CalArts Insurance and Workers Compensation

Understanding CalArts Insurance

Insurance is one of the last lines of protection, not the first. The goal of every production is to prevent accidents and losses through thoughtful planning, safe production practices, and responsible decision-making. Insurance exists to protect productions when unexpected events occur, but it should never replace careful preparation.

Most approved CalArts student productions are eligible for coverage under one or more of the Institute’s insurance policies. Depending on the needs of your production, coverage may include rental property, general liability, automobile, workers’ compensation, and third-party property insurance.

Insurance is available when you are renting equipment, props, wardrobe, set dressing, or filming on approved locations as part of an authorized CalArts production.

If you are filming entirely on campus, insurance may not be necessary depending on the scope of your project but an event performance checklist may be Please consult Production Services before production begins. All equipment checked out through the School of Film/Video Equipment Cage is already covered under the Institute’s equipment insurance.

How to Request Insurance Coverage

Insurance should be requested during pre-production—not after equipment has been rented or locations have been secured. Students are encouraged to submit insurance requests as early as possible to allow adequate processing time.

Complete the Insurance Request Form available on 2 Pop:

Insurance Request Form

The form is also available through the School of Film/Video Office, the Head of Production Services, or Facilities Management.

Before submitting your request, have the following information available:

• Production dates
• Equipment rental dates
• Vendor or rental company information
• Replacement value of rented equipment
• Location information
• Certificate Holder information
• Additional Insured wording (if required)
• Loss Payee wording (if required)
• Contact person’s name and email

Once completed, submit the form to Production Services for review and approval.

Production Services
Office E204C
justinhogan@calarts.edu

Please allow several business days for processing. Requests involving multiple vendors, Additional Insureds, or specialized activities may require additional processing time.

Equipment and Rental Property Insurance

Rental Property Insurance is available for approved student productions.

Coverage includes:

• Equipment Rental Insurance up to $1,000,000 replacement value per occurrence.
• Prop, Set, and Wardrobe Rental Insurance up to $250,000 replacement value per occurrence.
• Third-Party Property Insurance up to $1,000,000 per occurrence for damage to property belonging to others.

When completing the insurance request:

• The replacement value of every rental item must be provided by the rental vendor.
• A general description of the rental package (camera package, lenses, lighting, grip equipment, wardrobe, props, etc.) is sufficient.
• Rental dates must match the actual rental agreement. If rental dates change, a revised insurance request must be submitted.

There is a $2,500 deductible per occurrence for these coverages. Students are responsible for the first $2,500 of any covered loss and for any replacement cost exceeding the policy limits.

Many rental companies request that they be listed as a Loss Payee on the Certificate of Insurance.

A Loss Payee protects the rental company’s financial interest should rented equipment be damaged or stolen.

After approval, the Institute’s insurance broker will issue a Certificate of Insurance (COI) and send it to Production Services and the student. It is the student’s responsibility to forward the certificate to the rental company and confirm that it has been received and accepted before picking up equipment.

General Liability Insurance

General Liability Insurance provides coverage up to $1,000,000 and is commonly required by equipment rental companies, property owners, businesses, public agencies, and filming locations.

Property owners and vendors frequently request to be named as an Additional Insured.

An Additional Insured is a party that receives liability protection under the CalArts policy for claims arising from your production.

Because Additional Insured requests require specific legal wording, students should confirm all production dates, locations, and vendor information before requesting certificates. Changes after certificates have been issued may require new paperwork.

Details of your rental/filming request are given to our insurance broker who then issues the “Insurance Certificate” and sends it to Production Services and you. It is your responsibility to send it to the vendor and/or location. It is important to always check with the rental agency or vendor that they have received the insurance certificate.

Automobile Coverage

CalArts provides automobile insurance for approved productions involving hired and non-owned vehicles.

Students requesting automobile coverage must provide:

• A current driver’s license
• A DMV driving record
• Vehicle information as requested by Production Services

Automobile insurance requests may require several business days for approval. Do not wait until the last minute.

Workers’ Compensation Insurance

Productions employing SAG performers or minors are generally required to obtain Workers’ Compensation Insurance before production begins.

Workers’ Compensation protects cast and crew in the event of a work-related injury and is required under many professional production agreements.

CalArts provides Workers’ Compensation coverage for approved productions. Contact Production Services early during pre-production to determine whether your production requires this coverage.

Before and After Photos

Whenever filming on location, students should photograph the property before production begins and again after production wraps.

Photograph walls, floors, windows, furniture, fixtures, landscaping, and any existing damage. These photographs provide valuable documentation should questions arise regarding damage after filming.

Activities Not Covered Under Standard Insurance

Certain high-risk activities are excluded from the standard CalArts insurance policy or require additional insurance and advance approval.

These include, but are not limited to:

• Stunts or special effects
• Open flames, candles, fireworks, pyrotechnics, or smoking effects
• Live animals
• Activities involving water, boats, swimming pools, rivers, lakes, or oceans
• Aircraft or aerial activities
• Farm equipment or construction machinery
• Watercraft
• Snowmobiles
• Motorcycles, ATVs, or other off-road vehicles
• Real firearms (modified or unmodified)
• Alcohol or illegal substances
• Throwing or dropping objects from vehicles or aircraft
• Rock climbing
• Bungee jumping
• Skydiving
• Circus or carnival activities
• Mechanical amusement devices
• Professional sporting events
• Boxing, wrestling, hockey, contact martial arts, rodeos, balloon events, or overnight camping
• Hotel or living quarters for cast and crew while on location
• Productions operating through incorporated entities or limited partnerships

Drone operations also require prior approval from Production Services and must comply with FAA regulations. Standard insurance coverage may not apply unless drone operations have been approved in advance.

If your production involves any of these activities, additional insurance may be required.

Insurance coverage does not constitute permission to engage in hazardous activities. Separate approval from your instructor, mentor, and the Head of Production Services is required before any high-risk activity may take place.

Additional Insurance Coverage

If your production requires coverage beyond the Institute’s standard policies, Production Services or Facilities Management can provide a referral to the Institute’s insurance broker.

Students may also obtain quotes from:

If There Is A Claim

If an accident, injury, theft, or property damage occurs:

1. Stop work immediately if necessary.
2. Obtain medical assistance if anyone is injured.
3. Contact emergency services when appropriate.
4. Notify the Head of Production Services and Facilities Management within 24 hours.
5. Complete all required incident or loss reports as soon as possible.
6. Do not admit fault or speculate regarding responsibility.
7. If property has been stolen, immediately file a police report in the jurisdiction where the theft occurred.

Delays in reporting may result in coverage being denied.

Information needed for a claim includes:

• Time and location of the incident
• Description of the loss
• Cause or suspected cause
• Description of damaged or stolen property
• Names and contact information of witnesses
• Names and contact information of injured parties
• Inventory of damaged or missing property
• Police report number (if applicable)

Contact:

Production Services is available to assist students with:

• Insurance certificates (COIs)
• Equipment insurance
• General liability insurance
• Automobile coverage
• Workers’ Compensation
• Additional Insured requests
• Loss Payee requests
• High-risk productions
• Claims reporting
• Insurance questions

Planning ahead, understanding your coverage, and communicating early with Production Services will help ensure your production is properly protected while avoiding unnecessary delays during pre-production.

Details of your rental are given to our insurance broker who then issues the “Insurance Certificate” to the Facilities Office, Production Services and you. It is the student’s responsibility to send the certificate to the vendor and/or location.