Filming, Photography and Audio Recording

Emmanuel College, Cambridge is a place of study, work and residence. Filming activity must not interfere with college life, privacy, safety, reputation, or the care of historic buildings and grounds.

Scope

This applies to:

• All students, staff, Fellows, contractors, visitors, conference guests, media organisations and production companies
• All still photography, video, film, audio recording, livestreaming, drone use and emerging recording technologies
• All non–commercial College premises, including indoor spaces, courtyards, gardens and accommodation
• Use of any device capable of recording images or sound (including mobile phones and wearable devices)

Status of the College

Emmanuel College is private property, with controlled access to the site. Access to the site does not imply permission to film, photograph or record. The College reserves the right to:

• Refuse permission for filming for any reason
• Impose conditions on approved filming
• Withdraw permission at any time

Filming that does not normally require permission

The following activity is normally permitted without written approval, provided it is discreet and non‑disruptive:

• Handheld photography or video for personal, non‑commercial use

Activity without written approval from the College must not:

• Disrupt teaching, events, or College operations
• Infringe the privacy of students, staff or residents
• Use tripods, lighting, microphones or props
• Be used later for commercial, promotional or editorial purposes

The College may ask filming to stop at any time.

Filming That Requires Prior Written Permission

The College must be informed of any:

• Commercial, promotional, branded or sponsored filming
• Film, television, radio, documentary or news production
• Influencer, creator or monetised social media content
• Student projects beyond handheld filming
• Indoor filming or recording
• Use of tripods, lighting, sound equipment or crew
• Interviews, reconstructions or staged activity
• Drone or aerial filming
• Filming involving College branding, heraldry or insignia

Prior written approval must be obtained for any of the above.

Term–Time and Operational Restrictions

The College will normally:

• Refuse filming during Full Term and the Normal Period of Student Residence, British national holidays, the Christmas closure period, major College events, and/or examination periods
• Restrict or refuse filming during the admissions period, exams, teaching, or during major operational, building or maintenance projects.

Community, teaching and operational needs always take precedence over any form of filming activity.

Privacy, Consent and Safeguarding

• Students, staff, Fellows and residents have a reasonable expectation of privacy
• Identifiable individuals must not be filmed without consent
• Clear signage must be displayed where filming is taking place, in liaison with the Director of Operations

Children and Vulnerable Adults

• Written consent from a parent, guardian or responsible authority is required
• The College’s safeguarding policies override filming permissions where applicable

Care of Buildings, Collections and Grounds

All filming must:

• Avoid any form of physical contact with the historic fabric of the College buildings, unless explicitly approved by the College Archivist and/or the Director of Operations
• Not access any accommodation, staircases, or private areas of the College
• Use appropriate protection for floors, doorways and fixtures
• Remain within agreed routes and locations
• Always follow instructions from college staff

The College may require supervision during filming.

Drones and Aerial Filming

The use of drones or remotely piloted aircraft is prohibited unless explicitly authorised in writing. Additional permissions, risk assessments and regulatory compliance will be required.

Fees, Insurance and Conditions

• Location fees may apply for commercial filming
• Proof of public liability insurance is required before filming takes place
• Permission may be subject to a written agreement or contract

Use of Images and Recordings

Approved footage or images may be used only for the purpose agreed in writing. Reuse, resale, sublicensing or archive use requires fresh permission. Any required credit to the College must be given exactly as specified.

Breach of Policy

Failure to comply with this policy may result in:

• Immediate suspension of filming
• Withdrawal of permission
• Removal from the College site
• Requests for content removal
• Further disciplinary or legal action where appropriate