WHAT INFORMATION SHOULD YOU COLLECT FROM A PRODUCTION?

If someone contacts you about using your home, business, land or other property for a film or photo shoot, don't agree to a rate based on the initial inquiry alone.

Before saying yes, you need to understand who is filming, what they're filming and what the production will actually require from your property.

A professional production should be able to provide basic information about the project, schedule, crew and intended use of the location.

Use the checklist below as a starting point.

1. PRODUCTION COMPANY + CONTACT INFORMATION

Start by establishing who you're actually dealing with.

Ask for:

  • Production company name

  • Producer or production contact

  • Email address

  • Phone number

  • Company website, when available

  • Billing contact

  • Insurance contact, when applicable

If you're unfamiliar with the company, take a few minutes to research it before moving forward.

2. WHAT IS THE PROJECT?

Ask what is being produced.

It might be a:

  • Commercial

  • Photo shoot

  • Television production

  • Film

  • Music video

  • Editorial shoot

  • Branded content project

  • Social media production

  • Corporate video

  • Documentary

You don't necessarily need every creative detail, but you should understand the general nature of the project and how your property will be represented.

3. WHO IS THE CLIENT?

For advertising and commercial productions, ask who the end client or brand is.

There can be a significant difference between hosting a small editorial shoot and hosting a national advertising campaign.

Knowing the client and intended use can also help you better evaluate an appropriate location fee.

4. WHAT DO THEY WANT TO FILM?

Ask specifically what the production plans to do at your property.

Which rooms or exterior areas do they want to use?

Will they be filming interiors, exteriors or both?

Will actors or models be performing specific actions?

Will vehicles be involved?

Will there be food preparation, water, smoke, animals, children, special effects or anything else outside normal property use?

The more unusual the activity, the more important it is to understand it before agreeing to the shoot.

5. WHAT DATES DO THEY NEED?

Don't ask only for the shoot date.

Productions may need access for:

Scout — Initial visit to evaluate the property.

Technical Scout / Tech Scout — A later visit with key production crew to work through logistics.

Prep — Time to bring in equipment, protect surfaces, move furniture or dress the location.

Shoot — The actual filming or photography day.

Wrap / Restoration — Time to remove equipment and return the property to its original condition.

Make sure you understand every date the production expects to access your property.

6. WHAT ARE THE HOURS?

Ask for expected arrival and departure times.

A "one-day shoot" can mean very different things depending on whether the production needs your property from 9:00 AM–5:00 PM or 5:00 AM–10:00 PM.

Also ask what happens if production runs late.

Your location agreement should establish the number of hours included in the location fee and any applicable overtime rate.

Read What Location Fees Actually Cover for more information about shoot hours, prep, wrap and overtime.

7. HOW MANY PEOPLE WILL BE ON THE PROPERTY?

Ask for the estimated total headcount, including:

  • Crew

  • Client

  • Agency

  • Talent

  • Hair and makeup

  • Wardrobe

  • Catering

  • Drivers

  • Production assistants

  • Other vendors

A crew of eight has a very different impact on a property than a production of 60.

Headcount can affect parking, bathrooms, power, holding space, catering and your overall location fee.

8. HOW MANY VEHICLES ARE COMING?

Production vehicles are easy to overlook and can quickly become one of the biggest logistical challenges.

Ask about:

  • Passenger vehicles

  • Production vans

  • Sprinter vans

  • Cargo vans

  • Equipment trucks

  • Motorhomes

  • Catering vehicles

  • Talent vehicles

  • Client and agency vehicles

Find out where production expects these vehicles to park and whether your property can accommodate them.

If street parking, traffic control or public property is involved, additional approvals or permits may be required. Nashville production information is available through the Metro Nashville Film Office.

9. WHAT EQUIPMENT ARE THEY BRINGING?

You don't need a complete equipment manifest, but you should understand the general scale of the production.

Ask whether the shoot will involve:

  • Large lighting equipment

  • Generators

  • Camera dollies or track

  • Large stands

  • Tents

  • Wardrobe racks

  • Hair and makeup stations

  • Production tables

  • Catering equipment

  • Large props or set pieces

This can help you understand how much of the property will actually be occupied by production.

10. DO THEY WANT TO CHANGE ANYTHING?

Productions frequently need to adjust a property to fit the creative.

They may ask to:

  • Move furniture

  • Remove artwork

  • Replace decorations

  • Cover windows

  • Hang temporary materials

  • Change light bulbs

  • Bring in furniture or props

  • Rearrange rooms

  • Alter landscaping

  • Temporarily cover signage

Ask what changes are anticipated and establish which alterations require your approval.

Anything moved or changed should be returned to its original condition after filming.

11. WHERE WILL THE CREW HOLD?

The area visible on camera is only part of the space a production needs.

Crew members also need somewhere to eat, wait, store equipment, change wardrobe and prepare talent.

Ask where production intends to place:

  • Catering

  • Hair and makeup

  • Wardrobe

  • Equipment

  • Client and agency

  • Talent

  • Crew holding

Sometimes those areas can be accommodated inside the property. Larger productions may bring tents, motorhomes or other support spaces.

12. WHAT ARE THE POWER REQUIREMENTS?

Small productions may operate primarily from household power.

Larger productions may bring generators or require access to significant electrical service.

Ask whether production expects to use your electricity and whether generators or other power equipment will be brought onto the property.

13. IS THE PRODUCTION INSURED?

Before granting access, ask for proof of appropriate production insurance.

Professional productions can typically provide a Certificate of Insurance (COI) showing their coverage.

Depending on the production and your requirements, you may also request that the appropriate property owner or entity be listed as an additional insured.

Read What Is a Certificate of Insurance (COI)? and What Insurance Should You Require From Production? for more information.

14. WHAT IS THE LOCATION FEE?

Once you understand the full scope of the production, you can have a much more informed conversation about price.

Confirm:

  • Shoot-day rate

  • Number of hours included

  • Overtime rate

  • Prep rate

  • Wrap rate

  • Scout or tech scout fees, if applicable

  • Cleaning fees, if applicable

  • Security or damage deposit, if applicable

  • Payment schedule

Avoid agreeing to a fee before you understand the production's actual footprint.

15. WILL THERE BE A LOCATION AGREEMENT?

The final terms should be documented in writing.

A professional location agreement may address access, fees, hours, overtime, insurance, alterations, damage, restoration, cancellation and the production's right to photograph or film the property.

Read What Is a Location Release? for a deeper explanation.

A SIMPLE FIRST-RESPONSE CHECKLIST

You don't need to ask 30 questions the moment someone emails you.

For an initial production inquiry, start with the basics:

  • What is the project?

  • Who is the production company and client?

  • What would you like to film at the property?

  • What dates are you considering?

  • What hours will you need?

  • What is the estimated headcount?

  • How many vehicles are expected?

  • Are prep or wrap days required?

  • Are any changes to the property anticipated?

  • What is the proposed location fee?

  • Can you provide proof of production insurance?

Those answers should give you enough information to decide whether the project is worth exploring further.

THE BOTTOM LINE

The most important rule when considering a film or photography inquiry is simple: understand the production before agreeing to the production.

A beautiful project with a crew of six may be an easy fit. The same creative with 70 people, three trucks, a motorhome, a generator and a 14-hour day is an entirely different proposition.

Collect the basic information upfront, ask questions when something isn't clear and make sure the final terms are documented before production arrives.

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