Photography and Video Recording on Campus

Transylvania University Media Access Policy (Updated Aug. 2024)

General Policy

Transylvania University is a private university. Transylvania’s express permission is required for any video recording or photography on Transylvania-owned lands by:

  • News professionals
  • Professional or commercial photographers, videographers and filmmakers
  • Wedding or portrait photographers
  • Campus visitors taking pictures or filming for commercial purposes or using a commercial or professional photographer or filmmaker

Personal photos may be taken by students, parents, faculty, staff, alumni and other campus visitors so long as:

  1. they are used exclusively for personal, non-commercial purposes;
  2. the taking of such photos is consistent with this policy, including the wedding and portrait photography policy below;
  3. they do not interfere with the ongoing operations of the university.

Notwithstanding the foregoing, the university reserves the right to prohibit any video recording or photography on its lands for any reason, including if the recording or photography creates the potential for:

  1. disruption of academic, research, business or student activities;
  2. damage to (or alteration of) university property, educational mission or reputation;
  3. inappropriate use of the Transylvania name, marks or image;
  4. disruption of traffic, parking or pedestrian pathways;
  5. other safety hazards;
  6. violations of the university’s privacy policies.

For drone photography or videography, please also see the university’s drone and unmanned aircraft policy. 

Transylvania’s Office of Marketing and Communications or an approved designee must be present for media production on Transylvania property.

News-related recording and photography

Transylvania University’s Office of Marketing and Communications accommodates reasonable requests for journalistic, news-related, non-commercial shooting, but reserves the right to deny permission when the request runs contrary to university policies, especially those that ensure student privacy. 

The subject of all news-related filming or photography must be directly related to the university. 

General rules for journalists

  • Permission to shoot news-related photography or filming in interior spaces is required in all circumstances. This includes administration and office buildings, classrooms, laboratories, dormitories, dining facilities and residences.
  • Journalists must adhere to the university’s privacy policies. No one at Transylvania can be filmed without their permission, except at public events to which the public and media have been invited
  • Journalists are prohibited from parking news vehicles or live-broadcast vehicles/equipment anywhere on campus without permission from:
    • Transylvania’s Office of Marketing and Communications for news purposes 
    • Transylvania Athletics for sporting events
  • All journalists working at Transylvania are expected to carry appropriate credentials.

Commercial and other video recording or photography

Transylvania prohibits the use of its land and buildings for commercial and marketing-related photography and filming without expressed permission. 

The use of Transylvania’s campus for such purposes is subject to a fee of $2,500 for a full day (8 hours) of production. A half-day rate is the minimum required rate at $1,250 for four hours of production. (Lesser hours may be negotiated upon request.)

Transylvania’s Office of Marketing and Communications will consider waiving the fee for production that involves photography or accompanying promotional articles or the creation of not-for-profit television shows, movies, documentaries or educational-related projects, providing the subject matter is related, in some manner, to Transylvania.

Additionally, commercial production related to the marketing of companies and organizations other than Transylvania is prohibited on university-owned lands. Such activities are incompatible with the university’s non-profit status and long-standing policies prohibiting endorsement or the appearance of endorsement.

Indoor recording at Transylvania is prohibited without permission because it is considered inherently disruptive. Recording in the residence halls, dining halls and campus buildings is prohibited without express permission from Transylvania’s Office of Marketing and Communications.

Non-news related requests should be made in writing at least 10 business days in advance by emailing the vice president for marketing and communications at media@transy.edu. 

Requests must include the following information:

  • Name and description of the organization or individual making the request.
  • Name, office and email address of the Transylvania University individual or organization involved in the filming or photography.
  • Project description, including the context and way in which Transylvania is to be portrayed and the intended use of the resulting material.
  • Date(s) requested.
  • Time and duration of proposed shoot.
  • Specific site(s) requested. (Requests absent specific locations may not be considered.)
  • Number of people and amount and type of equipment involved, including vehicles.
  • Potential disruption (sound, light, physical, etc.) of university activities.
  • Proof of adequate insurance coverage and indemnity. (Certificates of liability insurance should name Transylvania University, 300 North Broadway, Lexington, KY 40508.)
  • Location releases, if necessary, must be submitted for review to Transylvania’s Office of Marketing and Communications in advance.

Sports event photography

Requests to record or photograph sporting events on Transylvania’s campus should be directed to Transylvania’s Athletic Department. Email dchristopher@transy.edu with credential requests. 

Wedding and portrait photography

Wedding and portrait photography on Transylvania property is limited to:

  • Individuals with a facility rental for a wedding in Old Morrison Chapel on the day of the wedding or a date agreed to in advance.  
  • Individuals with a Transylvania connection—meaning an alumnus, student, faculty or staff—may take wedding or portrait photography on campus by contacting Transylvania’s Office of Marketing and Communications in advance at media@transy.edu.
  • Other individuals may request access to exterior spaces at a rate of $100 per hour by contacting Transylvania’s Office of Marketing and Communications in advance at media@transy.edu.

Additional information

  • Use of Transylvania’s name, other trademarks and emblems, or images in connection with any photograph or video is prohibited without written permission by the university.
  • Third parties from outside the Transylvania community are prohibited from flying drones or other unmanned flying vehicles above or from within Transylvania lands without prior permission. Faculty, students, staff and approved vendors are required to obtain advance approval for such flights from Transylvania’s Office of Marketing and Communications. For drone photography or videography, please see the university’s drone and unmanned aircraft policy. 
  • Recording or photography on Transylvania lands for academic purposes is limited only to Transylvania University students, staff and faculty and others attending Transylvania academic programs, Transylvania sponsored programs and other programs that occur on Transylvania’s campus and for which photography/videography is part of the program. The resulting content may not be used for commercial purposes.
  • All professional filmmakers, videographers and photographers working on the Transylvania campus are expected to carry credentials and to have appropriate insurance.

For more information about this policy, contact Transylvania’s Office of Marketing and Communications at 859-233-8120.

Transylvania University