Registered student organizations wishing to show films or videos on campus must comply with all applicable University rules and regulations and local, State and Federal laws that govern the use of these materials. In general, use of copyright-protected materials by anyone, including registered student organizations, other than for private “in-home” viewing, requires permission in the form of a written license from the copyright holder or authorized representative.
To request permission to use copyright-protected material(s), registered student organizations may use the “Sample Letter Requesting Permission to Use Copyrighted Material Without Charge” from the UCD Policy and Procedure Manual section 250-01 Exhibit found at
It is possible that the copyright owners may be willing to grant this permission for free when the purpose is explained. Groups are advised to request permission well in advance of the desired show date, as these
requests are usually a very low priority to the copyright holders.
Groups also may enter into a contract with a commercial licensing company that obtains copyright permission, but such contracts typically involve a significant cost.
Per Policy and Procedure Manual section 270-01, groups are responsible for becoming familiar with relevant policies, rules and regulations. While not intended to be a comprehensive list for such compliance, registered student organizations may not:
• Use a University facility for the viewing except for those normally allowed for student use for personal viewing of such materials.
• Charge for viewing the movie, although donations towards the rental/license cost may be accepted so long as not required.
• Advertise the viewing.
• Organizations should remember that any license or contract relating to organization activities are entered into by the officers of the registered student organization as individuals, and that the University will not be responsible for any costs or legal proceedings which result from failure to follow laws, rules, regulations, or policies.