1.   What is Madisonlocations.com?

2.   Why do location scouts use this website?

3.   Why is the rental of my property tax free?

4.   Tips on photographing your property

5.   Industry terminology

6.   Contracts and negotiations

7.   The shooting process

8.   Who's in a crew?

9.   What to do when planning for production?

10. How do I email my listing to location scouts, and friends?

Contracts and negotiations

Anyone doing any business in connection with the production for which a fee has been negotiated should get a written contract in advance. Remember that this is a business deal, even if everyone is wearing jeans and a baseball cap. Some production units use a location agreement, which will still be valid if you attach your provisions to it.

Many film productions may leave behind physical improvements to personal and business property. These improvements may include painting, planting trees, grass, flowers or shrubs. Sometimes structures or additions to an existing structure may need to be built. A production may need to build a driveway, fencing, deck, pool, shutters, etc.

If your private residence or business is used, the production company will most likely need to decorate. These decorations, usually called props and/or set-dressings, are usually rented. However, some will probably be purchased and if you choose you may negotiate to keep the new curtains, carpeting, etc. Another perk may be that telephone poles may be moved out of sight which, again, you can negotiate to keep or have returned to the original locations. Keep all of these in mind as you progress through the negotiation process.

Contracts are essential, and during the negotiation process you will be given a location agreement to review and sign. However, it is important to understand that you can add and/or change items before you sign. You should develop a list of written guidelines ahead of time that you will want the company to follow while filming on your property, detailing everyone’s expectations during this shoot. Let the production know up front what is and what is not acceptable. Get advice by talking ahead of time to those that have experienced a film production.

CONTRACT ITEMS AS PART OF AN AGREEMENT

1. Insurance certificate from the company that states you are held harmless, and the company is held responsible, financially and otherwise, for any damage that may occur while on location.  IMPORTANT: Productions should list you/your company as additional insured to the amounts you feel are necessary for coverage. A standard insurance policy for filming on a location covers liability up to $1 million. Make sure that your name or the name of your company or business and employees are printed on the insurance certificate as “additional insured.”

2. The payment of fees should be outlined. If possible, request partial payment up front, before the shoot. Remaining fees should be paid on completion of work.

3. Specific dates and hours the shoot takes place should be outlined, with possible movement of dates considered.

4. Any additional days should be pro-rated at the same rate as charged.

5. Re-shoots (the right to use the property again): Have some notice in writing, and some decision-making rights for re-shoots. (This is important because footage can get damaged or lost, and scenes may need to be re-shot at a later date.)

6. Request walk around prior to filming with location manager and walk around following filming for list of repairs – record both using video or still photography so you have before and after records for proof if necessary.

7. Agreement should be governed by the laws of your state and stated so in the contract.

8. If large amount of work is to be done, an account in escrow should be considered.

9. Request vegetation cutting approval, such as trees, shrubs, etc.; this is important and should not be overlooked.

10. It is customary for productions to return everything to its original condition.

11. Request that payment of water, electric, etc., used should be covered, or request they bring in their own supply.

12. Request specifically to have garbage removal.

13. Parking of production equipment/trucks and crew should be outlined.

14. There should be no lights placed in such a way as to scorch walls, ceilings, curtains, plants or trees.

15. Use of nails, tape, pushpins, tacks, or clamps should not be used on any wall, door, beam or woodwork without your approval.

16. All floors should be covered in areas where the crew will be walking. Power cords may be brought through the house but only on floors protected by coverings.

17. Valuable furnishings should be removed.

18. If filming will extend late into the night, you may ask to be put up at a hotel.

It is important to get everything in writing – a contract is essential!

Would you agree to any business deal with a stranger without seeing it in writing? Please do not agree to anything by only a verbal understanding or a handshake, particularly with changes in extent of shoot, days, fees, etc.

If you have not already done so by now, it would be wise to hire an attorney to help you review the contract. The production company’s attorneys review contracts daily; so should you.