PREP, SHOOT, WRAP + OVERTIME FEES EXPLAINED

When a film or photo production asks to use your property, you may hear terms like prep day, shoot day, wrap day and overtime when discussing the location fee.

If you're new to hosting productions, those terms can make a relatively simple rental suddenly sound complicated.

The important thing to understand is that productions may need your property before and after the cameras are actually rolling—and those different types of access can be priced differently.

Here's how it generally works.

WHAT IS A SHOOT DAY?

The shoot day is the primary filming or photography day.

This is typically when the location experiences its largest production footprint: crew, talent, cameras, lighting, equipment, client, agency, catering and production vehicles may all be present.

Because the production has the greatest use and control of the property during this period, the shoot day is generally the property's primary location rate.

A shoot-day agreement should establish:

  • Date

  • Approved access time

  • Number of hours included

  • Areas being used

  • Approximate headcount

  • Location fee

  • Overtime rate

Make sure you're discussing access hours, not simply the hours production expects to be filming.

If the first photograph is scheduled for 8:00 AM, the crew may need access considerably earlier to unload and prepare.

WHAT IS A PREP DAY?

A prep day happens before filming.

Depending on the production, prep may involve:

  • Delivering equipment

  • Protecting floors

  • Moving furniture

  • Removing or replacing artwork

  • Bringing in props

  • Dressing rooms

  • Installing temporary set pieces

  • Preparing exterior areas

  • Setting up lighting

  • Establishing production support areas

Prep can range from a few hours for a small photo shoot to multiple days for a larger production.

SHOULD PREP BE CHARGED AT THE FULL LOCATION RATE?

Not necessarily.

Prep days are often negotiated separately from shoot days because the production's footprint may be smaller.

For example, a commercial might have 50 people at the property on the shoot day but only six crew members there during prep.

That doesn't mean prep should automatically be free.

Production still has access to the property, may be moving furniture or equipment and may prevent the owner from using portions of the location normally.

Some owners establish a reduced prep rate. Others negotiate based on the number of hours, crew size and amount of work taking place.

The key is understanding what "prep" actually involves before agreeing to a fee.

WHAT IS A WRAP DAY?

Wrap is the process of removing production materials and returning the location to its agreed condition after filming.

That may include:

  • Removing equipment

  • Removing props and set dressing

  • Returning furniture

  • Rehanging artwork

  • Removing floor protection

  • Cleaning

  • Removing trash

  • Restoring exterior areas

  • Collecting production supplies

Some productions can complete their wrap immediately after filming.

Others may need to return the following day.

If production needs access to your property on another day to complete wrap, that additional access should be discussed when negotiating the location.

SHOULD WRAP HAVE A SEPARATE FEE?

It can.

Like prep, wrap is often priced according to the amount of time and production activity involved.

A few crew members returning for three hours to remove equipment is very different from a full crew occupying the property for another ten-hour day.

Rather than automatically charging one universal wrap rate, consider:

How many people are coming back? How long will they be there? What work remains? How much of the property will they occupy?

That gives you a better basis for determining an appropriate fee.

WHAT IS OVERTIME?

Overtime begins when production remains at the location beyond the number of hours included in your agreement.

For example, if the agreed location fee includes 12 hours of access, the agreement should establish what happens when production enters hour 13.

The overtime structure should be negotiated before the shoot begins.

Don't wait until the crew is already running late to decide what an extra hour costs.

HOW SHOULD LOCATION OVERTIME BE CALCULATED?

There is no single universal overtime structure for every filming location.

Some agreements establish an hourly amount. Others calculate overtime as a percentage or multiple of the underlying location rate.

Whatever method you use, it should be:

  • Clearly defined

  • Agreed upon in advance

  • Included in the location agreement

  • Easy for both parties to calculate

The purpose isn't to punish production for running late.

It compensates the property owner for access and disruption beyond what was originally agreed.

WHY DOES OVERTIME MATTER?

Film and photography schedules change.

Weather can delay exterior work. Talent can arrive late. Equipment can malfunction. Creative changes can add shots. A setup may simply take longer than expected.

That doesn't necessarily mean anything has gone wrong.

But if production needs your property longer than planned, the financial terms should already account for it.

This is particularly important for residential locations where the owner may be waiting to return home after production wraps.

WHAT ABOUT EARLY ARRIVALS?

The same principle applies at the beginning of the day.

If the agreement provides access beginning at 7:00 AM, production shouldn't assume it can begin unloading at 6:15 AM without approval.

Your agreed access period should include load-in and load-out, not simply camera time.

If early access is necessary, discuss it in advance.

WHAT ABOUT TECH SCOUTS?

A technical scout, often called a tech scout, typically happens after a location is being seriously considered or selected.

Key crew members may visit the property to determine how the shoot will physically operate.

They may evaluate:

  • Camera positions

  • Lighting

  • Power

  • Equipment access

  • Parking

  • Holding

  • Catering

  • Hair and makeup

  • Wardrobe

  • Production vehicles

  • Safety considerations

Whether a scout or tech scout carries an additional fee depends on the property and agreement.

If repeated visits become extensive or disruptive, establish expectations with production before approving additional access.

WHAT IF PRODUCTION NEEDS TO LEAVE SOMETHING OVERNIGHT?

Ask about this during the initial negotiations.

Production may want to leave equipment, furniture, props or set dressing at the property between prep and shoot days or between multiple filming days.

Clarify:

  • What will remain

  • Where it will be stored

  • Who is responsible for it

  • Whether anyone needs overnight access

  • Whether the property can be used normally during that period

If production effectively controls the property overnight or prevents normal use, that may factor into your overall location fee.

THINK IN TERMS OF ACCESS, NOT JUST FILMING

This is the easiest way for property owners to understand production fees.

Imagine a production proposes:

Monday: Prep
Tuesday: Shoot
Wednesday: Wrap

That's not simply a "one-day shoot."

Production may have some level of access to or control over the property for three separate days.

Those days don't necessarily need to cost the same amount, but all three should be considered when negotiating the location agreement.

GET THE FULL SCHEDULE BEFORE QUOTING

Before agreeing to a location fee, ask production for the entire anticipated schedule:

  • Scout dates

  • Tech scout

  • Prep dates

  • Shoot dates

  • Wrap dates

  • Daily access hours

  • Expected headcount each day

  • Overnight equipment or set dressing

  • Overtime terms

Then evaluate the total impact on your property.

For a broader look at pricing, read What Location Fees Actually Cover.

Property owners should also make sure the final schedule and financial terms are documented in the location agreement. See What Is a Location Release? for more information.

THE BOTTOM LINE

A production location fee isn't only about the hours when a camera is recording.

Prep pays for production access before filming. Shoot fees cover the primary production day. Wrap accounts for returning the property to its original condition. Overtime compensates the owner when production stays beyond the agreed hours.

Before agreeing to a rate, understand the complete production schedule and exactly how your property will be used on each day.

Clear terms upfront make it much easier for both the property owner and production when the inevitable schedule changes happen.

Nashville Location Company provides location scouting, location management and location consulting for film, photography and commercial productions throughout Nashville and Middle Tennessee.