To ensure the university can use your video or photos, it is important that you obtain the appropriate permissions.
It is your responsibility to get the necessary consent if you have commissioned the video or photography shoot.
Release/consent form
Individuals
If someone’s face or voice will be clearly identifiable in a shoot, they need to sign a release form. If they’re over 18, they can sign it themselves. If they’re under 18, a parent, carer or guardian must sign it for them. This form acts as a contract showing they agree to their image or voice being used.
The form has two versions:
- Photographic and audio-visual release/consent form (over 18)
- University of Greenwich image release form for minors (under 18).
Large groups and events
For larger groups or events, it may be impractical to get everyone to sign a consent form. Here are some suggestions on what to do instead:
- Notify attendees ahead of time: inform them that the event will be filmed and explain any options for those who wish to attend but prefer not to be on camera
- Make an announcement: let everyone know at the start of the event that filming is taking place
- Add a note to the itinerary: indicate that the event will be filmed
- Put up signs: display disclaimer notices at the entrances and exits to your event informing attendees that they are giving their consent to filming. You can download a disclaimer notice from our internal brand toolkit.
Please note that when filming at an event or with a large group, any individual person shot in close-up will still need to complete an individual consent form.
Permission for specific locations
You do not need permission to film in most University of Greenwich buildings, but you must book the space in advance and, where appropriate, notify the campus security team. Please be mindful of students and colleagues using the same area and notify them in advance of any filming.
In some locations, specific permissions are required:
Our libraries
To ensure that library users can work in a quiet, undisturbed environment, filming in our libraries must be authorised by library staff. As well as submitting an online request form, you will need to prepare a risk assessment.
You can find more details and a copy of the request form in the library filming guidelines.
Grounds of the Old Royal Naval College
If you intend to film outside of our main buildings (Dreadnought, King William, Queen Anne and Queen Mary), you must obtain permissions from Old Royal Naval College (ORNC).
Make a request via Apply4. You must also notify security (at either gate) of the filming and present the permissions provided by ORNC. Failure to do so may result in production being shut down or suspended by ORNC officials.
Booking a location
Please ensure that you submit your online request form at least two weeks before the shoot. You should allow additional time where ORNC and library permissions are required.
Find out more
For further advice or information on filming permissions and consent, please contact content@gre.ac.uk.