What to Expect
You've done all the work, found exceptional locations, contacted all the property owners, participated in the location scout, and then waited weeks to find out if your area has been selected for a feature film. Finally, you are informed that you have been successful and a film will be made in your area. A few people show up from the production company. You help them to find space for offices, wardrobe, and construction shop. You begin to think that this is going to be easier than you imagined. Then, one day, several semi-trucks loaded with camera. lighting and sound equipment arrive. Also on site are numerous mini-vans, star dressing trailers, catering trucks, cars, and honey wagons (mini-dressing rooms on wheels) accompanied by a crew of from 50 - 150 people depending on the size of the project, and that doesn't count the extras! Suddenly, it seems as if a three-ring circus has taken over your town.
A movie company filming on location has a very unique situation. It is usually comprised of people who haven't worked together as a group before and who come together for a brief period of time to craft a very expensive and highly technical product. Many of them are totally unfamiliar with your area and have to learn everything in a very short period of time. Imagine the challenges in forming a new corporation in a new city every time you wanted to make a new product. It's a stressful, risky and very difficult process, and one in which there is much to be accomplished in a very short period of time. A film company typically will spend 4-12 weeks in preparation and 4-8 weeks shooting the project. This is why they need all the help we can provide.
Someone in each community must act as a liaison with the company. Typically this person helps to find housing for the crew, office space, parking for vehicles, and fulfills a variety of other requests. This person also works with local government and law enforcement to ensure that there is cooperation with the movie company. Generally it is the local contact which fulfills this role, although someone else can be designated if necessary.
One of the first things that a company will need is housing for crew. They will seek out the best deal based on the number of "room nights" they need, or they will look for furnished apartments available on a short-term lease. There will also be a need for secure parking near the hotel for any vehicles associated with the project. On a small project, this may be a couple of mini-vans, a truck and a few cars. A feature film, however, will have several semi-trucks, cars, star trailers, and honey wagons (portable dressing rooms). You may also be asked to find separate accommodations for the stars, director or producer who often require additional privacy.
You will undoubtedly get all kinds of requests from the media in your area about the filming. As soon as possible, ask the production staff how they want this handled. Usually, they want as much privacy as possible while filming, as too many onlookers tend to disrupt shooting. A publicist will usually be employed by the company before filming starts, and this person should be the one to handle any media inquiries. There is an exception to this however. Whenever possible, the media should be made aware of any situations which the public needs to know. These could include road closings, detours, loud explosions or other possible disruptions to community life. You should always make sure that the lines of communication are open between the yourself, the publicist and the local media.
THE BEST SURPRISE IS NO SURPRISE
It's important that everyone in your community who should know about the film is informed. Generally, the more people who know what is planned the better. These people might include the mayor, local law enforcement, city council, county administrators, supervisors, and property owners in areas which are scheduled for filming. The production company will work closely with the police in traffic control and road closings, and it is helpful if one person in the department can be designated to handle all film-related issues.
Generally the most serious problems which arise when a film company is in your area come from inadequate knowledge and communication. If people are warned in advance that their normal route to work will be closed due to filming, they will tend to get into the spirit of the endeavor. However, those who are surprised by a traffic jam on their street will be less forgiving. This is also true of neighborhoods where on-street parking is affected by filming and areas where loud explosions or noise from filming might be a problem. Film companies are usually pretty good about informing people about disruptions caused by filming. However, you should be prepared to work with them in getting the word out. Announcements on radio and television, signs placed on affected streets, and flyers placed on the doors of homeowners are usually very effective means of disseminating information.
WHEN YOUR PROPERTY IS SELECTED
Once a property has been selected for filming, it's time to negotiate the fee with the production company. Usually, it is the location manager who will be responsible for these negotiations, although it is sometimes the production manager or producer who will fulfill this function.
- Location Fees: Many people are curious about how much money should be paid as a location fee. This varies depending upon the length of time a project needs the property, and the kind of work to be done there. For example, the fee might be less if the company wants to shoot an old abandoned barn than if they want you to move out of your house for several weeks. In addition, projects with smaller budgets obviously cannot afford to pay as much as a feature film. Generally the fee is larger for shooting days than it is for the preparation days, although you might be offered a set amount for the entire period.
- Get a Contract: You are entering into a business deal which should require a contract. Although all contracts will be slightly different, there is a sample contract in the appendix of this pamphlet which should help you. If you are concerned, don't hesitate to get legal advice or call the Film Office.
- Be Specific: Make sure that you know exactly what will take place on your property. Talk it over extensively with the representative of the company until you feel sure that you know what is planned. Be very clear with everyone about what you will or will not find acceptable. If there are areas of concern or special scheduling requirements that you have, make sure these are addressed in writing. It is best to be clear from the beginning about your requirements and expectations.
- Be Flexible: Movie shooting schedules are constantly changing due to many factors, including the weather, equipment difficulties or the health of the stars. In addition, requirements for the location may change due to script revisions or time considerations. We urge you to be prepared for these eventualities in advance and to be as flexible and understanding as possible. Never forget that change is the essential nature of the film business, and be prepared for it.
- Certificate of Insurance: The company should provide you with a certificate of insurance sufficient to cover any damages that might occur during filming.
- Out of Pocket Expenses: It shouldn't cost you anything to have someone film on your property. For example, if you are representing a public building and need to have extra staff on while filming is taking place, the cost of their time should be part of the location agreement. In addition, the production company should be prepared to compensate you if you lose any income because of the filming. Remember, however, to get everything in writing in advance.
- Find Out What They Need: Generally, a film company is self-contained, and will come prepared with its own generators, toilet facilities, telephones, water and dumpsters. Find out whether or not they will require any of these services from you.
- Parking: One of the first concerns that the company will have is where to park their vehicles. Very often a large field, church or school parking lot, or little-used adjacent street will be sufficient.
- Changes to Your Property: Very often a company will want to make some changes to your property. This can range from very small changes, such as hanging new curtains in the window, to major changes, such as repainting an entire house. The changes they require should be indicated in the location agreement. The company is then required to return the property to its original state if you wish. Often the changes made are beneficial to the property owners, and many people prefer the "new" look compared to the old one.
- Bills and Invoices: It's important that all bills be submitted to the company as soon as possible. Payment becomes more difficult once the company has left town because the production office no longer exists and the finances are in the hands of an accountant in the home office of the company, who is often handling several projects at one time.
- If You Have Concerns: The Film Office is happy to assist you if you have any concerns. We can tell you if the company making the request is a reputable one, and we can assist with any disagreements which might arise between a company and property owner, The Film Office is not a watch-dog organization, however, and we can only advise and assist. We cannot get involved in any negotiations nor can we attempt to settle any legal issues which may arise.
Staff members of the Virginia Film Office always try to schedule a final meeting with representatives of the company before they leave the state to determine what kind of experience they had while in Virginia, and we recommend that the person who is acting as the liaison with the company do the same. It is important to find out from their point of view what went well and what could have gone better so that we will know how to do better next time. In addition, if there are any unresolved issues with property owners or merchants, this is the time to get them resolved. It's important to tie up all the loose ends before the company disbands. You should also have a production expense form of some kind along with you at this meeting so that you can find out approximately how much money the company has spent in your area.
It may take years of diligence before a film finally chooses your area for filming. You may answer many of our faxes, take lots of photos, and spend lots of time on the phone before someone even comes to scout. There will be disappointments along the way. Maybe a film company will select a neighboring community or state for filming. It's not unusual for a film to lose it's funding at the last minute and decide not to come at all.
Why do it? When a film is made on location, it spends approximately 25% of its budget in the place where it is filming on things like salaries, goods, services, and housing, restaurants and shopping. It is the kind of industry which requires no infrastructure, and leaves behind no pollution. A film or documentary project can act as an effective advertisement for a community and can be incorporated in brochures and promotion.
In many ways the most lasting effects that a film will have on a community is on its citizens. It is exciting to have a film in your community, and thrilling when you see familiar places and faces on the screen. It is an unique and unforgettable experience that creates memories which last a lifetime.
