Direct Booking Platform – Host Guide

Welcome to our Direct Booking Platform – you’re all set up! 🎉

You are now part of our team, taking a more hands-on approach to managing your bookings.

This guide will walk you through the full process so you can provide a smooth, professional experience for productions.

If you ever have questions about using the platform, contact us first rather than telling a production you’re unsure – we’re always here to help!

📧 Support: submissions@locationsdirect.co

Listing Boosters! 

Great new feature now live on the site!

• Every time you receive a confirmed booking through the platform, your listing will receive a popular location booster, sending your location to the top of the search results for 14 days.
• This ensures your property gets the best visibility for future enquiries.

1. Receive New Enquiries

• You will receive an email notification whenever a new enquiry is submitted.
• The email includes a link that takes you directly to the enquiry page in your Host account.

• Here, you can view all the shoot details and requirements.

   

2. Communicate with the Production

• Use the built-in messenger on the bottom of the enquiry page to discuss rates, dates, and other details.
• Keep all communication on the platform.
  • This ensures all agreed details are saved with the booking.
  • Anything discussed off-platform (e.g., via text, phone, or email) will not be covered under the platform’s agreed booking terms in the event of a dispute after the shoot.
  • In case of any uncertainties during the booking process, we can review your enquiry and provide support where needed.
• Do not request personal contact details from productions unless:
  • You need a point of contact for a recce.
  • The booking has been created and accepted.
• If you need to share anything outside the platform, contact us and we’ll assist.

• File Sharing – If you need to share any files, such as images or floor plans, during the enquiry stage, you can do so via the document uploader on your enquiry page. Simply upload a document and click Update Enquiry. This will share the document with the other party, allowing them to download and view it. They can also do the same for you if you need to see any reference images, for example.

   

3. Create the Booking

• Once you and the production agree on the details, you can request that they update their shoot details if you feel this is necessary.
• Click the ‘Create Booking’ button on the enquiry page (top right corner).
• If the button is not available, you may see an error that needs to be resolved first. Common issues include:
  • Your account is not connected to Stripe – follow the link to complete onboarding.
  • The production does not have a saved address – ask them to add it in their account’s Personal Details section.
  • They have not yet accepted the bookings terms and conditions, ask them to tick the boxes on the Enquiry page and click the Update Booking button.
  • No Valid Session – This means the production has not added shoot dates and times to their shoot details yet. Simply prompt them to add this information and save their update.

• Click 'Create Booking' to send a booking request to the production team.

  While creating the booking, you will be prompted to enter:

  • The hire fee you have agreed on (note: our 15% commission will be deducted from this amount).
  • A damage deposit (if applicable) - it is up to you if you require a damage deposit or not.
  • Confirm the date and times on the booking are correct (update if necessary).
  • Review the productions shoot details and request the are updated if needed.
• VAT information (if applicable):
  • If you are VAT-registered, make sure you have entered your VAT details into your account and we have verified them before creating the booking. Otherwise, VAT will not be added on top of the hire fee.
  • If you are not VAT-registered, you do not need to do anything. You will still see VAT shown on the booking summary — this does not affect you and is only because payments are processed through our VAT-registered company.

File Sharing: Once a booking has been created, you will be able to upload and share any documents via the file uploader on the booking page, this could includes things like PLI or Risk Assessments, NDAs.

4. Production Confirmation

The production team will:

1. Upload their Public Liability Insurance (PLI).
2. Accept the booking terms.

Once the PLI is uploaded, log in to your Host account and tick the ‘Received’ box to confirm you are happy.

5. Payment

• The production will make payment by card through the platform.
• Since your account is connected to Stripe, payment will automatically be sent to your bank account in line with our payment schedule.
• You can view your payout date and amount on your booking page under the Payments section.
• Our commission is automatically deducted.
• Once your payment has been sent, the platform will automatically generate an invoice receipt for your records - you can download this manually.

• Reimbursmenst - if the are any charges after the shoot you will need to create a Reimbursment Request within 72hr, or your damage deposit will be automatically returned. You will find information on the Booking Page. 

   

6. Your Address

Once a booking has been paid for, both you and the production will receive a confirmation email. The location address will be included in the production’s notification email and will also be visible to them on the booking page.

7. Day of the Shoot

• Ensure the property is prepared and access instructions are clear.
• Be available for any urgent questions on the day.

• A smooth, professional experience encourages repeat bookings!

   

Key Reminders

✅ Keep all communications on-platform.

✅ Contact us first if you need help.

✅ Double-check hire fees, deposits, and times before submitting the booking.

✅ Mark PLI as ‘Received’ once confirmed.