Contact us at videoproduction@vumc.org.
Does my video project need to be reviewed by Marketing and Engagement?
If your project will be branded with VUMC logos or hosted on a branded web page, yes. Marketing and Engagement needs to review your video for style, trademark and brand compliance. Please get in touch before you start work. If you would like to get clearance for a production crew to film for an external project, contact News and Communication.
How do I get Marketing and Engagement to help produce my video project?
If you need a video for marketing purposes, start by talking to your Market Development Manager. If you don’t know who your Market Development Manager is, contact us and we’ll try to help.
I own production equipment. Can I make videos for my department?
We need to know more about you want to do. Contact us.
Does VUMC have a list of preferred video production vendors?
View the Preferred Vendors List in our Video Production Handbook. Estimates may vary depending on the vendor’s technical approach and services required.
Can I use a vendor that’s not on the list?
Usually, if VUMC Procurement approves. Contact us.
How much does video production cost?
Cost for video production varies a lot depending on the type of project, deliverables, and technical approach. A budget of $5,000 is usually enough to cover a single video from a vendor who will do all the filming and editing by themselves. More complex projects with a larger crew usually start around $15,000. We’re always happy to review a quote for you, if helpful.
I know someone who will do my video project for free. Can I use them?
We don’t recommend this, but contact us so we can find out more.
How do I pay for my video project?
You’ll need to arrange payment with your department’s financial team. In most cases, Marketing and Engagement is not able to handle payment. Make sure you’ve got a payment method worked out before you hire a vendor.
What needs to be included in a quote from my vendor?
- All production and post-production services for your project
- Rights to all original footage and other media assets, delivered to you on an external hard drive upon request
- Proofread caption file(s) for all deliverables in .srt format
- Open (burned in) caption versions of all deliverables
- Poster frames for all deliverables (less than 2MB in size)
- For projects with more than five deliverables, labor to upload videos, captions and enter metadata on our hosting platform
What guidelines does my vendor need to follow?
Find our Production Guidelines in our Video Production Handbook.
Who owns the footage that was gathered for my video project?
In most cases, if it’s a project Vanderbilt Health paid for, then Vanderbilt Health owns all the raw media assets associated with the project, with the exception of copyrighted assets that were licensed. These assets shouldn’t be shared outside Vanderbilt Health without permission.
Do the people in my video need to sign a release?
Patients or other people who appear in your video will need to sign a release. Contact us to request a downloadable file. Current employees of VUMC don’t need a release.
Can I use music in my video?
Yes, but in most cases not popular music. This includes original performances of popular songs. Here are some places where you will find royalty-free music to license. License-by-attribution agreements and/or verbal agreements with copyright owners are never acceptable. If your video contains unlicensed, copyrighted music, in most cases, VUMC will not publish it.
Why are the rules about music so strict?
Vanderbilt Health makes every effort to respect the intellectual property of others.
What are the guidelines for filming on a Vanderbilt Health campus?
- Don’t film patients or other people who haven’t signed a release. Not even in the background.
- Avoid filming in common areas like cafeterias. If you must film in common areas, be careful not to film anyone who isn’t participating in your video.
- Let VUMC News and Communications know as soon as you have a filming time scheduled. A minimum 24-hour notice is appreciated.
- If you plan to film in Monroe Carell Jr. Children’s Hospital at Vanderbilt, your shoot must be approved ahead of time and your crew will need to be accompanied.
- All drone operations must be approved well ahead of time. This includes all flights, anywhere, for any video project. Drone pilots will need to send us a copy of their FAA certificate, proof of insurance and a flight plan.
Can Marketing update or fix a problem with a video a vendor did for me?
In most cases, you’ll need to work with the person who created the video. You can check with us first, though.
Does Marketing have footage (b-roll) of VUMC I can use in my project?
Here’s our Stock Footage Policy. Strategic Marketing does not share footage of people (even with faces hidden in common areas of the hospital such as hallways, waiting rooms or common outdoor spaces).
Can you send me a copy of a video to use in my presentation?
We recommend you embed a url link from our YouTube channel in your presentation. If this isn’t possible, let us know and we’ll try to help.
Can you help me turn my PowerPoint presentation into a video?
Here’s a tutorial to help you with that.
How do I get my video posted on a VUMC web page?
Talk to your Marketing Development Manager or contact us. Please don’t create new social media accounts or accounts on video hosting sites such as YouTube and Vimeo to share your video(s).
How do I get a YouTube channel for my department?
VUMC YouTube channels are granted by Marketing and Engagement on a case-by-case basis, according to our Social Media Guidelines. You’ll need to fill out a request and a Moderator Agreement. Contact us.
How can I publish my video on a Vanderbilt Health social media account?
Contact us and we’ll help if we can.