GUIDELINES FOR CONDUCTING BUSINESS
BETWEEN LOCATION SERVICES AND LOCATION
Compiled by Bob Berkus December, 1999
The following Guidelines were developed as a result of
extensive discussions held between Location Professionals and
Location Services. The adoption and adherence to the principles
contained in these Guidelines will provide a foundation for the
Film, Television, Video, and Still Photography Industries to work
more effectively with Location Services and the property owners
they represent. Our ultimate goal is to achieve fair and
productive access to on-location filming sites throughout
Read carefully. At the bottom of the text
you have the opportunity to comment.
LOCATION SERVICES (hereafter referred to as "Services") WILL
AGREE TO THE FOLLOWING:
- 1. Services and property owners will work towards fair
and reasonable pricing in all aspects, and consider Location
Professional's budgetary constraints on a case-by-case basis.
- 2. Services will possess a current Real Estate Broker's
License authorized by the California Department of Real Estate
(CDRE), and comply with all applicable CDRE regulations.
Additionally, all sales representatives engaging in any aspect of
contractual agreements will possess an Agent's License (or other
appropriate certification) issued by the CDRE.
- 3. Services will endeavor to be fully informed about
(and willing to share with the production company at any time) all
pertinent aspects of not only the actual site they represent, but
also any nearby locations commonly known to affect filming
activities. This type of information will include, but not be
limited to, the following:
- a) Filming permit particulars such as any known
neighborhood or business district restrictions and concerns
(including specific information about any neighboring residents or
businesses which have responded negatively to filming activities
in the past), as well as updated contact information about
homeowner/business associations, and the like;
- b) All fees and associated costs known to exist while
filming at the represented site including, but not limited to,
filming/preparation/strike days, association fees, all site
representatives including building engineers and/or elevator
operators, security, etc;
- c) Information (including contacts) for known and/or
potentially available areas of staging and catering, parking of
Production's equipment, cast and crew;
- d) Accurate contact information (including emergency telephone
numbers) for the actual filming site owner/manager, as well as
pertinent tenants and sub-lessees;
- e) An updated list of production companies or any
special-event business known to have used the filming location
(large parties, weddings, and the like) during the past year or
- f) Any noticeable structural or cosmetic alterations to
the represented location. These changes should be noted on all
visual as well as textual means of representing the property to
the production company including, but not limited to, hard-copy
photographic folders, digital photographs accessible by computer,
printed advertisements, etc. Some examples of notable changes
would include paint and wallpapering, roof and siding materials,
vegetation, and structural remodeling;
- g) Information (including access to that which has been
previously documented) about any hazardous/sensitive materials or
conditions (including environmental) known to exist at or adjacent
to the represented location. Some examples would include asbestos,
areas of dangerously polluted air and water, stored chemicals, and
physically unsound or fragile structures;
- h) Information about areas, structures, artifacts,
furniture, etc. that are known to be previously damaged prior to
the arrival of production company personnel.
- 4. Services will work with property owners to ensure
that fifteen (15) hours are considered the standard number of
hours for all "filming days" booked by a Production. Additionally,
customary ½ day rates (or less) should be offered for work
days that are conducted within a reduced time and/or with a
reduced number of personnel.
- 5. Services will not engage in the unfair practice of
charging production companies additional or elevated charges for
services already provided for by the filming site owner/manager as
a normal course of doing business. Compensation by production
companies for all site representatives, engineers, elevator
operators, and the like will be charged at a rate no greater than
that which is already customarily paid directly to those
individuals for the performance of their duties.
- 6. Detailed invoices for all services and goods charged
against the Production Company will be provided in a timely manner
upon request. Appropriate Production Company personnel and the
Service will both make themselves readily available for a detailed
final inspection of the represented location to facilitate a fair
and reasonable final billing, if any.
- 7. Services are entitled to fees payable by the
production company only when they are the actual Service providing
accurate information leading to the procurement of the represented
site for filming, and have made that location accessible to the
production company by appointment and/or permission of the
- 8. Services will not actively solicit a potential
location site client for the purpose of obtaining them as a
listing while their property is in any stage of use (including
under valid consideration) by a Production Company.
- 9. Services are encouraged to refer interested parties
to other Services known or believed to have viable alternatives to
locations they could not provide. The referral should be given
without expectation of compensation or any additional charges to
the production company.
- 10. While in the process of any stage of negotiation or
actual representation of a location site for filming with a
production company, Services will maintain the ability to be
contacted by that production company at all times, including after
hours of normal operation.
LOCATION PROFESSIONALS AND PRODUCTION COMPANIES (all hereafter
referred to as "Production Company") AGREE TO THE FOLLOWING:
- 1. Refrain from knowingly obtaining any information (including
checking out photographic location folders, accessing and
downloading secure web site information) about a property from a
Service other than the one originally providing that information
to the company within a reasonable time frame. In rare instances
where a multiple number of scouts from the same Production Company
have unknowingly duplicated efforts, and the determination as to
the actual property representative is therefore in question, the
Services will agree to rely on the final decision made by the
supervising Location Manager or Location Scout.
- 2. Whenever possible, provide Services pertinent information
regarding proposed budget constraints, proposed on-site filming
story line and activities, estimated numbers of cast and crew, and
projected hours of occupation.
- 3. Make every effort to return all borrowed Service
materials used in the decision-making process as soon as possible,
or within a time period mutually agreed to in advance.
- 4. Reveal to their Production Company the sources of the
location(s) that have been procured through Services, and will not
knowingly portray said locations as being procured solely on their
- 5. Upon the termination of all filming activities,
Location Managers will complete a copy of a "Location Managers
Post-Filming Checklist" documenting filming activities at the
represented location site. These forms will be provided to (and
retained by) the Service which will make them available to
potential Production Company clients in an effort to allow the
Service, property owner, and Production community to better
determine and respond to on-location filming concerns.
- 6. Fulfill all valid agreements made previously with any
person(s), including those employed by the Service or property
owner, neighbors, and/or businesses affected by the filming
activities at the represented location.
- 7. Production Companies will insure that reasonable measures
are taken to limit disruptions to neighborhood residents and
business district merchants as a result of filming activities
- 8. Production Companies, when considering using
locations represented by Services, are encouraged to utilize those
Services which have elected to officially endorse and maintain the
standards and conditions presented in these Guidelines.
Agreement compiled by Bob Berkus.
Web implementation by Marino Pascal.