Refer to "Video and Photographic Recordings" below.
A Revocable Permit is required for any Non-University organization seeking to use space in either the SAC or SBU. A Revocable Permit may also be necessary for external (non-University) events sponsored by a University department. External and internally sponsored external events must file a temporary use agreement with the University which includes:
- Revocable Permit ideally submitted to the Office of Procurement 2 months prior to the event
- Certificate of Insurance Liability for $3,000,000 aggregate naming each of the following as additional insured:
- State of New York
- State University of New York
- State University of New York at Stony Brook
Applications are available in the Office of Facilities Reservations in SAC 220 or from the Procurement website.
The Permittee assumes all risks incidental to the use of said facilities and shall be solely responsible for any and all accidents and injuries to persons (including death) and/or property damage arising out of or in connection with its activities, use of facilities, its appurtenances and the surrounding grounds, if caused by the negligence of the Permittee, its officers, employees, or agent(s), and hereby covenants and agrees to indemnify and hold harmless the People of the State of New York and/or SUNY and/or Hospital (or Stony Brook University) with such claims, suits and losses, as aforesaid.
The Permittee agrees to provide evidence of appropriate insurance protection or indemnification in the amount of $3,000,000 million dollars naming the State of New York, SUNY and Hospital (Stony Brook University) as "additional insured" with the Permittee for liability coverage for acts committed by or suffered by Permittee's employees and/or visitors.
Legally, any third party coming on to University property to film has to get permission from the University to do so, has to guarantee that waivers will be obtained from those filmed, and has to agree to indemnify the university and should have insurance to demonstrate that they can do so.
Any third party coming to the University to film will be responsible for pre-obtaining express written releases from each individual who may be filmed, recorded or photographed for the Project program and shall provide a copy of each signed release to Stony Brook, upon request.
The Office of Procurement needs to approve any media intending to record events on-campus. Media includes any video/flash photography. One important note is that all media groups (including student media groups) are required to get permission from the panelists to film them, as some of the speakers may consider their presentation to be their intellectual property, thus protected by copyright.
- Internal Events (events organized by Stony Brook University departments)
- Campus Representative Taping Event - Active Stony Brook Students or SBU Affiliate (Must have active Solar ID number & Identification):
- No Insurance Required
- No Media Permit Required
- Request for Videotaping/Photographing Recording an Event should be submitted to Student Activities Service Coordinator in SAC Room 220 or via e-mail to Pedro.Zapata@stonybrook.edu
- Waivers of all participants Required
- External Videographer (Everyone who is not an official campus representative):
- Three Million Dollar Insurance Required (see the following paragraph below)
- Media Permit Required (1 month in advance)
- Waivers of all participants Required
- Media Fees: Media groups intending to film are subject to fees as determined by the Office of Procurement. Fees are assessed on a case-by-case basis and are paid to the general revocable permit account number. Money collected in this account is disbursed as determined by the University Administration.
- Bloggers - Fee can be waived. The permit is still needed.
- National Media (e.g. ABC, NBC, IFC, Sci-Fi, IFC, etc) - $1,000
- Regional (e.g. NYC stations), local (e.g., Channels 12, 21), independent filmmakers - $250 - $500.
- Online Journals - $100
- Permit Application Process: Event Organizers complete permit paperwork with their Facilities Scheduler. Procurement notifies the Facilities Scheduler of approval or concerns who in turn notifies the Event Organizer. The Program Advisor/Scheduler must submit the "Media Use Agreement" to William Lacascia in Procurement for Approval.
The above guide pertains to feature stories and extended media coverage events. If media attends for a newsworthy story (ex. News 12 arrived for a University sound bite), then no permit is necessary.