Filming on Location & Permits

Plan and Approve Your Filming Location

Successful location filming starts with permission, preparation, safety planning, and respect for the property and the people who use it.

Use this page to understand what you need before filming on DePaul property, on non-DePaul property, or in a public location that may require a permit.

Important: Locations that are not student-owned generally require an approved SCA Project Number through the Greenlighting process. All DePaul spaces must be officially reserved before filming.

A location reservation or owner's permission does not replace SCA project approval, permits, insurance, or safety requirements.

If you have not yet determined your approval path, begin with Start a Project.

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Before You Choose a Location

☐ Confirm whether the location is DePaul property, student-owned property, non-DePaul private property, public property, a park, a forest preserve, or an independently managed location.

☐ Confirm whether your project requires Greenlighting.

☐ Obtain permission from the property owner, Space Manager, or permitting agency, as applicable.

☐ Identify filming dates, hours, crew size, equipment, vehicles, and activities.

☐ Determine whether permits, insurance, a COI, LOI, location agreement, or other documentation may be required.

☐ Include all known location information in your project submission.

DePaul Property

General Requirements

• Obtain an approved SCA Project Number before filming in any non-student-owned location.

• Officially reserve every DePaul room, stage, facility, or other space before filming.

• Coordinate with the appropriate Space Manager and DePaul Public Safety.

• Keep exits, hallways, stairways, sidewalks, and safety pathways clear.

• Do not interfere with classes, events, building operations, or pedestrian traffic.

• Leave every location in the same or better condition than you found it.

Filming on Campus

• All cast and crew members must carry a valid DePaul ID.

• Notify Public Safety at least three business days before filming.

• Filming is not permitted in closed buildings without special approval.

• Additional fees may apply for after-hours access.

Exterior Campus Locations

Some outdoor campus spaces may be available for filming.

Approval requirements vary based on:

• Crew size

• Equipment

• Production activities

• Public visibility

• Whether DePaul names, logos, or trademarks appear in the project

Contact the appropriate Space Manager before filming

Rooms, Suites, Labs & Interior Spaces

With an approved Project Number, students may request rooms, stages, studios, and other interior spaces for meetings, rehearsals, casting sessions, and filming.

Most reservable spaces are managed through 25Live.

• Weekend reservations: Request by Thursday at 12:00 p.m.

• Weekday reservations: Request at least one business day in advance.

• Maximum reservation length: Four hours unless otherwise approved.

• Do not modify classroom A/V systems.

• Return rooms to their original configuration.

• Access may be revoked if filming disrupts campus operations.

See Equipment & Facilities for available spaces, reservation procedures, and space-specific requirements.

Nonstandard Spaces

Hallways, stairwells, atriums, residence halls, dining facilities, athletic spaces, and other locations not available through 25Live generally require additional approval.

Contact the appropriate Space Manager and Public Safety at least 72 hours before filming.

Do not begin filming in a nonstandard space until approval has been confirmed.

DePaul Names, Logos & Branded Materials

Permission is required when DePaul names, logos, trademarks, or other branded materials will be visible in your project. This requirement applies to both interior and exterior DePaul locations.

Approval Contact: University Branding & Marketing Communications

Non-DePaul Property

Project Number & Owner Permission

Except for student-owned residences, filming on non-DePaul property generally requires an approved Project Number through the Greenlighting process.

Students are responsible for:

• Obtaining owner permission

• Confirming the owner is authorized to grant permission

• Following location-specific requirements

• Including the location in project submissions

Rental Locations

• Students seeking to rent a filming location must first submit the location through their Smartsheet Dynamic View.

• The Production Office will provide a Rental Request Form for each proposed rental location.

• After the signed Rental Request Form has been submitted, the Production Office will provide any required Location Use Agreement.

• Privately rented locations require a Location Use Agreement signed by both the student production representative and the property owner or authorized manager.

Prepare the Location

Before filming:

• Scout the location

• Discuss rules, access, parking, noise, utilities, and restrictions

• Identify hazards and safety concerns

• Photograph the condition of the property

• Identify restricted areas

• Plan equipment transportation and storage

• Hold a safety meeting

Protect the Property

• Leave locations in the same or better condition

• Lift equipment instead of dragging it

• Return furniture and personal belongings

• Protect floors, walls, sidewalks, and landscaping

• Report damage immediately

• Do not make unapproved changes

Electronics & Utilities

Do not disconnect electronics or utilities without permission.

If equipment must be disconnected:

1. Obtain permission

2. Photograph the original setup

3. Disconnect safely

4. Restore everything exactly as found

Cast & Crew Conduct

Students are responsible for cast and crew behavior while on location.

Communicate before filming begins:

• Hazards

• Restricted areas

• Property rules

• Emergency procedures

• Special location requirements

Public Locations & Permits

A permit may be required when filming in:

• Public spaces

• Parks

• Forest preserves

• Streets

• Government-managed property

Permit requirements vary by location.

Common Situations Requiring Permits

• Blocking sidewalks

• Restricting public access

• Reserving on-street parking

• Filming in parks

• Using public property

• Creating significant noise or disruption

• Activities affecting public safety

How to Apply for a Permit

1. Include all locations in your Greenlighting submission.

2. Obtain an approved Project Number.

3. Designate a Student Location Manager.

4. Identify permit requirements and deadlines.

5. Request insurance if needed.

6. Submit applications and supporting documents.

7. Send approved permits to the Production Office.

Submitting a permit application does not authorize filming.

Wait for all approvals before production begins.

Chicago Permitting Resources

City of Chicago

Students may not film on city streets after 11:00 p.m.

Review City of Chicago filming requirements and contact the Chicago Film Office before planning your shoot.

Chicago Park District

Permits are generally required for filming in Chicago parks and Park District facilities.

Cook County Forest Preserves

Permits may be required when filming in Cook County Forest Preserves.

Independently Managed Chicago Locations

Some locations manage filming requests independently.

Common examples include:

• Alfred Caldwell Lily Pool | [phone]

• Lincoln Park Zoo | [phone]

• Maggie Daley Park & Cancer Survivors Garden | [phone]

• Millennium Park | [phone]

• Olive Park | [phone]

Contact the location directly regarding permission, fees, insurance, and permit requirements.

Certificates of Insurance (COIs)

Many locations, permits, and rental agreements require proof of insurance.

If your project requires a COI:

1. Include the location in your Greenlighting submission.

2. Complete the Locations List and Rental Request Form in Smartsheet.

3. Provide all required information.

4. Allow sufficient processing time.

5. Wait for approval before filming.

A COI cannot be issued without an approved SCA Project Number.

Safety & Location Checklist

Before filming, confirm that:

☐ The owner, Space Manager, or permitting authority approved filming.

☐ The project has an approved Project Number when required.

☐ The location is officially reserved when required.

☐ Permits, COIs, LOIs, and agreements are complete.

☐ Exits and emergency pathways remain clear.

☐ Cast and crew understand location rules and hazards.

☐ Equipment and public access have been planned safely.

☐ Weather conditions have been reviewed.

☐ Equipment security and cleanup plans are in place.

☐ Restricted activities have received required approvals.

Need Help?

If you are unsure whether your location requires a Project Number, permit, Space Manager approval, insurance, or additional safety planning, contact the SCA Production Office before proceeding.

SCA Production Office [e-mail] [phone]