Filming On Campus

Last term, Caltech cosplayed as Stanford for a week. Fortunately (or unfortunately), it was not a prank, but instead a large filming operation for the upcoming film “The Love Hypothesis,” an adaptation of Ali Hazelwood’s novel of the same name. A sizable film crew worked at multiple locations across campus, capturing scenes in Kerckhoff, on Bechtel Mall, and most noticeably, around Caltech Hall Pond. Many students (your author included) wondered why filming occurred here instead of at Stanford.

“It’s better for [a filming crew based in Los Angeles] to look for a comparable college campus locally than to attempt to film in another city or state,” explains Janna Gould, the director of Finance and Operations at Caltech’s Office of Communications and External Relations. “I will often receive inquiries from a show looking for buildings on our campus that may look like an ‘East Coast Ivy’ … so we look for buildings with a fitting style and where there won’t be too many palm trees in their shot.” As a result, our campus has been well-represented in popular media over the years, serving as both Caltech (like in “Young Sheldon” and “Modern Family”) and as a stand-in for other institutions. For example, recalls Ms. Gould, the legal drama “All’s Fair” used Morgan Library and the Athenaeum to look like the offices of accomplished attorneys.

Usually, the process begins months in advance, when the production staff for a movie or show reaches out to Caltech’s Office of Communications and External Relations. A scout arrives on campus to take photos and explore possible filming locations, reporting their findings to the director for further consideration. If Caltech is a good location, production staff begin to coordinate with Caltech to obtain the Institute’s permission. “Filming opportunities come up quite often—multiple inquiries per week sometimes,” says Ms. Gould, “but we move ahead with about three or four of them per year.”

Most productions are turned down due to story content, logistical challenges, or scheduling conflicts. If the production wants to depict Caltech, the Institute’s Office of Strategic Communications (OSC) reviews all production materials, such as storyboards and scripts. Conflicts with Institute events like Commencement are also considered. In addition, the filming operation cannot disrupt normal campus activities, as crews can be over 100 people, and some potential scenes may have hundreds of extras. “We must consider the impact of that kind of footprint on campus life and research operations,” explains Ms. Gould. “The academic and research functions of Caltech always come first.”

After the permits come the fees. Caltech charges different hourly rates for filming depending on the size of the operation: still photography is cheapest at $325 an hour, all the way up to feature films, which cost $685 an hour. In addition, different locations have different “Location Use Fees,” starting from $3,000 per venue for campus exteriors, up to $10,000 per day at the Athenaeum. There are also staffing fees for a filming liaison, utilities personnel, security, and parking.

If everything goes according to plan, the next step is notifying the Institute community, so nobody is taken by surprise. “Filming can involve street closures, impact to parking lots and pedestrian paths, as well as just a general uptick in activity and commotion on campus,” explains Ms. Gould. “Our office works to mitigate the surprise nature of that.” Offices and divisions are notified in advance, and announcements are sent out via Ion Caltech. Although disruptions are unavoidable, OSC tries its best to reduce the impact.

“I like to remind the crews that our campus is literally home for our undergraduate students,” says Ms. Gould. “We assign Caltech staff to every location where a crew is present… so they aren’t accessing spaces they aren’t permitted or creating unsafe conditions or too much noise.” To respect student privacy, areas in and around undergraduate housing may not be filmed. Active lab spaces are not accessible, and the dining facilities are not typically rented out.

In return, Ms. Gould hopes that students are equally respectful of the professional crews. Regarding Techers playing pranks, she reminds students that filming equipment is expensive and adds, “They also provide overnight security—so don’t get any ideas!”