Location Department
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ALMOST ALL YOU WANTED TO KNOW ABOUT     LOCATION DEPARTMENT   PROCEDURES

  GENERAL INFORMATION  
1 There is no fee to browse our locations  
2 Locations are not cleared until a clearing request is obtained
3 We strongly recommend that all clients scout their preferred location prior to confirming anything. 
  LOCATION DEPARTMENT can not be responsible for any changes or if the location is not to the clients liking
4 Fees for all shoots must be paid at least one day prior to shoot day  
5 Insurance Certificate must be obtained at least one day prior to shoot day  
6 A location agreement is to be signed prior to shoot day  
7 Use of public spaces for shoots have restrictions that may apply depending on day and type of shoot
  *these restrictions do not mean that it is hard to shoot here, only guidelines to accommodate both parties as best as possible
8 We recommend that you always have a back up location for all shoots, there are never guarantees
9 Most rooftops require walking up at least one flight of stairs  
     
  PRODUCTION DETAILS (some of the basic details everyone should be aware of)
1 When moving furniture, always lift do not drag & obtain permission from location owner  (cover any delicate surfaces with cloth)
2 No Smoking inside any home or building foyers  
3 If smoking is permitted on the grounds outside, please place large ash cans with signs directing crew, do not throw butts in the yard
4 Cellular phones are required on location, homeowner phones are not available to crew unless organized in advance
5 For film shoots, floors and walls are protected with upson board and corrugated board  
6 At end of all shoots, crews remove all trash, sweep & mop all floors, return the premises to its original state
7 Electricity usage for film is determined on tech scout, if homeowner power is required for film shoots then an additional power fee will be determined
  Electricity usage for print (in most cases) only requires normal power and no fee is added for usage  
8 Homeowner personal supplies may only be used if agreed upon in advance  
9 Production companies are expected to supply their own, trash bags, toilet paper, paper towels, eating utensils, coffee / tea, towels for makeup removal,
  cleaning supplies, & sheets when using beds.  
10 We ask that production manager & homeowner, prior to shooting on shoot day, go through the whole location to make sure there is no existing damage
  and repeat the same at end of shoot.  All damages must be reported within 24 hours.  Do not repair any damages until Licensee is able to send insurance
  company to view & a photograph has been taken of damages  
11 The licensee (client / production company) is responsible for acquiring all necessary permits and payment of any fees associated therewith.
12 The licensee (client / production company) is responsible for making sure locations used are returned to their original state
   
     
  ALMOST EVERYTHING YOU WANTED TO KNOW ABOUT SHOOTS  
  (INFORMATION FOR ALL HOMEOWNERS)  
  PORTFOLIOS : LOCATIONS  
a We create a digital portfolio of your location. Time required will vary on the space, but figure on at least one hour on site.
b We promote your location portfolio by emailing a link to all clients.  
c Our clients call looking for certain location types, we send out portfolios accordingly  
d They choose ones they like and…….  
     
  INTEREST  
a Once a client shows interest in your location we will call you to:  
  1 see if you are interested in this particular rental.  
  2 We give you all the details of the job in question so we can discuss fees, restrictions, rooms to use, etc
  3 We set up a scout time for the client to come and do an initial "go see."  
     
  SCOUTING  
a Scouting may involve the photographer, client. etc  
b No fees are paid to homeowners for scouting, (clients may scout many locations per day, so scouting does not mean it’s a booking.)
c

Scouting may sometimes become an inconvenience. Please be prepared to be called quite regularly, this is a part of the process of renting your location. It is a way for clients to "shop" for the right place for their shoot.

d For film or TV, the scouting process is more complex. Usually, a dedicated film scout will come to your location and take photos. If interest is present, then the director, producer and or client may wish to do a scout. Finally, once the client confirms a booking for your location they will have to scout one more time for what is called a technical scout (entails 1.5 hrs of time and a team of maybe 10 - 20 people, depending on shoot size)
     
  PRINT SHOOTS (always cover any delicate surfaces with cloth)  
a Usually have duration of 8 to 10 hours. A price will be negotiated for either an 8 or 10 hour day. The shoot may go over this amount of time, and will earn you overtime.
b Crews & cast sizes: crews are usually small, approximately between 6 - 15 people, plus talent (this varies, but usually 1 - 3 models)
c Equipment: most are minimal, trolley to hold cameras, 2 - 4 cameras, lights (sometimes use film lights), 2 - 3 cases of equipment, plus wardrobe, hair & makeup gear, propping and other equipment varies per shoot.
d Vehicles: may involve a motorhome or van, crewmembers may arrive in personal cars but not huge equipment vans.
     
  FILM SHOOTS  
a Duration: 12 - 16 hrs (sometimes longer)  
b Crew size: 30 - 80 people (low budget productions may be much smaller.)  
c Cast size: varies according to script and number of scenes.  
d Equipment: can be very extensive, depending upon the type of production, however, a typical shoot may contain: dolly, video village, tracking, 35 mil camera, many lights, lots of cables, many crates, cranes, etc
e

vehicles:  varies but there are quite a few vehicles, i.e.: catering truck, grip truck, equipment truck, and many more

  NOTE:     Film & TV shoots are very large and take over your home completely and the street.  I have worked with many TV commercials, music videos
  and some films and I have to say that I have been pretty lucky working with some of the best crews in the area.  They are respectful,
   protect the homes completely and discuss all that they will be doing prior to the shoot  
  *LOCATION DEPARTMENT can always appoint an independent location / site manager to assist the homeowner on shoot days, whether still photo or film.  Homeowner must recommend in advance so fees can be negotiated
     
  FEES  
a Once fees are negotiated and agreed upon, changes may not be made unless client adds days, hours, or other major changes.
b Overtime is usually paid within 2 business days after the shoot, although some magazines have a waiting period of 2 - 3 wks.
c We are your agents and our business is to take care of our location owners. Please allow us to do all negotiating regarding rates and do not discuss business matters with clients.
d All fees for a shoot will be discussed per shoot, thus we will never advise a client of a fee unless you as location owner have already agreed to said fees. 
     
  FINAL STEPS (all prior to the shoot date)  
a A contract is signed by the client (we will always provide you, the location owner with a copy if you wish.)
b Our office receives a certificate of insurance. Without insurance no shoot will be allowed to proceed. If no insurance is produced, the client forfeits all monies paid for the rental of your location.
c Location Department receives the rental fee and a check is forwarded to the location owner.  
d An approximate start time is confirmed (SOME TIMES CLIENT RUNS INTO TRAFFIC OR OTHER PROBLEMS, BUT THEY WILL CALL TO ADVISE OF LATENESS)
     
  MISCELLANEOUS  
a If your space is in an apartment building, co-op, or other communal situation, it is imperative that you find out whether shooting will be permitted, acceptable to neighbors, etc.
  This is extremely important both for you, the goodwill of those surrounding you and our clients,  
b In the process of renting your location, you will find that we may call to see if your location is available during the time  which the client desires. If your  
  space is free and you are interested in renting during this time, we may ask to put a "hold" on your space, until such time that the client decides and
confirms the booking. Sometimes, clients make multiple holds, and release your location. And sometimes, other companies may call you with the same
  request. In this case, you need to give the first location company which calls for a given date the first "hold," the second company the second hold and so on.
c Please remove any personal property prior to the shoot that is of special importance, irreplaceable, precious, etc. We cannot guarantee that accidents won't happen. You will of course be compensated, but some things just are not replaceable.
d Please insure that your space is clean and tidy for the shoot.  
e Clients may come to you directly wishing to rent your space by bypassing our company. Remember, you are on your own in such cases. You won’t have the benefit of our contracts, longstanding relationship with clients, etc., to protect you in case something goes wrong. Rental fees may also be sub par in such cases.
f Film & TV shoots will have a location release contract that is separate from our contract., If you are presented with any additional documents or contracts to sign, we are here to help and advise you. That's our job. Just call us. 
g Please advise us when you make changes to your space. Our clients rely on the location portfolios we create and obviously, if you redecorate, paint, subdivide or make any other substantial changes, your pictures will be out of date. Let us know and we will update our files.
     
 

 THINGS TO EXPECT

 
a The caterer will need a place to set up. Same for the hair and makeup departments. If a stylist is present, they will also require an area to work from
b Expect pieces of equipment to be set up and moved throughout your space. Expect furniture to be moved around. Expect furniture to be used as props within a shot. This is, after all, why the client chose to shoot in your space and not in a studio.
     
  DAMAGES  
a If damage occurs, do not attempt to fix it: photograph it, advise us ASAP and we will get the clients insurance to fix it.
b On the day of the shoot, make sure to go through the house with the person in charge to make sure there is no existing damage or if there is to note it, have it initialed and again at the end of the shoot to see if there is any new damage.    We have 24 hrs to advise the client.
c For film and TV shoots, floors and walls are protected with upsom board and corrugated board; cables are wrapped as well.  Again, if you wish something to receive extra protection, just let the person in charge know your needs.
d Expect normal wear and tear if you rent your space frequently.  
     
  HOMEOWNER RESPONSIBILITIES  
  At the start of the shoot, you must go through the whole space with the head of production. This is to note and record any existing damage.
  At the end of the shoot you will repeat the process.  We only have 24 hrs to report damages to the client. Remember, if you have precious antique runners,
  etc., before the shoot is the time to tell the crew that protection is needed. LOCATION DEPARTMENT demands the client's crew to respect your
  space but we can't ask them to read your mind. If renting your space is profitable for both parties, good communication is a MUST.
  And, as always, just pick up the phone and call us if you have any questions.  
     
     
  THANK YOU SO MUCH FOR CHOOSING LOCATION DEPARTMENT!  WE LOOK FORWARD TO THE FUTURE.