must complete the relevant type of Location Safety Form (LSF), downloadable from Media
Arts website:
https://www.royalholloway.ac.uk/mediaarts/informationforcurrentstudents/home.aspx , which
should include your safety risk assessment and the name of your location contact. There are
guidance notes about completing the LSF available on the same web page.
3. You must submit your completed LSF as an MS Word .doc attachment in an email both to your
course tutor and to your location contact.
4. Your location contact will consider your LSF and email you and your course tutor, either to confirm
they approve the planned use of the location during the stated times or to advise of any issues that
cause refusal.
5. If your course tutor approves your work plan, they will email your Location Safety Form with a
covering statement of approval to [email protected] , with copies to you and to
the relevant location contact. This will enable you to book equipment with the Media Arts Centre
Location Store. If your LSF is not approved, your course tutor will advise both you and the Location
Store what further action is necessary to support the completion of the course work.
6. During filming, you will ensure your crew carries out the filming work in a professional manner in
accordance with the training you have received, with the procedures set out in the Location Filming
Code of Practice, and with any specific instructions given by the location contact or their
representatives.
7. After filming, you will report any incidents, accidents, loss or breakages, both to the location
contact and to the Head of Production Facility, and complete relevant report forms as required.
Last revised 16/01/2015
Location
Contact
Centrally bookable teaching Term time weekdays 08.00 to 18.00
rooms check room
hrs email: [email protected] and
availability on iQuad via:
cc your course tutor
Staff > College Systems >
Academic Timetable
Public areas including
campus exteriors, Founders
Quads, car parks, woods,
corridors, foyer areas, etc.
Meeting rooms, conference
rooms, etc.
Campus Services Catering
Areas, e.g. Hub, Founder's,
Kingswood Dining Halls,
8Bar9, Café Jules, Crosslands
Email: [email protected] and
cc your course tutor
Conferences and Catering Office
Email:
[email protected]
and cc your course tutor
Conferences and Catering Office
Email:
[email protected]
and cc your course tutor
Residential accommodation
Email Robbie Burn, Premises
Coordinator, Campus Services
[email protected] and cc your
course tutor
Chapel
Chaplaincy Administrator
Email: [email protected] and cc
your course tutor
Picture Gallery
Academic buildings
Garden Lodge
11 Bedford Square
Students’ Union bars and
auditorium
Last revised 16/01/2015
Comments
For weekends and weekday
evenings after 18.00, the
Students’ Union has limited
access to teaching rooms –
please call 01784 276728.
contact Conferences and
Catering Office in first
instance to refer on to the
relevant Catering Manager
You will be asked to complete
the Chapel forms and submit
a script/programme content
information in order to
determine suitably for a place
of worship
Conferences and Catering Office
A member of Media Arts staff
Email:
must be present throughout
[email protected] the filming.
and cc your course tutor
Contact the relevant department via
the link to the left of the department’s
home page and cc your course tutor.
Email Robbie Burn, Premises
Coordinator, Campus Services
[email protected] and cc your
course tutor
Email [email protected] and
cc your course tutor
Email [email protected] and cc
your course tutor
If you receive an out of office
reply please contact
[email protected]