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Contract and Release Templates

All Caltech images, video, audio, and written materials are protected by copyright. The option to grant permission is up to Caltech. If there are known or perceived sensitivities about the requested footage, images, or materials, there is no obligation to share.

Quick Tips

  • Always convert your completed contract template to a PDF before sending it to your vendor or organization for signature. (Sending an editable file may result in changes to the terms you have negotiated.)
  • The first signature on the document should be your vendor's signature. Once they sign, scan, and email the contract back, you should then sign, scan, and email the fully executed contract back to them for their files.

Footage Use Agreement

Download the Footage Use Agreement (DOCX)
Download a SAMPLE Footage Use Agreement (PDF)

A Footage Use Agreement is required when video footage or b-roll is requested by an outside organization for creating a new media production that will be distributed to others.

The purpose of this agreement is to describe the requested footage, how it will be used, and Caltech's restrictions if we grant permission to use the footage.

If another Caltech group would like to use footage that was commissioned by a different department or division, that department or division may ask the requestor to complete a Footage Use Agreement if they want to keep track of how the footage is being used and will be presented. This step is not required for internal Caltech groups, but it is recommended if the footage was originally created for a limited purpose and out of deference to the creator.

If you get a b-roll request from someone who wants the footage for commercial use and you want to grant permission, please clear it with Chantal D'Apuzzo in the Office of the General Counsel.

Agreement for Filming or Photography On Campus

Download the Commercial Filming Agreement (DOCX)
Download the Documentary Filming Agreement (DOCX)

One of these agreements is required when an outside organization wants to film or photograph a project on campus. The agreement is used to describe the filming project, its purpose, and to list the permits, guidelines, and fees required if the outside organization is permitted to film on campus.

Materials Release

Download the Materials Release (DOCX)

A Materials Release is required when written or printed material (e.g., transcripts, speeches, Caltech magazine feature stories, etc.) covered by Caltech copyright is requested by an outside organization for a new product that will be distributed to others.

The purpose of this agreement is to describe the requested materials, how they will be used, and Caltech's restrictions if we grant permission to use the materials.

Please clear requests for commercial use of materials with Chantal D'Apuzzo in the Office of the General Counsel.

Release for Educational Use of Caltech Images

Download the Release for Educational Use of Caltech Images (DOCX)

An Image Release is required when Caltech images are requested by an outside organization for creating a new product or production that will be distributed to others.

The purpose of this agreement is to describe the requested images, how they will be used, and Caltech's restrictions if we grant permission to use the images.

Please clear requests for commercial use of images with Chantal D'Apuzzo in the Office of the General Counsel.

Photography/Filming Release

Download the Photography/Filming Release (PPTX)
Download the "Photography/Recording in Session" Sign (DOCX)

A Photography Release is required from all individuals photographed when Caltech or an outside photographer hired by Caltech is conducting a staged photoshoot. Their signatures should be obtained before pictures are taken to avoid post-production problems. If the number of people photographed makes the collection and maintenance of individual releases impractical, please download signs that can be posted advising them that their being within the area being photographed infers their consent and permission to be included in the photographs when used by Caltech.

The purpose of this agreement is to get permission from the subject to photograph them and distribute the images for educational purposes.

The agreement also asks the subject to confirm they are at least 18 years of age, and requires the signature of the parent or legal guardian if the person is not 18 at the time of the photoshoot.

A few guidelines for photoshoot preparation:

  • Do a location scout with your photographer to find the best possible places for your photo shoot. Here's a list that may help you plan your location scout: https://directory.caltech.edu/Auditoriums Also, here's a list of online room calendars to check availability: http://amt.caltech.edu/resources/room_reserve.
  • Once you've selected the best locations, be sure to contact the building administrator to get permission to use the space at the time you need it. They will most likely want to know how much equipment the photographer will be using and the noise level that may be created.
  • If you are using an outside photographer, they may need parking passes so that they can unload near the building where the shoot will be conducted.
  • On the day of the shoot, make sure that "photography in session" signs are placed at the entrance(s) of the space you are using.
  • Have every person that will be included sign a photography release form as soon as they arrive.
  • If signs are used instead of signed releases, be sure the signs are included in a few of the photographs that are to be maintained in the digital record of the shoot.

If you need standing signs for photo and recording sessions, please contact the Office of Strategic Communications or Academic Media Technologies (AMT).

Recording Release and Authorization

Download the Recording Release and Authorization (DOCX)
Download the "Photography/Recording in Session" Sign (DOCX)

A Recording Release is required when Caltech is making video and/or audio recordings of a person in a presentation or interview. The authorization form should be given to the person or persons appearing in the presentation or interview. Their signature is required before recording begins.

The purpose of this agreement is to get permission from the presenter or interviewee to record their talk and distribute to video/audio to an audience for educational purposes. Most likely, this form will be given to faculty, lecturers, or special presenters. For that reason, it does not ask that they verify that they are over 18 years of age, but please be aware that recording minors requires the signature of their parent or guardian.

The agreement also asks the subject to warrant that they have permission to use copyrighted images or materials that appear in their presentation or slide show. (In this type of situation, it is recommended that you ask the presenter to provide the contents of their presentation to us prior to the event. They may not be able to do this, but if they can, it will make copyright compliance much easier for AMT or any outside vendor who may be doing the recording.)

A few guidelines for interview preparation:

  • Do a location scout with your videographer to find the best possible places for the interview. Lighting, acoustics, and the textures in the space will probably matter a great deal to your video team as well as your subject.
  • Once you've selected the best locations, be sure to contact the building administrator to get permission to use the space at the time you need it. They will most likely want to know how much equipment the photographer will be using and they noise level that may be created.
  • Once your interview subject is confirmed, send the Recording Release and Authorization to them in advance of the interview. They may bring the signed agreement to the interview or email it to you before the interview. It is important for us to have an understanding of any copyright issues that may be involved in their presentation before the shoot.
  • If you are using an outside video team, they may need parking passes so that they can unload near the building where the shoot will be conducted.
  • On the day of the interview, make sure that "recording in session" signs are placed at the entrance(s) of the space you are using.

A few guidelines for presentation preparation:

  • Once a presenter is confirmed, they will need to know that their presentation will be recorded as well as how the recordings will be used.
  • Forward the presenter the Recording Release and Authorization in advance of the interview. They may bring the signed agreement to the interview or they may email the signed agreement back to you before the interview.
  • On the day of the presentation, make sure that "recording in session" signs are placed at the entrance(s) of the space you are using.

If you need standing signs for photo and recording sessions, please contact the Office of Strategic Communications or Academic Media Technologies (AMT).