The following are points to note and ask about when a production company requests permission to film on-location at your property. This is a general guideline for location managers to provide as a handout to property owners/property managers.
Filming dates: What are the actual shooting days with cast and crew?
Dress dates: Are additional dates required to prepare the location for the shoot in advance of the filming dates?
Strike/clean dates: Are additional dates required to wrap and clean-up and restore the location to its original condition after shooting has completed?
Personnel and Vehicles
Personnel: How many film production personnel will be involved?
- Crew - actual shoot crew
- Cast - actors
- Extras - background performers
Vehicles: How many vehicles will require parking?
- How many production trucks
- How many crew and extra vehicles
- note location filming permits do not provide parking for crew/extras
Sets, Insurance, Fees
Set Dressing: What modifications or changes to the site will be required? Will any restoration be needed?
Insurance: Ask for your site to be named as the additional insured on the production company’s insurance policy. A cross liability clause should be included. Ask for a copy of the certificate prior to commencement of filming.
Fees: Ask for the fee to be paid in advance.
A damage deposit (by certified cheque, to be held - not cashed) should be issued to the location and held until all film related activity is completed. Once a satisfactory inspection by the location contact and location manager is done, the certified cheque is then returned to the production company.
Staff and Security
Staffing: It is advised that you have a representative of your site "on set" or available during filming, preparation and strike. The cost of this person can be charged back to the production company. Your site representative should be knowledgeable about your site (i.e. alarms, sprinkler systems, electrical panels, etc.).
Security: Is security required "on set"?
Clean-up and Lunch
Clean-up: Do you want your site cleaners or the Production Company's cleaners to perform this work?
Lunch: Will you be asked to supply a space for lunch? (usually the Production Company caters in lunch but will require space to seat crew/cast/extras).
Electrical & Special Effects
Electrical: Will the Production Company be using your power or their own? (usually the Production Company provides their own generators but if using your electricity, you should factor in cost recovery).
Special Effects: Will there be any special effects done on your site? (Fire, smoke, gunfire).
Communication: To avoid confusion, it is very important to maintain good lines of communication between the site representative and the location department.
Site visits: Prior to actually choosing the location, two or three site visits with minimum personnel:
- Production Designer and/or Art Director
- Location Manager
- Assistant Director
Other Important Points
- If your site is chosen, a technical survey will take place with often 20-25 people in attendance.
- Location fees will need to be agreed upon.
- Managerial/security costs will need to be outlined.
- Rules and regulations pertaining to your site need to be communicated to the Production Company.
- Designated site representative(s) need to be identified