The following are points to note and ask about when a production company requests permission to film on-location at your property.
Dates
Filming dates: What are the actual shooting days with cast and crew?
Setup/Wrap dates: Are additional dates required to prepare the location for the shoot in advance of the filming dates, as well as, dates after the filming dates to restore the location to its original condition?
Personnel and Vehicles
Personnel: How many film production personnel will be involved?
- Crew – Individuals employed by the production company
- Cast – Actors featured
- Extras – background performers
Vehicles: How many vehicles will require parking on your property and in the community?
- Production trucks and vehicles required to be located near the location
- How many cast and crew personal vehicles will require parking?
Insurance, Sets, Fees
Insurance: Ask for your property 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.
Set Dressing: What modifications or changes to the site will be required? Will any restoration be needed?
Fees: Location fees will need to be agreed upon by the property owners and the production. Managerial/staff/security costs will need to be outlined. 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 wrap. 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, Rules and regulations pertaining to your site, 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: Do you need to supply a space for lunch? (usually the Production Company will cater lunch but will require space to seat and have lunch for 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 and connectivity limitations).
Special Effects: Will there be any special effects done on your site? (Fire, atmosphere (smoke), simulated gunfire, etc.).
Communication
To avoid confusion, it is very important to maintain good lines of communication between the site representative and the location department.
Site Scouting visits and Location Survey
Scouting Visits: Prior to actually choosing the location, two or three site visits with production personnel including:
- Producer
- Director
- Production Designer and/or Art Director
- Location Manager
- Assistant Director
Technical survey: If your site is chosen, a technical (tech) survey will take place with often 25+ people in attendance. This visit should be agreed upon before preparation of filming begins.
Location Agreement: Property owners will also want to enter into an agreement with the production company and/or obtain independent legal (or business) advice prior to entering into a contract, or arrangement.
Please note: The City of Brampton’s Film & TV Office cannot provide legal advice in negotiations with a production company. The Film & TV office can confirm the legitimacy of the production, production company and/or individual crew members.
