WHAT TO DO IF A PRODUCTION DAMAGES YOUR PROPERTY

Even with an experienced crew and proper property protection, accidents can happen during a film or photo shoot.

A wall gets scratched while equipment is being moved. Furniture is damaged. A sprinkler head gets driven over. A floor is chipped. Landscaping is disturbed during load-out.

If a production damages your property, the most important thing is to document the issue, notify the production promptly and follow the process established in your location agreement.

Here's what to do.

1. DOCUMENT THE DAMAGE

Take clear photographs and video as soon as you notice the problem.

Capture:

  • The overall area

  • Close-ups of the damage

  • Multiple angles

  • Surrounding areas for context

  • Any production equipment or activity relevant to what occurred

If you photographed the property before production began, keep those images available for comparison.

This is one reason we strongly recommend taking before photos whenever you're hosting a professional production.

2. TELL THE PRODUCTION IMMEDIATELY

If production is still on site, notify the producer, location manager or other designated production representative.

Don't wait several days if the damage is already visible.

Show them exactly what you're concerned about and give production an opportunity to document it as well.

For larger productions, the location department may create a damage report or photograph the issue before leaving.

3. DON'T RUSH TO REPAIR IT

Unless the damage creates an immediate safety issue or could become worse if left alone, avoid making permanent repairs before the production has had an opportunity to review and document it.

If something does require emergency attention—such as active water damage—take photographs and video first when safely possible, then take reasonable steps to prevent additional damage.

Keep receipts for emergency repairs or services.

4. CHECK YOUR BEFORE PHOTOS

Before-and-after documentation can make resolving a damage claim much easier.

Compare the affected area with photographs taken before production arrived.

This helps establish:

  • The property's previous condition

  • Whether the damage existed before filming

  • The extent of the change

  • What may need to be restored

If you regularly rent your property for production, make a quick condition walk-through part of your standard check-in process.

Read How to Protect Your Property During Production for more preventative steps.

5. REVIEW YOUR LOCATION AGREEMENT

Your location agreement or location release should establish how production-related damage and restoration are handled.

Review the provisions covering:

  • Property damage

  • Restoration

  • Insurance

  • Security or damage deposits

  • Cleaning

  • Alterations

  • Indemnification

  • Notification requirements

  • Deadlines for reporting claims

The exact language varies between agreements, which is why it's important to understand these terms before signing.

For more information, read What Is a Location Release?.

6. CONTACT THE RIGHT PERSON

During the shoot, you may have been communicating with a location manager, producer or production coordinator.

For a damage claim, ask production who should handle the issue moving forward.

Depending on the production, that may be:

  • Producer

  • Production manager

  • Location manager

  • Production company

  • Insurance broker

  • Claims representative

Keep the communication organized and preferably in writing.

7. GET A REPAIR ESTIMATE

Once production has acknowledged the issue, obtain an appropriate estimate for restoring the property.

Depending on the damage, that might come from a:

  • Contractor

  • Painter

  • Flooring professional

  • Landscaper

  • Furniture repair specialist

  • Electrician

  • Plumber

  • Other qualified professional

The goal should generally be to return the property to its pre-production condition, not to use the claim as an opportunity for an unrelated renovation or upgrade.

For significant damage, production or its insurer may want additional estimates or an inspection before authorizing repairs.

8. KEEP EVERYTHING TOGETHER

Create a simple file containing everything related to the issue.

Save:

  • Before photographs

  • After photographs

  • Video

  • Location agreement

  • House rules

  • Emails

  • Text messages

  • Repair estimates

  • Invoices

  • Receipts

  • Production contact information

  • Certificate of Insurance

Good documentation can make a straightforward claim stay straightforward.

9. CHECK THE PRODUCTION'S CERTIFICATE OF INSURANCE

Professional productions commonly provide a Certificate of Insurance (COI) before filming.

Locate the COI you received and keep it with your documentation.

Remember that a COI is evidence of insurance; it isn't the insurance policy itself and doesn't guarantee that a particular incident is covered.

If the issue needs to become an insurance claim, the production or its insurance representative can provide information about the appropriate claims process.

For more information, read What Is a Certificate of Insurance (COI)? and What Insurance Should You Require From Production?.

General information about insurance regulation in Tennessee is available through the Tennessee Department of Commerce & Insurance.

10. UNDERSTAND THE DIFFERENCE BETWEEN DAMAGE + CLEANUP

Not everything that looks bad at the end of a 12-hour shoot is necessarily permanent damage.

You may see:

  • Dirt tracked onto floors

  • Furniture out of place

  • Trash

  • Tape residue

  • Flattened grass

  • Minor scuffs

  • Dust from equipment movement

Some issues may simply require cleaning or normal wrap and restoration.

Before assuming something is permanently damaged, give production the opportunity to complete its agreed wrap.

At the same time, don't ignore something because production says, "It'll probably clean up."

Document the condition and confirm that it is properly restored.

11. DON'T SIGN OFF UNTIL WRAP IS COMPLETE

Whenever possible, complete a final walk-through with the production representative before everyone leaves.

Check the areas production used and confirm:

  • Furniture has been returned

  • Artwork has been restored

  • Equipment has been removed

  • Trash is gone

  • Floors and walls are in appropriate condition

  • Exterior areas are restored

  • Landscaping has been checked

  • Approved alterations have been reversed

If something still needs attention, document it.

For productions with a separate wrap day, complete the final inspection after that work has finished.

WHAT IF YOU DON'T NOTICE THE DAMAGE UNTIL LATER?

Some damage isn't obvious during wrap.

You might discover a scratched floor the following morning or realize later that an exterior fixture was damaged.

Photograph the issue as soon as you find it and contact the production representative promptly.

Your location agreement may establish a timeframe for reporting damage, so don't unnecessarily delay.

This is another reason to inspect the property carefully immediately after production.

WHAT IF PRODUCTION DISPUTES THE DAMAGE?

If you and production disagree about whether damage occurred or who is responsible, keep the conversation factual.

Provide:

  • Before photographs

  • After photographs

  • Timeline

  • Relevant agreement terms

  • Repair estimate

  • Any supporting documentation

Avoid immediately repairing or discarding damaged items if doing so would prevent the other party or insurer from evaluating the claim.

For a significant dispute, expensive damage or disagreement over contractual responsibility, consider consulting an attorney or your own insurance professional.

WHAT ABOUT A SECURITY OR DAMAGE DEPOSIT?

Some property owners require a refundable security or damage deposit before production begins.

If you collected one, your location agreement should explain:

  • What the deposit may be used for

  • How damage is documented

  • When deductions may be made

  • When the remaining deposit is returned

Don't simply withhold a deposit without documentation.

If you're deducting legitimate repair costs, keep estimates, invoices and photographs supporting those expenses.

PREVENTING DAMAGE IS EASIER THAN RESOLVING IT

The best damage claim is the one you never have to make.

Before hosting a production:

  • Photograph the property

  • Remove irreplaceable valuables

  • Identify sensitive surfaces

  • Establish restricted areas

  • Protect floors

  • Discuss furniture movement

  • Create clear house rules

  • Request appropriate insurance documentation

  • Use a written location agreement

  • Consider having a site representative

  • Complete a final walk-through

Our guides to How to Protect Your Property During Production and How to Create Film-Friendly House Rules cover these steps in more detail.

A SIMPLE DAMAGE CHECKLIST

If something is damaged during a shoot:

  1. Photograph and document it.

  2. Notify production promptly.

  3. Prevent additional damage if necessary.

  4. Don't make permanent repairs before the issue is documented unless they're urgently needed.

  5. Review your location agreement.

  6. Locate the production's COI.

  7. Get an appropriate repair estimate.

  8. Keep communication and documentation together.

  9. Follow the production or insurer's claims process when applicable.

  10. Keep records until the issue is fully resolved.

THE BOTTOM LINE

Property damage during a professional film or photo shoot doesn't automatically need to become a major dispute.

Document the property's condition before production, make sure insurance and agreements are in place, and inspect the location when production wraps.

If damage does occur, photograph it, report it promptly, review your agreement and give the production an opportunity to address it.

Clear documentation and communication are usually the best starting points for getting your property restored and moving on.

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