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 e-mail my listing to location scouts, and friends?

Shooting Process - What To Expect

SCHEDULES AND POSSIBLE CHANGES

Be prepared for short-notice requests and last-minute changes. Plan for changes as best you can; come up with contingency plans should things change on a moment’s notice, which they most likely will. Shooting schedules are never definite; expect changes, even on the same day. These changes can occur for any number of reasons:

• Weather: Some units will have an alternate location shot, others will reschedule.            

• Schedule: They may get ahead of schedule, or fall behind.  Or, the shooting schedule may call for a location at the last minute.            

• Cast: An actor in a particular scene may be ill, which would mean a change to another location at the last minute.

• Script Re-Writes: Re-writes occur quite often and can create location changes.             

• Equipment Breakdowns: The breakdown of equipment such as cameras or generators can cause delays.

Anything is possible in film/video – if they can think it, they can create it, but it might mean a change in what they do at the location – be flexible!

What they request or how they do things may not always make sense, but there is a method to the madness. For one thing, a film script is not shot in the sequence to which it appears on screen. The production sets the schedule based, for the most part, on the actor’s availability, then on the time it takes place in the script, and on where the location is. They then try to shoot all of the scenes that take place in one location together, as this saves time and money.

For the most part, filming does not take place 9-5: day shoots start early mornings, and night scenes most likely will shoot at night – which means lights and noise at odd hours. It is important that any disruptions this may cause a community or neighborhood be understood prior to shooting, and should already have been written up in the contract.

THE PRODUCTION SCHEDULE

Production is on a tight schedule, lost time means lost money. While it looks like they are having fun, the crew and cast are working – this is their office, respect that. Keep special requests, if any, to a minimum. Be prepared for short notice requests or last minute changes.

CREATIVES AND THEIR TIME

Actors, directors and producers like their privacy and do not like to be disturbed during the shoot – check with the unit publicist for the appropriate time to get autographs or pictures. Again, the set is their office – respect their space. They work long, tiring hours – if they ignore you or snap at you, remember no one can be gracious, all the time, under those circumstances. During particularly difficult or emotional scenes in the script, the actors need privacy and time away from people, do not take it personally. Directors and producers are dealing with more than what is happening on the set; there is an entire production to worry about. Just like any business, there is more to it than meets the eye.

NO VISITORS/UNAUTHORIZED PERSONNEL

“Closed set” means no visitors or unauthorized personnel (this could be ordered by the cast, director or producers); please respect the companies’ wishes and do not show up on the set without prior permission. Do not assume because the shoot takes place in your town, on your property, or next door, that you have the right to invite guests or yourself on the set. If the company has rented the space through a location fee, they have the right to keep you off the set. It is always best to check with the location manager first and, again, do not be offended.

GETTING THE WORD OUT – COMMUNICATING TO THE PUBLIC

Please DO NOT SHARE the production’s business with the press or community; in other words, do not gossip. Anything pertaining to the production should be passed on to the film production’s press contact, the unit publicist. Do not share the film’s script with the press. Do not gossip to the press about the actors, crew, etc. If you are unhappy with the production, let the production company know. This gives the production company an opportunity to make amends while still feeling welcomes and professional.

Please DO SHARE the communities’ business/concerns with the production and community. It is an excellent idea to work with the production to get information out regarding any delays/disruptions by using the local press. You may want to call a town meeting to discuss the upcoming activity, and insist that the production pass out flyers, post signs, etc., in the community. This is standard procedure.

STREET/ROAD CLOSURES, PARKING LOTS AND OTHER NUISANCES

It is not possible to over inform – use all means necessary. Notify all town/city officials, affected businesses and individuals. Treat road closures as a construction delay. Make sure there are not any conflicts with the parking lots they plan to park film production vehicles and trucks in. Lights and noises both day and night, etc. are possible – expect them.

Nothing can sour a town on a production company faster than closed roads. We always ask the company to work with the community in order to get the word out as soon as possible. Again, it is not possible to over notify, or to tell too many people. Does the town manager or mayor’s office know? Do all the downtown businesses? Residents? Signs placed along affected traffic routes, announcement on the radio and television and notices in local newspapers can go a long way towards keeping everyone happy. However, if the weather changes or a portion of the script gets re-written, a sudden change in plans can happen – and most likely will. This is where patience is definitely a virtue. Be prepared for the possibility of short-notice requests, and last minute changes.

ROADS AND HIGHWAYS – GRANTING PERMISSION

Any projects requiring traffic control on roads or highways due to filming activity must first be granted permission to do so through the entity that oversees the road or highway. For locally owned streets/roads, the local select board or town manager would be contacted. In the case of state owned highways or interstates, a permit for filming on interstate highways must be coordinated through the Department of Transportation. Films are required to make arrangements with the appropriate law enforcement agency: local police, county sheriffs or state police to oversee the traffic control and safety issues associated with the intermittent traffic control or road closure.

MUNICIPAL SERVICES

There are many municipal representatives and/or departments that a production company may request assistance from during a shoot. These could include city/town manager, city/town clerk, city/town treasurer, city/town buildings dept., fire and ambulance, health officers, city/town parks dept., local planning and community development, zoning board, planning commission, police dept., public works dept., recreation dept., local cemetery commissions, etc., depending upon the type of production and what they are depicting. Please keep in mind that each request a production makes will be unique and diverse in the requirements it takes to shoot a particular scene. However, we have outlined below the two most typical municipal services that a production company would most likely require assistance from and for what purposes.

FIRE & RESCUE DEPARTMENT

The local fire and rescue departments should be notified of any production activity going on in the community. This is primarily a courtesy call for safety reasons. However, should a fire or other emergency happen during a shoot, the local fire and rescue department will have prior knowledge of the production’s location which will help expedite emergency vehicles should the need arise. In addition, often times the local fire department will be asked to provide (rent) water trucks to the production company. There are many uses for water trucks on a set including water to wash down roads, especially for car commercials; rain scenes needing water on the set; and when destructive devices and/or explosives are used having a water truck on the set is a good idea. At times, a film may require either a fire truck or ambulance for depiction in the story, whether as a primary activity in the scene, or as a background shot. Most films will rent a vehicle for such purposes, from a private entity; however, if, on a distant/remote location no such entity exists, they may request assistance from the community to provide (rent) town/city-owned vehicles.

SHERIFF DEPT./POLICE DEPT./STATE POLICE

The local sheriff’s dept., police dept. and/or state police should be contacted and made aware of any production activity in the community. For safety reasons, they should be made aware of the production, with knowledge of the exact location, date and time of all shooting activity and the key contact in change of the production activity, either the producer or location manager. If there is any production activity on a road, or in view of a road that would cause people to divert their attention while driving, police personnel with a car are usually hired to be on location to control and/or divert traffic. At times, a film may request a police vehicle for depiction in the story, whether as a primary activity in the scene, or as a background in a shot. Most films will rent a vehicle for such purposes from a private entity; however, if on a distant/remote location no such entity exists, they may request assistance from the community to provide (rent) town/city/state-owned vehicles.