• Please ensure your property is clean and presentable.
• Ensure that all valuables are locked away prior to an event taking place.
• Stills shoot is where images are captured by the client, normally for an advertising campaign or catalogue. The impact on the Location is significantly less than that of a Film Production, with less than 20 people present.
• A film shoot is a much larger shoot wherein large cameras are used to capture moving footage for a commercial or movie. There are many more people required on Location, along with catering tables and a base camp for additional vehicles.
We’ll discuss pricing with you based on variables such as Location, size and production requirements.
Unfortunately, we cannot affirm this because it is entirely dependent on the client’s requirements, however we will market it to the best of our abilities to ensure that everyone in the industry is aware of your Location.
Production companies are required to carry public liability insurance to cover damages and injuries. We advise you to notify your own insurance provider that you are doing shoots at your residence.
• A full day is equivalent to 14 hours, while a half day is equivalent to 7 hours. From the first person on set until the last person off, this is counted. These times have to be between 7 a.m. and 9 p.m. Anything done beyond these hours needs the consent of all necessary neighbours in addition to the Location Owner and Agent.
• A prep and wrap day is a full day of 10 hours and a half day of 5 hours if negotiated. A full day prep is at 50% of the full day rate and a half day prep is arranged at the time and is contingent upon the Location Owner. The number of staff and cast members on site and the number of persons in base camp must be specified by the Production Company in the contract.
• There are typically 50 to 70 people on set for a typical movie shoot, including the crew, actors, caterers, drivers, etc. Any additional personnel on set beyond this cap will need to be negotiated and approved by the Location Owner.
• After 14 hours (full day) or 7 hours (half day) on set, overtime charges are applicable. The hourly rate is calculated as 10% of the Location rate for the entire day. Any additional hours over 16 on the set will be billed at a rate of 20%.
• In order to meet the Location Owner’s expectations, overtime rates need to be arranged in advance. When possible, the Production Company shall give the Agent at least ninety minutes’ notice (before to the agreed-upon time of departure from the Location) in the event that overtime is needed.
• If conformation is cancelled within the notice period, a 50% cancellation fee is applied to the Production Company for the entire booking period which was cancelled.
• The Production Company will be charged a 100% cancellation fee for the booking and prep/wrap if they cancel within 24 hours of a one-day reservation.
• A cancellation fee will be negotiated in the event that the Production Company cancels a longer booking within 34 hours. A minimum of 50% of the remaining days and 100% of the first shoot day will be required, though.
• A 50% cancellation fee will be charged if a confirmed booking is canceled more than 24 hours prior to the shoot but within 1 month of the shoot date and the Agent is unable to rebook the Location. Naturally, we always try to avoid charging this, but it can be applicable if, for example, the venue has rejected a reservation for lodging.
• A 100% cancellation fee will be charged if the crew fails to show up on set on the scheduled shoot day without notifying us.
• Cancellation fees are payable upon presentation of the Agent’s invoice.
• We kindly ask Location Owners to honour confirmed reservations unless in dire situations.
• To avoid cancellation it is preferable that all communication between the Owner and the Location Agent is kept transparent. If any unavoidable scenarios do arise please contact us immediately.
• Depending on the Location, weather bookings are accepted.
• Should inclement weather cause a cancellation, the Production Company team must use the Location on a different day with the same team/job number. After the weather cancellation date, the Location must be used within a maximum of 21 days.
• Should inclement weather prevent you from filming after arriving at the Location, you will be charged a 100% cancellation fee.
• If the Production Company has already prepared the Location and inclement weather prevents it from being shot, the prep day will be payable, but the shoot day will be subject to a 50% cancellation fee.
• Should the team decide not to report to the set, they must notify the Agent. In the event that the client does not respond, it will be assumed that you are shooting.
• There will be a 100% cancellation fee if the same team chooses not to use the Location on another day.
• Should the Agent be unable to provide the team with an alternate day at the same Location, there won’t be a cancellation fee.
• When scheduling or canceling a Location due to inclement weather, the Production Company representative is required to report at the predetermined weather call time.
• Please ensure that the Production Company covers the walls and floors where filming equipment will be positioned.
• Cover any furnishings that isn’t in use while filming.
• Place all furnishings and equipment back in their original locations.
• Please make sure that there is no smoking within the establishment.
• Take pictures of the Location, the furniture’s placement, and any existing damage. Report damage to the Agent before commencement.
• If there are any changes that we should notify our Location Owners about, we ask that Production Company let us know.
• The Production Company shall have the right to rearrange or remove any furniture or equipment on the Location, subject to the Location Owner’s approval (through the Agent) and with the requirement that the Production Company restore the Location and any furniture or equipment to their original location and condition at its own expense and to the satisfaction of the Agent. The Production Company shall remove all of its own equipment and temporary sets, and lease the Location and all furniture and equipment on the Location in a condition that is as good as when they were originally agreed upon, with the exception of reasonable wear and tear and adjustments from regular residential usage.
• Signs on the Location may be changed or removed, but in such case, they must be replaced or reinstated at the expense of the Production Company and to the Agent’s satisfaction.
• The Production Company agrees to assume responsibility for any damages resulting from or incurred during Production Company’s use of the Location and its contents, and will take all reasonable precautions to prevent damage to any part of it. This includes covering all costs associated with making good, such as replacing, repairing, or restoring any altered, damaged, or broken items to the Agent’s satisfaction.
• If such damages occur, the Production Company will, upon the Agent’s demand, make good and/or restitution, without diminishing its duties under the remaining sections of this Agreement.
• We acknowledge that renting out a house for filming or events entails some wear and tear. Having more people on site might scratch floors and cause trampled lawns. It is imperative that we maintain constant awareness of the boundaries between what constitutes genuine “damage” and what is fair wear and tear. Part of the expenses of running a business is the basic cleaning and repairs an owner must perform on such goods in order to prepare a unit for the next client.
• However, damages typically call for more involved cleaning or repair, which comes at a higher cost than “normal wear and tear.” Damage is frequently the outcome of mistreatment or carelessness that goes beyond typical aging.
The Agent will facilitate damages; if the Production Company “makes good” on these damages within seven days of the last shoot date, the Agent’s facilitation fee will not be charged. This timeframe will be extended in accordance with any insurance claims that are filed.
A R1,500 facilitation fee will be required for each further seven days following the final shoot date if damages are not settled within that time frame, barring an agreement between the Production Company and Agent regarding an insurance claim, for example.
• Production Companies are required to do letter drops to neighbours 48 hours in advance.
• Production Companies must abide by Film Office regulations for street permits.
• To reduce disturbance, consider carefully where base camps and generators are placed.
When the Production Company asks for the first option to shoot at your site on a particular day, the request is known as a “option.” Once the Location Owner has given their approval, options are granted. When one shooting day is required, the first option may be granted for up to four days. When asked to confirm or release an option, Production Companies are required to reply within 24 hours (or 2 hours if the request is made less than 24 hours prior to the shoot).
A “recce” is when a client wants to visit the site to evaluate whether it meets their requirements. We ask that the Production Companies honour their scheduled times or notify Level Locations in the event that they will be delayed or unable to attend.
We pay all our Locations 2 weeks after the end of the shoot, on the Friday.
Cancellation or postponement of shoots by production company
• Clients prefer that homeowners not be present on set due to the hard nature of the shoots. We will, however, indicate to the teams which areas are off-limits and will conduct our own checks to ensure that the restrictions are followed.
• If the Location has any sophisticated components, it may be good to have someone (such as the house manager) who knows the house to assist the clients.
If your home is selected for a shoot, it is your responsibility to make arrangements for your pets at your expense. Cats are often allowed to remain on the premises unless they are really anxious and may be shaken by the experience. Locking them in a room inaccessible to the film or stills crew is sometimes enough. If your dogs are likely to bark or be unnerving to the people on set, you may need to book them into a kennel for the day or take them to a friend or family member.
Basecamp:
The Production Team’s operating hub when on Location is the unit base. Production trailers, food services, and other necessary amenities are set up while filming in what could be a large facility or an outside space like a parking lot.
Booking Confirmation:
The last stage where the client formally consents to utilize your Location is the booking confirmation. After thorough inspections and discussions, this could happen swiftly for smaller shoots or take longer for bigger ones. The usage, costs, and contract terms are all finalized at this point.
Manager:
A Location Manager is an independent contractor employed by Production Companies to locate and oversee Filming Locations. They oversee budgetary planning, fee negotiations, venue selection in accordance with the project’s goals, and seamless operations prior to, during, and following the shoot. Throughout the filming process, they serve as your main point of contact.
Location Scout:
The job of a Location Scout is to find Locations that meet certain production needs. They might look for particular kinds of residences or distinctive outdoor areas that aren’t on agency listings. Scouts report to the Location Manager and take into account logistical considerations.
Mobile Toilet
Portable restrooms are provided by Production, especially with larger teams or Locations lacking sufficient facilities. These units are very advanced, is serviced regularly by the logistics team.
Option:
A Production Team puts holds—also referred to as options—on the venues that make the short list. They can use your property first with a first option and as a backup with a second option. Accepting the first option is a commitment that cannot be readily changed to accept a different offer. The option can also work in reverse if the Location has another booking/reservation which has not confirmed. Production will then have a 2nd option on the Location.
Pencil:
A Location can be tentatively reserved for future shoot dates by penciling it in.
It indicates that the Location is being held in a provisional capacity for a client until they confirm or release it.
Preparation Day:
In order to prepare the area for the actual shoot, prep days are set aside. The time frame might range from several days for more complex productions to half a day for basic setups. On these preparation days, the fees are usually less than on the shooting day.
Site Visit (Recce):
A site inspection, also referred to as a recce, is the Location Manager’s first visit to your property. Once your house is on their shortlist, this is the next stage. During a recce, different team members assess how well your Location meets the requirements of their project. As the team develops and evaluates its plans, be prepared for multiple recces.
Tech Recce:
An essential phase in the selection process is a technical site assessment, or tech recce. This involves all HOD’s, and decisions are made around technical logistics of the shoot. This includes where to park large vehicles, power generation, Light position and changing of furniture/ art dressing. It goes as far as planning stunts and working out where camera positions will be.
Wrap Day:
The day the Location is restored to its initial condition following the completion of filming is known as the wrap/strike day. Using pre-shoot photos as a reference to make sure everything is back in its proper position, the crew meticulously disassembles and cleans up the set. The cost of a strike day is typically half that of a filming day.