Photography, Videography, and Drone / UAV Resources

You are not obligated to take advantage of the blanket contracts. 

• Photographers may be hired via purchase order. (The UT Purchasing Office has updated the terms and conditions (Sect 29) to ensure UT receives the rights to all work materials. Previously we had to use contracts to ensure these rights.)

• Videographer and UAV/Drone services must be hired via contract. (Required due to insurance and licensing requirements)

Please follow the standard purchasing solicitation process outlined in the Handbook of Business Procedures  Sect 7.4 . 

In summary:

0-$15,000:

Competitive quotes are encouraged but not required. A department may solicit a quotation from a single source and issue a purchase order at the department’s discretion.

$15,000.01- $50,000:

A department is required to obtain a minimum of three quotes by mail, email, or fax and submit them to the Purchasing Office

Over $50,000.01:

Formal bidding by the Purchasing Office may be required. Consult with a buyer in the Purchasing Office to determine the appropriate procurement method. 

The vendors on the lists below have been approved under RFP721-2210: Campus Wide Photography, Videography and Unmanned Aerial Vehicles (“UAV”)/ (Drone Services) 

Contractors may not use photos or video of the University and/or their projects on campus unless it is specified in the construction contract. 

Photo Research

University photos shot prior to 2003 are archived with the Dolph Briscoe Center for American History. To request a specific image or image search from 2003 forward, please submit this form. There is no fee for this service; however, requests are handled on a first-come, first-served basis. Photos shot between 2000-2022 are still being archived and may take longer to locate. 

Copyright and Usage

The University of Texas at Austin retains the use, copyright and licensing to all images. You may not re-use, sell, distribute or copy any image obtained from the DAMS. All rights for reproduction of any image remain with The University of Texas and any permission to use these images must be obtained prior to publication or any other use. Exceptions are made only if special arrangements are made in advance of reproduction and use of the images. Publication in magazines, advertising or other commercial uses may require the payment of additional fees.

Photography Tips

Many UT Departments rely upon their staff to take photos of other staff, faculty, and students as needed for department directories and news releases. Here's a quick Photo Tips (PDF) sheet with some pointers from the University photographer. Be certain to have the subjects of your photos complete and sign a Talent Release Form (UT Contracts). This form should be retained on file by the department that will utilize the images. 

1. Request for Service

   1.  Please send an email to the vendor of your choice with the following information:

      1. Client Name

         • Phone Number

         • Type of Service

         • Event Date

         • Event or Purpose description

         • Filming/Shoot Location

         • Delivery Format

         • Deliverable Due Date

         • Project Budget

   2. Please try to submit requests at least 5 business days in advance of the event/shoot.

   3. Please allow vendors 1-2 business days to respond.

2. Proposal

   1. After confirming their availability and discussing your project (or creative brief) with you, the vendor should provide you with a detailed proposal in writing (email is acceptable). There will not be a contract to sign and do please not sign proposals.

      1. To engage the vendor, please reply to the proposal email and specifically state that you accept their proposal and would like to proceed with the project.

      2. To decline, please reply to the proposal email and state that you decline to move forward with the proposal. 

      3. It important for both yourself and the vendor that all decisions are conveyed in writing (via email) so there is no confusion for either party. Please retain this correspondence.

3. Proposal Changes

   1. If you have accepted a proposal and need to make changes:

      1. Please discuss the changes with the vendor and come to an agreement (including costs).

      2. Then request the vendor send you a revised proposal.  

      3. Reply to the proposal email and either specifically accept or decline the revised proposal. Retain this correspondence to submit with your invoice. 

4. Location and Releases

   1. Next, establish the photo shoot location and determine if any releases are needed. It is the sponsoring department's responsibility to obtain releases and location approval prior to the photo shoot.

      1. A talent release is a legal document used to secure permission to publish pictures of individuals. A release is required when:

         • The person in the photo can be easily recognized by anyone

         • A photo is being used to promote a product, service, idea or thing (advertisement) in any forum (web, print, email, or promotional items)

      2. It is not required when:

         • A photo is being used for informational purposes (such as a news release). However if people in the photo can be easily recognized it is prudent to obtain a release.

         • For crowd scenes where no one single person is the primary focus.   

      3. Talent releases should be kept on file by the department. 

   2. Location approval:

      1. By UT, for UT = as long as the videos/photos are posted solely to UT-hosted websites, social media, or newsletters/brochures, then no location permit is required. 

         • If you wish to stage a photo shoot in a certain building, you need permission from the dean's office or the building manager. Click here for a list of all UT buildings. Click on the building abbreviation for detailed information, including the name of the building manager.

         • If you wish to stage a photo shoot on the Main Mall, please contact Student Affairs (Susan Buckenmeyer, Dir of Student Activities).   

      2. COVID Precautions: It is the department's responsibility to ensure that the vendor and crew follow the latest masking/social distancing guidelines. 

5. Project Execution 

   1. The vendor should then complete the project as agreed.

   2. Depending on your project scope you may work with your vendor to review the captured images and select final images to be edited.

6. Receipt of Goods

   1. The vendor should transfer the final images to you in the format specified in your project proposal. 

      1. It is recommended that photos be stored/uploaded to UT Box along with the corresponding photo releases.

   2. The department should confirm receipt of the final images with the vendor via email.

7. Payments

   1. The vendor will submit an invoice for payment to the sponsoring department within 30 days of project completion.

   2. The department should submit the following to the appropriate staff member/office to initiate payment:

      1. The invoice - signed and dated by the recipient.

      2. A copy of the proposal and any proposal changes that you accepted.

      3. The Office of Accounting will have the master contracts on file.

      4. Request payment be issued to the vendor within 30 day of the invoice date. 

   3. Payments should be made on VP2 and the agreements below (master agreements and all amendments bundled together into one PDF should be added to the voucher back-up). Please reference the current contract number in the PO# field on your voucher. 

* CSUs that wish to use vendors not on this list for projects greater than $15,000 need to follow purchasing procedures outlined in Handbook of Business Procedures.

Contractor’s Services for University Photography projects or events may include but are not limited to the following:

• Official Occasions / Donor Events

• Commercial and Marketing

• Environmental Portraits

• Journalism and Journalism Events

• Student Life

• Location Head Shots

• Award Ceremonies

• Group Shots

• General Photography

Please be sure to review the selected vendor's contract, the type of work they accept and their rates for each service is listed in the contract. Click here to view the current list.

1. Please send an email to the vendor of your choice with the following information:
   
   

   1. Client Name

      • Phone Number

      • Type of Service

      • Event Date

      • Event or Purpose description

      • Filming/Shoot Location

      • Delivery Format

      • Deliverable Due Date

      • Project Budget

   2. Please try to submit requests at least 5 business days in advance of the event/shoot.

   3. Please allow vendors 1-2 business days to respond.

2. After confirming their availability and discussing your project (or creative brief) with you, the vendor should provide you with a detailed proposal in writing (email is acceptable). There will not be a contract to sign and do not sign proposals.

   1. To engage the vendor, please reply to the proposal email and specifically state that you accept their proposal and would like to proceed with the project.

   2. To decline, please reply to the proposal email and state that you decline to move forward with the proposal.

   3. It important for both yourself and the vendor that all decisions are conveyed in writing (via email) so there is no confusion for either party. Please retain this correspondence.

      1. Proposal Changes:  If you have accepted a proposal and need to make changes:

         1. Please discuss the changes with the vendor and come to an agreement (including costs).

         2. Then request the vendor send you a revised proposal.  

         3. Reply to the proposal email and either specifically accept or decline the revised proposal. Retain this correspondence to submit with your invoice

3. Next, establish the filming location and determine if any releases are needed.

   1. It is the sponsoring department's responsibility to obtain releases and location approval prior to the photo shoot.

      1. A talent release is a legal document used to secure permission to publish pictures of individuals. A release is required when:

         • The person in the photo can be easily recognized by anyone

         • A photo is being used to promote a product, service, idea or thing (advertisement) in any forum (web, print, email, or promotional items)

      2. It is not required when:

         • A photo is being used for informational purposes (such as a news release). However if people in the photo can be easily recognized it is prudent to obtain a release.

         • For crowd scenes where no one single person is the primary focus.

   2. Talent releases should be kept on file by the department. 

   3. Location approval:

      1. By UT, for UT = as long as the videos/photos are posted solely to UT-hosted websites, social media, or newsletters/brochures, then no location permit is required for vendors on blanket contract - all others must apply for a filming permit and submit a COI meeting UT's insurance requirements. 

         • If you wish to film in a certain building, you need permission from the dean's office or the building manager. Click here for a list of all UT buildings. Click on the building abbreviation for detailed information, including the name of the building manager.

         • If you wish to film on the Main Mall, please contact Student Affairs (Cheryl Le Gras, Dir of Student Activities).    

         • If the filming production involves a drone, a UT drone permit (+additional insurance) and a UT Filming Permit will be required. 

      2. COVID Precautions: It is the department's responsibility to ensure that the vendor and crew follow the latest masking/social distancing guidelines. 

4. The vendor should then complete the project as agreed.

5. Depending on your project scope you may work with your vendor to review the captured footage to be edited.

6. The vendor should transfer the final video to you in the format specified in your project proposal. 

   1. It is recommended that photos and video be stored/uploaded to UT Box along with the corresponding talent releases.

7. The department should confirm receipt of the final video with the vendor.

8. The vendor will submit an invoice for payment within 30 days of project completion.

9. The department should submit the following to the appropriate staff member/office to initiate payment:

   1. The invoice - signed and dated by the recipient.

   2. A copy of the proposal and any proposal changes that you accepted.

   3. The Office of Accounting will have the master contracts on file.

   4. Request payment be issued to the vendor within 30 day of the invoice date. 

   5. Payments should be made on VP2 and the agreements below (master agreements and all amendments bundled together into one PDF should be added to the voucher back-up). Please reference the current contract number in the PO# field on your voucher. 

*Colleges, schools and units that wish to use vendors not on this list for projects greater than $15,000 need to follow purchasing procedures outlined in Handbook of Business Procedures. For purchases under $15,000 it is strongly recommended that you use vendors on this list. 

Request a filming permit and submit the COI here: Request to Film or Photograph on Campus (department that include the COI requests should be processed in 1 business day - your vendor will sign the permit, but UT will retain the rights to the footage). Kat Lyon prepares the permit (back-up Kathleen Hovinga) and Emily Reagan is the delegated signer for UT (no back-up). Permits will be send out via Docusign for signature with a copy to sponsoring department.

Liberal Arts ITS

RRH

Bevo Video Productions (a joint effort between Texas Student Media and Athletics)