Lets learn the jargon
Being a filming location can be a great experience and a fun way to make some extra money on the side. However, there are a few things you should know before you start accepting bookings.
What makes a good location host?
Good availability
Shoots and recces can come up at very short notice. Therefore, the easier it is for you to accommodate these requests, the more likely you will be to secure bookings.
Good communication
It is important to respond to emails and messages promptly and efficiently. If you receive a message enquiring about your availability for a shoot, you will have a better chance of securing the booking if you can reply within an hour or two expressing your interest or availability. If you are unavailable for a shoot, please still respond so the production can continue their search. Communication is key.
Flexible and accommodating
Shoots can involve many people on set, and they may need to rearrange things and modify the appearance of specific rooms to match their vision. Everything will be returned to its original state after the shoot is complete, so the more open you are to what is needed, the more likely you will be to secure bookings.
Reliability
If you say you are available or can accommodate something, we ask that you do your very best to stick to what you have said. It not only reflects poorly on you but also reflects poorly on us as a company and can cause major issues for the production if things need to change at the last minute. Because of this, we can only work with reliable location owners.
What is a Recce?
There are three different types of recce; some shoots may only require one recce, whereas others may require all three.
Initial Recce / Scout
An initial scout is usually only 10-20 minute, during which someone from the production team takes a few photos to share with the rest of their team. The director will then review these photos and decide whether they want to visit that location in person.
Director Recce
This is when the director goes to have a look at their selected location(s) to decide whether they feel they will work for the shoot or not. Then they will present their preferred choice to get final sign off.
Tech Recce
Once the location has officially been confirmed and booked in for the shoot, all the HODs (Heads of Departments) will go along to the location(s) to work out how best to shoot the space and determine exactly what is needed to prepare for the shoot day. This recce is usually a few days before the shoot and generally take between 30 minutes to 3 hours, depending on the complexity. It is on the tech recce that they may have questions for you on what they can and can’t do on the shoot day. Keep a note of what has been discussed so it can be noted in the final agreement.
Do you charge for a recce?
There is generally no charge to the production for any of the above recces, only for the actual shoot day(s). However, if a production requires an unusually long tech recce, for example, 3+ hours, you can possibly negotiate some kind of token payment if agreed by the Production.
What is a “Pencil" or "Option?”
If a Production checks your availability for specific dates and you confirm that you are available, they may ask to put you on a 1st Pencil (sometimes also referred to as an 'Option'). This means that you need to keep these dates clear in your calendar while they decide if they would like to confirm the booking or not. If you get another enquiry for that date, you could put the new enquiry on a 2nd Pencil, in case the 1st Pencil decides not to confirm the booking. If you do receive a 2nd Pencil, it is sometimes fair to give the 1st Pencil a set deadline to make a decision by, so that you do not miss out on the second enquiry (if they are ready to confirm).
What is a Hire Agreement?
Agent Bookings
As your agent we will provide and fill out the Hire Agreement on your behalf. This will highlight all the specifics for the shoot (timing, crew size, rate, set dress, general rules etc), along with all the standard clauses that will protect you against any misuse of the premisses or accidental damage on the day of the shoot. The Location Hire Agreement will need to be signed by you and the Production Company before the shoot day.
Direct Bookings
If you are using the direct booking platform, the terms can be found in the Platform Terms of Use, this will form the agreement alongside any of the 'Host's Rules and Restrictions' or shoot details provided during the booking process.
Damage Deposits
On agent bookings, we will hold a damage deposit on your behalf. This will only be returned to the production after the filming is complete and you have given the all-clear. We can also use this to cover any overtime if required. If you are accepting a direct booking online, the value of the Damage Deposit being held is up to you and you can request a damage deposit alongside your hire fee. This will be held in the Locations Direct Stripe account for 72 hours after the shoot. If you require compensation for any damages or overtime, you can send a secondary payment link to the production; this will put a hold on the deposit return. The damage deposit will only be returned to the production once the new payment link has received funds.
How long is a Shoot Day?
A standard shoot day generally lasts between 8 and 12 hours. A standard prep or strike day is usually slightly shorter, at 8 to 10 hours. A shorter shoot day can still be requested and booked at a lower rate. Hosts can set their minimum required booking on their account.
What is a Prep and Strike Day?
A Prep or Strike Day is when the production hires the location the day before and/or after the shoot to allow enough time to set up and pack down. This could include the art department replacing some of your furniture to better suit their visual needs, or if they have your permission to paint a wall, for example. This time could also be used for the lighting department to set up their lights (pre-rig) ready for the shoot day. Prep and Strike days are generally charged at a half-day rate as they have much smaller crew sizes. For example, if a 12-hour shoot day costs £1,000, a 10-hour Prep day would be charged at £500, unless agreed otherwise.
What is Overtime?
Overtime (OT) is an hourly rate charged to the production for each hour over the scheduled hire period agreed upon during the booking process. The OT rate is usually calculated by multiplying the hourly rate by 1.5x. A 15-minute grace period is allowed for each hour before the fee becomes chargeable. The host can decide if these are charged in 30-minute or 1-hour segments. If any additional hours are booked in advance of the shoot day, they are usually just charged at the hourly rate.
What to expect on the shoot day?
Film crews can vary greatly in size from one shoot to another. The size of the production will be discussed with you before you agree to the shoot taking place. If the shoot has 20 or more people on the day, it can get quite busy first thing in the morning with each department loading kit and getting set up. If you have not had any filming in your home before, this can feel a little overwhelming. Sometimes it is best to just stay out of the way and let your main point of contact within the crew know where to find you or give them your number so they can contact you if they have any questions.
Can I stay in my house?
Every shoot is different. Generally, it is okay for you to stay in the house if there is a separate room out of the way that the production does not need access to. This is usually the homeowner’s bedroom or a study room, for example. A lot of the time, though, the owners will just go out for the day and come back once the filming is complete and their house has been put back to normal.
What if the shoot is for more than one day?
If the filming goes on for more than one day and they have taken over the whole house so you cannot use the kitchen or access your bedroom etc. Then a relocation/alternative accommodation fee can be discussed with the Production if they have budgeted for it, this would usually come in the form of a nearby hotel or Airbnb.
Cleaning, Waste & Protection
It is always best to clearly communicate with the production what your expectations are before accepting the bookings.
Floor Protection
Larger productions will generally have a location manager who will oversee taking care of the house for you and ensuring that the house is well protected with floor protection, etc. However, smaller productions (which generally have a smaller team), might not have the budget for a location manager and will sometimes overlook things like putting floor protection down. If you have lots of carpet or wooden floors that you are concerned about, it is best to let the production know during the Tech Recce that you will require floor protection in these rooms/areas or indicate that they will need to remove their shoes if they do not have protection. If accepting an online booking, please ensure you put this in writing via the messenger.
Cleaning
Unless you request an upfront cleaning fee or it is agreed otherwise in writing, the production must leave the location clean and tidy after the booking. This includes vacuuming, mopping, and wiping surfaces if required. If a post-shoot deep clean is required, the production must organise this within 24 hours of the shoot. Please ensure you do a walk through with the production and point out anything they need to complete before they can leave.
Rubbish
Unless otherwise agreed in writing, all rubbish must be removed from the location at the end of the shoot. Productions are not allowed to use the location's bins unless expressly agreed upon before booking.
What happens at the end of a shoot?
At the end of the shoot day, make sure you do a walk-through with your main point of contact (usually the Location Manager, Production Manager, or Producer) before they all leave. This is the opportunity to point out anything that has not been put back where it should have been, or if areas still need to be cleaned or tidied. In the unfortunate case of damage, point this out to them as well so they are aware of it. Please take photos of any issues and share them with us for follow-up if needed. It is the production's responsibility to hand the location back to you as they found it at the start of the booking, so do not let them rush off before you are happy with how things have been left.
Sign off Sheet
Agent Bookings: There will be a sign-off sheet on the last page of your hire agreement, or this can be emailed to you upon request. It is always best to note any overtime, damages, cleaning, etc. here and have your main point of contact sign it with you on the day, so there can be no disputes after the booking.
Direct Bookings: If you need a sign-off sheet, please request one, or take notes in writing and have the production sign it. Alternatively, you can send them a message via the platform and ask them to respond while you are still with them, so you have them acknowledging any issues in writing, linked to the booking.
When will I get paid?
Agent Bookings
We handle all payments with the production before the shoot day. Their payment must clear in our account before we will allow any filming to take place at your property. You will then invoice us for your fee, this will be paid no later than the day after your booking has taken place, usually the day before.
Direct Bookings
The Production must make payment via the online platform. This will come in the form of a Stripe Connect split payment and should be release into your account the first day of the Hire. Or within 8days of the hire for late bookings. You will receive a notification once the production has paid and will be able to see the funds release date on your booking page.
We hope this gives you a better understanding of what to expect. If you have any other questions, please just ask.