WHAT IS A LOCATION RELEASE?
If a film, commercial, photo shoot, music video or other production wants to use your property, you may be asked to sign a location release or location agreement before filming begins.
Simply put, a location release gives a production permission to enter, photograph or film a property and use the resulting images or footage under agreed-upon terms.
For property owners, it is an important document that establishes exactly what you and the production are agreeing to before the crew arrives.
WHAT DOES A LOCATION RELEASE COVER?
Every agreement is different, but a location release may include:
Property address and areas being used
Shoot, prep and wrap dates
Hours of access
Location fees
Overtime rates
Permitted production activities
Alterations to the property
Insurance requirements
Responsibility for damage
Restoration and cleaning
Cancellation terms
Rights to photographs and footage created at the property
The agreement should reflect the actual scope of the production and any terms you've negotiated.
WHY DOES A PRODUCTION NEED A LOCATION RELEASE?
A location release documents that the production had permission to film or photograph private property.
This is especially important for commercial productions where photographs or footage may ultimately appear in advertising, television, websites, social media, print campaigns or other media.
The agreement gives the production the necessary rights to use what it creates while documenting the terms agreed upon with the property owner.
IS A LOCATION RELEASE THE SAME AS A FILM PERMIT?
No.
A location release is an agreement between the production and the owner or authorized representative of a property.
A film permit is permission from a government agency or other authority to conduct certain production activities within its jurisdiction.
A production may need one or both depending on where and how it is filming.
For Nashville-specific permitting information, visit the Metro Nashville Film Office or read our guide to filming in Nashville Metro Parks.
WHAT SHOULD PROPERTY OWNERS LOOK FOR BEFORE SIGNING?
Don't think of a location release as simply a permission slip.
Make sure the agreement accurately reflects what you've discussed with the production. Pay particular attention to:
Dates and hours
Location fee
Overtime
Prep and wrap access
Areas of the property being used
Insurance
Damage and restoration
Cancellation
Alterations to the property
Rights being granted to the production
If something in the agreement doesn't match your conversations with the production, ask about it before signing.
WHO SHOULD SIGN THE LOCATION RELEASE?
The person signing should have the legal authority to grant access to the property.
Depending on the location, that could be the property owner, landlord, business owner, property manager or another authorized representative.
Properties involving tenants, HOAs, condominium associations, shared spaces or multiple owners may require additional approvals.
WHAT ABOUT PRODUCTION INSURANCE?
A location release and production insurance are two separate things.
Property owners should ask whether the production carries appropriate insurance and may request a Certificate of Insurance (COI) before the shoot. Depending on the agreement, the property owner or property entity may also be listed as an additional insured.
General insurance information is available through the Tennessee Department of Commerce & Insurance.
CAN A PRODUCTION MAKE CHANGES TO THE PROPERTY?
Sometimes—but those changes should be approved in advance.
A production might ask to move furniture, replace artwork, cover windows, rearrange a room, bring large equipment inside or temporarily dress a space to fit the creative.
The location agreement should establish what the production is allowed to change and how the property will be returned to its original condition.
If you're preparing your property for an upcoming shoot, read our guide to How to Make Your Property Film Ready.
WHAT HAPPENS IF FILMING RUNS LATE?
The agreement should establish how many hours are included in the location fee and what happens if the production exceeds them.
Overtime rates should be agreed upon before filming begins, along with rates for additional prep, shoot or wrap time.
For more on how production rates are structured, see What Location Fees Actually Cover.
BEFORE YOU SIGN
The most important thing is making sure the paperwork matches the actual production plan.
You should understand who is coming, what they're doing, where they're filming, when they'll be there, what you're being paid and what happens if the plan changes.
For larger productions, unusual requests or agreements you're uncomfortable interpreting yourself, consider having an attorney review the document before signing.
A clear location agreement protects expectations on both sides and helps prevent surprises once production is underway.
Nashville Location Company provides location scouting, location management and location consulting for film, photography and commercial productions throughout Nashville and Middle Tennessee.