british columbia film & tv location managers guide

British Columbia Produces

British Columbia is a world-class

motion picture production center with

numerous studios – some of the largest

in North America. We offer a full range of

equipment, support services, experienced

crew base, and production and post

production companies.

Talent, Energy, Heart

British Columbia invites you to take a

close look at our province. We offer

every competitive advantage to help you

complete your production on time and

on budget. We offer the talent, energy

and heart your film needs with this simple

promise: when it comes to making a film,

BC produces.

A World of Looks

Then of course there’s the spectacular

scenery covering nine different climatic

zones…from lush rain forests to

sun-baked deserts…all in close proximity

to Vancouver, a major portcity with a mild

west coast climate that allows for year

round filming.

British Columbia is a place where

business, government, labour and the

community work together to support the

province’s motion picture film industry.

BC has developed a user-friendly

permitting processes, designed to make

life as easy as possible for filmmakers,

and offers competitive tax incentives and

a business-friendly workforce with a

tradition of stability.

www.bcfilmcommission.com

Location Managers Guide

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LO C AT I O N M A N A G E R S G U I D E

To support this commitment, the province is working to ensure:

Timely decisions (within five working days whenever possible), for any producer who wants to film at a property or location operated by the province

Accountability, supported by clear, written decisions

Transparency, including provision of all information about locations and the decision-making process readily available to producers

Competitive fees Simple and accessible permit and application

processes

At the same time, government has some expecta-tions of industry that include:

Location filming at government sites cannot unreasonably inconvenience the public

No essential government service will be impaired by film activity

Industry will assume appropriate risks – including the costs of production, liabilities, reclamation and remediation

All productions will honour the Best Practices - Motion Picture Locations Code of Conduct

British Columbia Produces . . .

British Columbia is one of the busiest motion picture production centres in North America.

With hundreds of productions generating thousands of jobs for British Columbians, the industry ranks as one of the province’s success stories and a potent economic force.

Why do people like to bring their productions to BC? It’s simple. We offer:

A World of Looks in locations World class facilities Very competitive costs A vast, highly skilled workforce A favourable currency exchange rate Supportive and proactive governments

One of the greatest things about BC is its range of scenery and scenarios: from big cities, to seascapes, to mountain wildernesses, to Wild West towns. British Columbia has A World of Looks for motion pic-ture producers.

Commitment to the Industry

British Columbia’s Provincial Government is committed to supporting the motion picture production industry in this province, and encourages producers to bring their projects here.

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A World of Looks - Location Manager’s Guide There are three simple rules of business: location, location, location.

At the British Columbia Film Commission, we recognize that these are as important to filmmaking as they are to any other business. That’s why we’re doing our best to help you find the perfect location for your production needs.

Key to our service strategy is the work of locations managers and scouts around the province. They are the public face of the industry – people you can rely on to get the job done.

This guide helps producers, location managers and scouts do their job more effectively. Inside, there’s information and forms for visiting producers and their crews and for local residents who are affected by the ongoing productions. The information ensures consistent service across the province, and helps you do all the necessary paperwork with a minimum of fuss.

The Layout is simple…there are 5 components:

1. Players: key location resources, government agencies and safety considerations

2. Location Preparation Check List: which walks through the process of finding and securing locations in BC

3. BCFC Info Sheets: which provide location-related information for the general public:

Best Practices-Motion Picture Locations Code of Conduct

A World of Looks Registering Your Property Motion Picture Production and my Property Motion Picture Production and my Business

4. Notification Letter (sample): clearly communi-cates with those impacted by production

5. BCFC Forms/worksheets: to assist with production and location management:

Production Registration Location Worksheet Street Use Request Loss of Business Claim Incident Report Wrap Form

Please feel free to photocopy any of this material, or visit our website to download the most recent versions. For further information, or to ‘Register a Production’ in any BC location, visit the British Columbia Film Commission at: www.bcfilmcommission.com

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Players

British Columbia Government

For a wide variety of potential film locations - such as raw land, water, buildings, structures, highways, parks, vehicles, and items of virtually any description - the provincial government is owner or property manager and in a position to grant access, and set terms and conditions.

Virtually every government ministry, agency and Crown Corporation manages property that may be an attractive or useful location for motion picture producers.

In some cases, you will need permission from other levels of government or regulating bodies such as police or fire to access provincial sites. For example, use of special effects such as simulated gunfire and explosions may require participation by municipal police or fire authorities. Municipal boundaries may encompass provincially controlled areas, and municipal or regional permit fees may apply.

Contact information for all agencies and levels of government is available in the Contacts module of the BC Film Commission Production Guide.

Key Resources

Visit the BC Film Commission website for an up-to-date list of contact names and numbers: www.bcfilmcommission.com

ARES - Accomodation & Real Estate Services - formely (BCBC) www.bcbc.bc.ca

As the province’s landlord, ARES has become increasingly involved in this induestry for over 20 years.

ARES’ main site for film and TV production is River-view Hospital, located in the Lower Mainland area. This site offers production crews ample open space and large vacant facilities within easy distance of major urban centres. Production crews can build sets and leave then standing for later use by other production crews. Robson Square and the Vancvouer Art Gallery in downtown Vancouver are also frequently requested sites.

When using ARES buildings, producers also have to contact the appropriate municipality or regional district, which will require permits (filming, electrical etc.) prior to filming. Municipal film offices also track frequency of use and manage this use to avoid location burn out. ARES website provides location managers with a downloadable filming application and contract guidelines.

British Columbia Hydro www.bchydro.com

BC Hydro is a Crown corporation – an arms-length company within government – that operates the province-wide electrical utility. BC Hydro offers a variety of location opportunities, including reservoirs and associated land, and BC Hydro office buildings.

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In particular, BC Hydro encourages filming at its Recreation Areas. The most popular areas include: Buntzen Lake, Hayward Lake, and Jones Lake Recreation Areas. All of these sites are located near Vancouver. Also available for filming is the Power House at Stave Falls, an authentic 1912 generating station that has been decommissioned and turned into a first-class interpretive centre. A virtual tour of the site is available on BC Hydro’s website.

Ministry of Tourism, Sport & the Arts www.tsa.gov.bc.ca

The BC Film Commission is part of the Ministry of Tourism, Sport & the Arts also oversees the use of government-owned heritage sites. Film Makers are invited to explore the fascinating legacy of British Columbia’s heritage.

The Heritage Branch oversees and monitor the management of eleven unique provincially-owned historic sites. Most of these properties are managed through a 15-year Site Management Agreement with community-based site managers. To visit their website click here

Intergrated Land Management http://ilmbwww.gov.bc.ca

ILMB provides a range of services to the public, businesses, and government. Working on behalf of the Ministry of Agriculture and Lands and other pro-vincial ministries and agencies, ILMB assists a range of clients outside of and within the provincial govern-ment by: coordinating applications for access to Crown resources (tenures, permits, licenses, Crown grants, etc.) through regional FrontCounter BC offices; administrating Crown land through tenures, permits, and sales; developing, implementing and revising land use plans; managing and delivering natural resource sector information; and prioritizing and coordinating recovery planning for broad-ranging species-at-risk.

Front Counter BC is a single window service for cli-ents of provincal natural resource ministries and agen-cies. Ministry permit applications and permit guides are available on the website just click here

Ministry of Environmentwww.env.gov.bc.ca

This ministry oversees all provincial parks, ecological reserves, protected areas and waterways, and in-cludes wildlife management strategies in its mandate.

Parks and protected areas comprise over 12 percent of British Columbia. The ministry’s main job is the protection of BC’s natural environment, but is also geared to serve the film industry whenever possible. Permit application forms are available on the ministry website, click here

Ministry of Forests and Range www.gov.bc.ca/for

While most public land in BC is administered by the Ministry of Agriculture and Lands, some areas are the responsibility of the Ministry of Forests and Range. A good example is the former Green Timbers nursery in Surrey, a popular location near Vancouver.

If you’re wondering about a site, the best idea is to contact the Ministry of Agriculture and Lands first; they’ll direct you to the appropriate ministry.

Ministry of Transportation www.th.gov.bc.ca

The Ministry of Transportation issues permits for filming on provincial roads, including all roads outside municipal boundaries, and portions of some major highways that run through municipalities. Permits may also need to be coordinated with local police and municipal authorities. The ministry website has applications and information.

Legislative Assemblywww.leg.bc.ca

The stately Legislative Assembly in Victoria offers great exterior and interior opportunities. Built more than 100 years ago, the building combines both new and old-world elements. A virtual tour is available online.

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Other Levels of Government

Local Governments http://www.bcfilmcommission.ca

Local governments oversee municipal lands, build-ings (including schools and libraries) and roads. Most municipal governments, such as the City of Vancouver and the City of Burnaby, have film production guide-lines – covering issues including parking, traffic control and fire regulations. Many have full-time motion pic-ture coordination staff.

There are also regional authorities that oversee common resources like water, sewage systems, and transit (e.g. bridges, rapid transit, bus systems). They also represent some unorganized territories where municipal governments do not exist.

Regional authorities include Regional Districts and Transit Authorities such as the Greater Vancouver Re-gional District, Capital Regional District and Greater Vancouver Transit Authority (Translink). In the case of Island communities, The Islands Trust. Where the regional government owns facilities, it is directly in-volved in permitting.

Contact names and numbers for Local and Regional Authorities can be found in the Industry Contacts section or click on Industry Contacts

Regional Film Commissions http://www.bcfilmcommission.ca

Regional FIlm Commissions are committed to pro-viding excellent support and service to productions taking advantage of the diverse and spectacular loca-tions British Columbia has to offer. Each regional film commissioner is an expert in their area and provides on-the-ground assistance with scouting, surveys and access to locations. They provide vital resources to producers taking advantage of the BC Regional Tax Credit. They have also committed to participate in the expansion of the British Columbia Film Commission’s digital photo library by undertaking the creation of a comprehensive inventory of each region’s unique and spectacular locations. Regions are keen to welcome

filming to their area and with the BC Regional Tax Credit can make working outside the zone creatively rewarding as well as cost effective.

Federal Government

A number of federal ministries and agencies are essential contacts for location managers. These include:

Transport Canada must approve any aircraft use, including both helicopters and fixed wing aircraft

Department of Fisheries and Oceans regulates ocean fish habitats; Environment Canada oversees wildlife habitats in federal parks. Both agencies need to be involved if a production could potentially impact either kind of habitat

The Canadian Coast Guard controls lighthouses, lighthouse parks, and some rescue boats and helicopters

Heritage Canada operates several national his-toric sites and national park reserves available for filming. A list of these sites, grouped by region of British Columbia and by type of site, is online just click here

Aboriginal Government

The band manager or chief of a First Nation band must be contacted before any scouting/filming can take place.

Ports

British Columbia offers a range of airport and seaport locations, most of which are operated by a locally based authority. For example, seaports in Vancouver, Fraser River, North Fraser, and Prince Rupert are the responsibility of the regional port authorities. Various airports also offer filming locations, including Vancouver International, Boundary Bay, Abbotsford, Pitt Meadows, Langley, and the Helijet service in Vancouver Harbour. Some, such as Vancouver

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International Airport, have developed guidelines for filming. The BC Film Commission website provides direct contact information.

Safety Considerations

Aircraft

Transport Canada must approve any aircraft use, including both helicopters and fixed wing aircraft. The Aircraft Company is responsible to contact Transport Canada. Typically a permit requires ten days for approval, and a fee is charged for the application.

Electrical Requirements www.safetyauthority.ca

Permits are required for any lighting equipment and other use of electricity. Some cities handle their own electrical permits. These include Burnaby, Maple Ridge, North Vancouver City, North Vancouver District, Surrey, Vancouver, Victoria, and West Vancouver. Most other cities and towns require a provincial permit. You can apply for the provincial permit at the website above or click here

Explosives Regulation Pyrotechnic Event Approval www.nrcan.gc.ca

To apply for event approval, you must present to the Authorities Having Jurisdiction (AHJ):

a complete Event Approval Application (or approved form)

a Pyrotechnic Special Effects Certification Card (or facsimile)

a Pyro Effects Plan or Letter of Intent

Please allow (preferably) ten working days before the event

Pyro Effects Plan or Letter of Intent

The AHJ may request a Pyro Effects Plan or Letter of

Intent. A Letter of Intent is usually satisfactory for film and television productions and should include:

Locations and dates for filming of effects General description of the scene Effects to be used and their fabrication Anticipated result Safety measures to be taken Method of determining safety distances

Copies of Event Approval and Pyro Effects Plan/ Letter of Intent must be available on set.

Authorities Having Jurisdiction (AHJ)

Fire Chief/Fire Protection Office Film Commissioner Police Forces Provincial Occupational Health (WCB) & Safety

Organizations (SHAPE) or equivalent Designated representatives for event approval or

site inspections

Demonstrations (Show and Tell)

A demonstration may be required to determine if the effect can be performed safely. It is understood that this is not always feasible in film and television production, due to the one-off nature of many performances.

Special Considerations

If you are based outside of Canada, and you are participating in the production of a pyrotechnic special effects event in Canada, you must:

Employ a certified Canadian technician of the applicable class

Obtain a Visitor Card from the Explosives Regulatory Division in addition to your work permit (see Federal – Immigration)

For information on the certification of pyrotechnics and pyrotechnical personnel, please refer to the Pyrotechnic Special Effects Manual on the website by clicking here .

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Fire

Municipal fire departments must be notified when staging any stunts related to fire or explosions. Typically, a fire fighter plan is required, involving the presence of fire or water trucks.

Firearmswww.cfc-cafc.gc.ca

Where firearms are being used, both federal and provincial permits are required. An application for the Federal Possession Acquisition License is available online at www.cfc-ccaf.gc.ca/en/default.asp. Information about the provincial Business Firearms License is available at 1-800-731-4000 or access website above.

Where firearms are visible or audible to the public, municipalities may require that a police officer be present. In all cases, only 1/4 loads can be used.

Safety & Health in the Arts Production & Entertainment (SHAPE) www.shape.bc.ca

SHAPE is the not-for-profit association dedicated to the promotion of health and safety in the motion picture, theatre, music and other performing arts industries. SHAPE operates through two Standing Committees that represent the Motion Picture and the Performing Arts communities respectively. Membership in these committees includes representatives from employer and employee unions, associations and guilds. Each committee, in turn, nominates two members to the SHAPE Board of Directors. SHAPE was created through the efforts of industry representatives and the Workers Compensation Board of British Columbia.

A safe and healthy workplace benefits both the employer and the employee whether you are a producer, dancer, crew member, musician, technician, actor or director – SHAPE is here to help!

Traffic Control www.th.gov.bc.ca/trafficcontrol/home.htm

Most highway shoots require the use of certified traffic control personnel. On roadways within municipal jurisdictions, producers may have to contract local police to provide traffic control.

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Location Preparation Check List

Initial Locations Survey

Visit the BC Film Commission website to register your production by completing the Production Registration Form online. Inform the BC Film Commission about who is scouting for your production. Registration ensures municipal governments and provincial government agencies are aware that your production company is doing business in BC.

During the initial scout, give the owners of the potential location A World Of Looks info sheet to help them understand the production process.

Pre-book locations with the local municipal film office or relevant agency. You can find contact information for municipal film offices in the Contacts module of the BC Film Commission Production Guide, or at www.bcfilmcommission.com.

Check out an overview of the FILM Director digital library (a compilation of over 100,000 images across the province) on the BC Film Commission website: www.bcfilmcommission.com

1. Forward your Registration Form to all jurisdictions in which you wish to film (ie. City of Vancouver Film Office or City of Burnaby Film Office). Visit their websites for Guidelines and Procedures.

2. Outline any special effects or gunfire associated with the proposed location (note: approvals for these activities may take extra time to process).

3. Obtain a photo release from the property owner if it isn’t in the location agreement already; this is important for trademarks and signs.

To help get community “buy-in” visit neighbours to explain the proposed project. Provide them with A World Of Looks info sheet.

Finalizing a Location

Notify owners ASAP if their property is not being used as a location. Provide them with A World Of Looks, to encourage them to register their home with the BC Film Commission.

Contact the successful owners with complete details of the proposed shoot, a draft Location Agreement, and the Motion Picture Production and My Property info sheet.

If you have not already done so, visit the BC Film Commission website to register the project using the Production Registration Form. The site offers downloadable copies of the Location Worksheet and Street Use Request Form, both of which must be completed for every location you plan to use in the province. These worksheets are the first step toward obtaining a municipal locations permit.

Initial Contact with Producer

Keep your producer informed. Give producers a copy of BEST PRACTICES: Motion Picture Locations Code of Conduct, and notify them of any location restric-tions such as noise bylaws and curfews.

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Preparing for a Shoot

1. Notify residents and businesses of the shoot and any related disruptions in writing at least 5 days in advance.

2. Contact those directly impacted by production activity to address any concerns. Speak directly to neighbours next door and across the street.

3. Provide residents and business owners with a copy of A World Of Looks. Provide business owners with a copy of Motion Picture Production And My Business info sheets.

4. Ensure that all relevant permits and permissions are in place.

5. Ensure that all parking, unit base camp, access, staging, toilet, security, power, and garbage removal requirements have been met.

During a Shoot

Deal directly with any location owner, neighbourhood or municipal concerns. Document serious incidents. Keep on top of costs and report any budget pressures.

Follow Up

Ensure that the crew has completed all equipment removal and clean up. Thank the location owner and neighbours in writing.

Please feel free to photocopy any of the info sheets, letter templates, and forms from our website: www.bcfilmcommission.com

You may also want to cut and paste the PDF versions into your own customized documents.

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Best Practices –

Motion Picture Locations Code of Conduct

General Courtesies

Producers, cast and crew will follow the provisions of their motion picture production permit at all times. A copy of the permit shall be on location at all times.

Filming only takes place during the times listed on the permit unless extensions are granted.

Pedestrians should always be treated with courtesy and not be obstructed at any time unless stipulated in the permit. All cables and similar items are to be channeled neatly and safely.

Producers must notify the public in writing whenever production activities may directly affect or disrupt their daily lives. The notice must include the name of the company, working title of the project, production type (e.g. feature, MOW, TV series) and a brief description of the activity. It also must include a clear account of the date and time of disruption.

All catering, construction, strike and personal trash must be removed from the location. Locations must be left in original condition.

Removing or cutting signs or plants from any public or private location is not allowed.

Vehicles

Production vehicles must not arrive before the time stipulated on the permit, should arrive one at a time, and should turn their engines off as soon as possible.

Cast and crew vehicles are not covered by the location-filming permit and must use designated parking areas only.

Production vehicles shall not block driveways or gated access without permission.

Vehicles shall not display signs, posters or pictures that the public may find offensive or objectionable (i.e. material containing vulgar language or sexual content).

Crew cannot move a private vehicle to accommodate filming or parking, without permission of the owner. If a vehicle is parked in a restricted area, the appropriate authority will remove it.

Cast and Crew

Cannot trespass on private property. They must remain within the boundaries of the property that has been permitted for filming.

Cannot drink alcohol on public property. Must be served their meals, and eat, in the

designated areas. Must follow smoking restrictions and always leave

cigarettes butts in the appropriate containers. Shall keep noise as low as possible at all times and

refrain from using lewd or improper language. Shall wear appropriate clothing – for example,

T-shirts with offensive slogans are not acceptable – and comply with appropriate employee safety regulations.

Will wear a production pass, as required. Will not bring guests or pets to the location,

without advance permission.

Thank you for honouring this Code of Conduct. Failure to comply can result in disciplinary action by the government authority, production company, union, guild or association.

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A World of Looks

Motion Picture Production in BC

Your home ought to be in pictures. Your office too. And your backyard, neighbourhood, rec centre… just about any place you can imagine might make a suitable location for a motion picture shoot.

The British Columbia Film Commission, a branch of the provincial government, works with British Columbia’s film industry to help producers find the right locations for their productions.

We also help ensure that both producers and location owners are treated fairly and behave responsibly. Why?

Because film, commercial and TV production is a billion-dollar industry in British Columbia, providing tremendous financial benefits to people and communities across the province. And by helping link producers with the perfect location, we’re helping to sustain and develop the industry.

The more great locations we have available, and the more satisfied owners and producers we have, the more vibrant the film industry will be. Location managers or scouts are hired to find potential locations for producers.

These managers might visit a specific area looking for suitable sites, or they might go through the British Columbia Film Commissions’ locations library – a listing of thousands of properties across the

province. To find out how to register your home, visit the BC Film Commission website. It’s a tough audition, and only a small number of locations considered are selected. But it’s worth the effort. TV and film locations typically earn between $750 – and $1500 per day.

To find out more information about using your home or business in motion picture production, visit the BC Film Commission website at: www.bcfilmcommission.com

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Registering Your Property on FILM Director Locations Database

The BC Film Commission keeps an extensive digital library of potential locations across the province. It’s easy – and free – to register your home, office or property.

Save each image as a JPG, making sure you label each location (e.g. “kitchen.jpg”, “bathroom.jpg”, “backyard.jpg”, etc).

You must include a signed and dated copy of the release and consent form with your CD, otherwise we cannot use your location photos. The consent form can be found on our website at:www.bcfilm-commission.com

Submit your CD of photo files by mail or drop them off at our office located at: BC Film Commission, 201 – 865 Hornby St., Vancouver, BC V6Z 2G3

Remember to save all photos as JPG, and do not include more than one location in a file. Please remember to provide contact information with your photo file.

The first step is to create a digital “photo file” of your property – a virtual tour in pictures. It’s best to use a digital camera, although you can use a standard camera as long as you save the final pictures digitally on a CD as a .jpg file type. If you don’t know how to do this yourself, your local photo lab or camera shop can do it for you.

PHOTO FILE GUIDELINES

Photograph your property using the widest shots possible. Set your camera at medium resolution; our target print size is 180 dpi.

Start with the outside of your house

Shoot your neighborhood street looking both ways.

Take a wide shot of the house, driveway and yard.

Take a wide shot of the backyard and back of house.

Next shoot the inside of the house a room at a time, paying attention to any special features (bay windows, indoor pool, stairway). Try to duplicate the experience of someone walking through your house.

Stand to one side of the room you are photographing and take a picture.

Next, take a "reverse" shot by walking over to the opposite side of the room and take a photograph of the area you were just standing in. Show entrances in your photos if possible.

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Motion Picture Production and my Property

Congratulations. Your home or property has been selected as a motion picture location. Not only are you earning a little money, but you have a great story to tell your friends and you’re helping support BC’s motion picture production industry.

By now a location manager should have made contact with you. This person works for a production company and both must be registered with the British Columbia Film Commission. To confirm the validity of the location manager or production company, call the British Columbia Film Commission at (604) 660-2732.

Once your property is accepted as a location, the location manager should provide you with a proposed Locations Schedule, detailing dates and times the producers plan to use your property, and a draft Location Agreement.

The following is a check list for you to follow while in discussion with the location manager:

Use of your personal property in filming, safe storage of items not being used, and details for packing and moving personal property. It’s usually up to the producer to cover any of these costs.

Cast and crew use of washrooms, water, electricity, laundry machines and kitchens; smoking restrictions; trash removal; and, protective floor coverings.

The use of special effects such as smoke, snow, fire, gunshots, or simulated explosions.

Any areas off-limits to cast and crew.

Any alterations the production requires (painting, construction, gardening).

Positioning and parking of heavy equipment and vehicles.

Alternate accommodations and basic living expenses for you and your family during the shoot.

Clean up and remediation requirements (again, usually the responsibility of the producer).

The agreement should also hold the production company responsible for all the activities on your property during the shoot, and release you of liability.

The producers should also give you a copy of their relevant insurance papers before shooting begins.

If you have any questions regarding on-location motion picture production in your community, contact your local film co-ordinator at your municipal hall, call the BC Film Commission at 604 660-2732, or refer to our website at: www.bcfilmcommission.com

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Motion Picture Production and my Business

Many commercial areas in British Columbia are used in motion picture productions. It’s good business for British Columbia, employing thousands of British Columbians and supporting many businesses.

While there are obvious benefits to having a production shot in your neighbourhood, merchants are often concerned about the effect the work might have on their businesses.

The BC film community supports compensation for those businesses that have been negatively impacted during a location shoot. If you believe that a location-shoot has cost you business and you do not have a separate deal with the producer, you should claim a loss with the film production company.

If there is a Business Improvement Society in your area, arrangements could be made with the society, and your municipality to act as broker to ensure that your business is fairly compensated.

A claim should include proof of loss of net profits in comparison with past days of equal activity over the previous year. Other factors, such as weather and time of year, may have resulted in your losses as well, and should be taken into account when assessing the production company’s impact.

Production companies often buy your products or services for the value of the claimed gross losses to compensate for business loss.

Each production is different and the impact varies a great deal. Don’t expect that all productions working in your area will compensate at the same rate.

Meanwhile, some businesses, particularly those that take appointments like hair salons and dentists’ offices, should not shut down when there is a location shoot nearby. If they are worried that their customers won’t have access to their shop, a more effective strategy is to contact the location manager.

Tell them your unique needs and work with them to find a mutually beneficial solution. Alternative parking arrangements or valet service for customers may be options. You can find the name of the location manager on the Notification Letter, or by contacting your municipal office or the BC Film Commission at (604) 660-2732 or email to: [email protected]

The best strategy for dealing with a location shoot in your neighbourhood is to consider it an opportunity.

Production cast and crews are generally a captive audience, and require the same sorts of services and products that any visiting business people or residents might need.

Lots of local businesses have done well by establish-ing relationships with location managers and produc-tion companies who come back and use those ser-vices again and again. For more information on BC’s Motion Picture Industry, please go to: www.bcfilmcommission.com

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Notification Letter-Sample

[production company letterhead]

[date]

Dear_______:

On behalf of [production company], we are providing advance notice that a [commercial, tv special/series, movie-of-the-week, feature film] called [title] will be shooting in this neighbourhood from [dates]. We will be working at [address]. The shoot will begin at [time] and end at [time] each day.

During production times, you can expect:

[list in point form details of any potential disruptions or other relevant activity, including whether scenes are indoors or outdoors, lighting, traffic control, noise, stunts, special effects and parking]

The production company has all the necessary permits for this film shoot. Please note that the public [is, is not] permitted to visit the location during filming.

The producers and municipal government recognize that there are sometimes inconveniences associated with a location shoot, but we are working hard to ensure that your day-to-day schedule is not disrupted.

Thank you. Your cooperation will help make this location shoot a success, and help to encourage more producers to visit [community name] in support of British Columbia’s billion-dollar production industry.

If you have any questions or concerns about this location shoot, please contact me at [phone number]. During the shoot, you can also talk to [on-site contact’s name] who will be on the set. If you have further questions about filming in [name community] or specific concerns about this location shoot, you can contact the municipal film office at [phone number].

For general information about filming in British Columbia, or to comment on ongoing production in British Columbia contact the British Columbia Film Commission at 604-660-2732, or visit their website at www.bcfilmcommmission.com.

Yours truly,

[your name] [production company] [your contact information]

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Production RegistrationProduction Title: Production Company:

Local Address:

Phone: Fax:

E-mail Address:

Do you want your address included on the weekly BC Film Commission Film List? YES NO

TypeTV Series Animation Video Feature

TV Pilot Mini Series Short MOW

Documentary Photoshoot (Stills) Commercial

Other:

For TV Projects please provide:

No. of Episodes: Hours of Television: Original Airing Network:

Content

CDN USA (please check one)

Co-Production (please specify):

Other (please specify):

Union

Non Union Union (please check one)

Union Signatory (please specify):

Schedule

PREP From: To: Total of Days:

SHOOT From: To: Total of Days:

WRAP From: To: Total of Days:

Details

Executive Producer(s):

Producer(s): Cell:

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Production Registration Cont.

Production Manager: Cell:

1st AD: Production Coordinator:

Location Manager: Cell:

Assistant Location Manager: Cell:

Production Designer: Publicist:

Special Effects Coordinator: Cell:

Casting: Extras:

Cast:

Workers Compensation Board Number: Incorporation/Registry No.:

Proposed Activities:

Explosion Drive up/away Stunts

Rain or Snow Fire Car Stunt Drive by

Animals Gun Fire Helicopter

Tow Shots Wet downs Exterior Set Constr.

No. of Crew on Locations: Length of Work Trucks:

Parent Company (or Agency or Studio):

Address:

Phone: Fax:

E-mail Address:

AS WE ARE UNFAMILIAR WITH YOUR PROJECT, PLEASE PROVIDE US WITH A SYNOPSIS OF THE SCRIPT – THANK YOU

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Location WorksheetTO BE SUBMITTED WITH A STREET USE REQUEST FORM AND A MAP

Production Company: Office Phone:

Production Title: Episode No.:


Location: Date(s):

Move in Time: Start Time: End Time:

Move out Time:

Curfew extension required YES NO

Scenes to be filmed Please include detailed description and requirements of scenes (a seperate page may be used)

Spfx & Misc

Guns/Gunfire Stunts Rain/Snow

Animals Fire and/or Explosion

Other: No. of Picture Vehicles:

Extras:

Traffic Control

Street/Lane (east/west, name): ITC Closure applicable

Sidewalk (side): ITC Closure applicable

Lighting Please specify (a seperate page may be used) and attach a map of positioning

Cameras Please specify (a seperate page may be used) and attach a map of positioning

Film Office Coordinator to confirm with Location Manager

P R E - B O O K – OT H E R P R OX I M A L & E I C P R E V I O U S C O M P L A I N T I N F O & B I A C O N TA C T S N E I G H B O U R H O O D

19PRODUCTION GUIDE


Street Use Request

To Be Submitted with A Location Worksheet and a Map

Production Company: Office Phone:

Production Title: Episode No.:


Location: Date(s):

Street

Block Number(s): Side:

From: To:

PLEASE USE SPECIFIC LANDMARKS, SUCH AS INTERSECTING STREETS, METER NUMBERS OR OTHER IDENTIFIABLE MARKERS

Date required by:

day month year time

Date required to:

day month year time

work trucks picture circus generator lightning

Street


From: To:


Date required by:

day month year time

Date required to:

day month year time


Street


From: To:


Date required by:

day month year time

Date required to:

day month year time


Film Office Coordinator to confirmP L A C E M E N T O F G E N E R ATO R ( S ) C AT E R I N G C I R C U S & C R E W PA R K

20

Loss of Business Claim – Due to Film EventFilm Production Company: Production Title:

Phone: Fax:

Location of Film Event:

Business Name:

Fax: E-mail:

Business Address: GST Number:

Claim

1. actual revenue for the day of filming $ (a)

2. revenue from the same day one week prior to filming $

3. revenue from the same day two weeks prior to filming $

4. revenue from the same day three weeks prior to filming $

5. revenue from the same day four weeks prior to filming $

6. add line 2 to 5 $ ÷ 4 = (b)

estimated loss of revenue: subtract line (a) from line (b) $ (c)

Multiply line (c) by gross profit margin % $ (d)

total claim for lost revenue – from line (d) $

I verify that all information contained in this claim for lost revenue is accurate, based on the accounting records kept for my business. I understand that this is only a claim, and does not guarantee payment. However, if this claim is found to be true and accurate, I may receive payment up to the Total Claim Amount.

XSIGNATURE

This document must be stamped and signed by a certified Accountant. If you do not have an accountant, re-ceipts must be provided to verify claimed amount.

Accountant Name:

Address: Phone:

XACCOUNTANT SIGNATURE ACCOUNTANT STAMP

THIS FORM MAY BE MADE AVAILABLE TO THE CANADA CUSTOMS AND REVENUE AGENCY

21PRODUCTION GUIDE


Incident Report

Date: Location:

Approximate time of incident:

Production Title: Production Company:

Location Manager: Phone:

Brief Description of Incident

Action Taken

Follow Up

Witnesses / Police1. Name: 4. Name:

Phone: Phone:

2. Name: 5. Name:

Phone: Phone:

3. Name: 6. Name:

Phone: Phone:

22

Wrap Form

Data collected will help in a region-wide community awareness project. Individual budget figures are kept in the strictest confidence. Please help keep BC Film Friendly

1. Contact information (Production Office)

Production Company:

Production Manager:

Production Title: Type of Project:

Address:

City: Postal Code: Office Phone:

Fax: Cell: E-mail :

2. Forwarding contact information (parent company or post production offices)

Parent Company:

Production Executive:

Address:

City: Postal Code: Office Phone:

Fax: Cell: E-mail :

3. Your experience overall (Positive Stories, Comments, Concerns)

4. Community Expenditures

Please Indicate Currency USA CANADIAN

Total Budget (overall) $ Grand Total (spent in BC): $

Budget figures are crucial to secure financial support for the promotion of our industry, as well as funding the maintenance and improvement of our community relations. Individual budget information from each specific production is kept in the strictest confidence.

5. Production Days

From Date: To Date:

Total Prep Days: Total Shoot Days: Total Wrap Days:

23PRODUCTION GUIDE


Notice to User

The information provided or referred to in this Production Guide is provided to assist the needs of the film community and give general information about filming in British Columbia. The information herein does not constitute expert advice.

The Production Guide and the Digital Photo Library are the sole property of the Government of British Columbia and are made available to the domestic and international film production industry as a resource only and without the transfer of any copyright or other intellectual property right to the user.

The Government of British Columbia does not authorize the reproduction or distribution of either the Production Guide or the Digital Photo Library for any commercial purpose other than as research materials.

All of the locations in the BCFC web photo packages are intended as a visual representation for marketing BC as a film destination. The Government of British Columbia makes no representations or warranties concerning the availability of these locations.

This Production Guide and all of the information it contains are provided “as is” without warranty of any kind, whether express or implied. All implied warranties, including, without limitation, implied warranties of merchantability, fitness for a particular purpose, and non-infringement, are hereby expressly disclaimed.

The Copyright Policy can be found on the website: Copyright Policy - www.gov.bc.ca

and the Privacy Statement can be found on the website: Privacy Statement - www.gov.bc.ca are incorporated as part of this Notice.

Limitation of Liabilities

Under no circumstances will the Government of British Columbia be liable to any person or business entity for any direct, indirect, special, incidental, consequential, or other damages based on any use of this Production Guide, including, without limitation, any lost profits, business interruption, or loss of programs or information, even if the Government of British Columbia has been specifically advised of the possibility of such damages.

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