Terms & Conditions

Insurance

  • The Production Company is required to provide proof of insurance for full public liability that covers personal injury as well as third party property breakages or damages on set.
  • Proof of insurance cover, on the Insurance Company’s letterhead, is required from the Production Company by Location Gallery prior to the commencement of any location booking.
  • Any damages that occur to the location and / or its content from the commencement of the shoot through to post production, is the responsibility of the Production Company / Client. The Production Company / Client will be held liable for such damages within 7 days of the shoot. If an insurance claim, claims must be submitted and driven by the client.
  • The Production Company / Client is responsible for any excess on their insurance policy. Anything on the location that is out-of-the-ordinary and may cause injury will be disclosed by Location Gallery in the contract.
  • By booking a location with Location Gallery, the Production Company indemnifies the Location Owner and Location Gallery for any damages, loss, injury or death to any crew member or guests during the shooting period.

Times, People & Vehicles On Set

Stills Shoots:

  • A standard 10 hours for a full day and 5 hours for a half day is applicable. (These hours must fall between 7am and 9pm). Anything outside of these hours requires approval by the Location Owner and Location Gallery.
  • Out-of-the-ordinary half day times are negotiable.
  • A standard stills shoot consists of 15-25 people (cast & crew combined).
  • Additional fees may apply should the team be larger than usual.
  • A standard shoot can consist of 2 panel vans, a small truck and private cars.
  • A shoot day begins with the first person on set and ends with the last person leaving.
  • Overtime is charged at 10% of the full day rate per hour for any additional hours spent beyond the hours prescribed for stills shoots. This rate applies to both half day and full day shoots.

Film Shoots:

  • A standard 14 hours for a full day and 7 hours for a half day is applicable, with half days on request. This is counted from first man on and last man off set. (These hours must fall between 7am and 9pm). Anything outside of these hours requires approval by the Location Owner and Location Gallery, as well as concurrence from all the required neighbours.
  • A prep / wrap day is a full day of 10 hours and a half day of 5 hours if negotiated. A full day prep is at 50% of the full day rate and a half day prep is negotiated at the time, and dependent on the Location Owner. The Production Company is to stipulate in the contract the number of crew and cast on set, and number of people at base camp.
  • A standard film shoot consists of 50-70 people on set. (This includes crew, cast, catering, drivers, etc). Any crew over this number on set is to be negotiated and is dependent on the Location Owner.
  • Overtime rates apply once the time on set exceeds 14 hours (full day) and 7 hours (half day). The rate per hour is determined as 10% of the full day location rate. This rate applies to both half day and full day film shoots. A rate of 20% will be applied for any hours beyond 16 hours on set.
  • Overtime rates must be negotiated up front to accommodate the expectations of the Location Owner. Where possible, a minimum of 90 minutes notice (before the contracted time to leave the location) must be given to Location Gallery by the Production Company, if overtime is required.

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Options

  • The Production Company is responsible to reply, where possible within 24 hours to Location Gallery, when requested to confirm or release an option.
  • Should the shoot be less than 24 hours away, Location Gallery must receive a reply from the Production Company within 2 hours from the time of the request.
  • If no confirmation has been made, the options will automatically lapse, unless another agreement is reached.
  • Options must be confirmed or released latest 7pm prior to the requested shoot day.
  • First options always take priority and there is no preference between stills and film shoots.
  • We work on a first come first served basis.

Weather Bookings

  • Weather bookings are accepted depending on the location.
  • If a cancellation is made due to bad weather, it is required by your team to use the location on another day by the same team / job no. The location must be used within a maximum period of 21 days from the weather cancellation date.
  • A full cancellation fee of 100% will be charged if you arrive at the location, but do not shoot due to bad weather.
  • If the Production Company has already prepped the location but cannot shoot due to weather, the prep day will be payable, but a 50% cancellation fee will be charged for the shoot day.
  • Location Gallery must be informed if the team will not be going onto set. If Location Gallery does not hear from the client, it will be presumed that you are shooting.
  • If the same team does not use the location on another day, a cancellation fee of 100% is applicable.
  • In the event that Location Gallery cannot make another day available to the team at the same location, a cancellation fee will not apply.
  • For weather bookings / cancellations, the Production Company representative must call in at the agreed weather call time that was pre-arranged upon the booking of the location.

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Cancellations

  • If the booking is cancelled within the prescribed notice period, then a 50% cancellation fee will apply for the entire booking period that was cancelled.
  • If the Production Company cancels within 24 hours of a one-day booking, then a 100% cancellation fee of the booking and prep or wrap will be charged if a one-day shoot.
  • If the Production Company cancels within 24 hours of a longer booking, then a cancellation fee will be negotiated. However, the minimum will be 100% of the prep and first shoot day, and 50% of the remaining days.
  • Should a confirmed booking be cancelled more than 24 hours before a shoot, but within 1 month of the shoot date, and Location Gallery is unable to re-book the Location, a cancellation fee of 50% will be charged.
  • Should the team not arrive on set for the day that the shoot was booked, with no communication about a postponement, then a 100% cancellation fee will be charged.

Dynamics Of Shoots

  • Location Gallery must be made aware of all of the dynamics involved in the shoot. The Production Company must ensure that any variables, such as two photographers on set, behind-the-scenes video, stunts, special effects, animals, painting, cooking, moving of furniture, lingerie shoots, nudity, set-builds, etc., be disclosed.
  • 2 Photographers on set may be subject to an additional charge for stills shoots.
  • Should the Production Company not adhere to the rules of the location as specified in the contract, and with no communication with Location Gallery, contravene any location rules, Location Gallery may impose a R2000 excl. VAT fine on the Production Company for each contravened rule.
  • Car and furniture stills shoots must be disclosed to Location Gallery as not all locations will allow such.

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Recces

  • An appointment must be made with Location Gallery for all recces.
  • The Production Company must ensure that the appointments that have been organized are kept. In the event that a team is unable to keep the appointment, or is running late, Location Gallery needs to be informed as soon as possible.
  • Under no circumstances may a Location Owner be contacted directly by either the Production Company or Production Manager, unless otherwise agreed to by Location Gallery. Location Gallery may be contacted on the after-hours numbers or office number.

Rules On Location

  • On optioning of a location, Location Gallery will provide the Production Company with any obvious rules pertaining to the shoot location.
  • The Location Owner has the right to decline certain outside-of-the-norm dynamics that arise out of the technical recce or that were not communicated by the client up front (e.g. special effects or animals on set).
  • The Production Company is responsible to ensure that the Production Managers are aware of the location rules and that these are respected.
  • A R2000 ex VAT fine will be levied against the Production Company, should any of the rules that are in the Location Contract be contravened.
  • If it is deemed that the location is being used for more than the pre-arranged booking (i.e. two photographers on set / many more than 20 people on a stills shoot) then an increased fee will be charged relative to the impact on the location. This fee is over and above the initial location fee and excludes the applicable transgression fee.
  • No smoking or drinking of alcohol is allowed anywhere on the location, unless agreed up front in the contract.
  • The use of the location television set, music system and telephone is strictly prohibited, unless negotiated otherwise.
  • For stills shoots, it is not permitted to use any of the location’s furniture, appliances, and various facilities, unless prior arrangement has been made with Location Gallery, and approved by the owner.
  • On departure of the location, all rubbish generated by the production team is to be removed off the premises. No rubbish is to be put in the location’s bins.
  • Please ensure that the location is cleaned thoroughly and left in the same condition as prior to the shoot. Should you require cleaners to assist you, contact Location Gallery who will arrange this for you at an additional cost.
  • It is mandatory that photographs of the impacted shoot area are taken prior to commencement of the shoot. This will make it easier for the correct replacement of furniture / appliances once the shoot is wrapped. It will also negate any dispute over damages after the shoot. It is the Production Company’s responsibility to prove that they did not affect damage that may have happened, with proof of the abovementioned photographs. If there is a back-to-back shoot, then the Production Manager on the first job must hand over to the Production Manager on the second job, and they must get the location signed off.

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Lighting Equipment

  • Lighting equipment for stills shoots includes a camera, grips and lighting package. Location Gallery must be notified of any additional equipment that may impact on the location.
  • If the lighting is Incandescent / HMI based, then a R100 fee per light per day will be levied per HMI, if the production team uses the location’s electricity for stills shoots.
  • If three phase power is required, the Production Company must check prior to the shoot if this is available while doing the recce.
  • Generators with more than a 3KV power output must be positioned as far away as possible from neighbours. In the event of generator trucks being used, the truck must be parked with minimal noise impact on neighbours, in mind. The Production Manager can gauge whether additional cabling is required prior to the booking, if it is deemed that the generators will impact the neighbours. Rather book longer cabling from the lighting rental company and place the generator in the least impactful position, so as to run cable from the generator to the light source.

Neighbours

  • It is the responsibility of the Production Company to advise all neighbours of the shoot, if the surrounding area of the shoot is in any way being used and may be a hindrance. This is by way of a letter drop, which must be done a minimum of 48 hours before the first shoot day.
  • Location Gallery will, to the best of their ability, inform the client of tricky neighbours. The Agent will at all times encourage the Location Owners to appease their neighbours directly.
  • The letter must specify details pertaining to any variables and dynamics of the shoot. It must include contact details, call times, wrap times, parking arrangements, any unusual equipment, noise, etc.
  • The letter is also necessary in order to make application to the Cape Town Film Office for a Permit to be issued to have vehicles in the street.
  • Please be aware of the Hot Spot locations including: Areas of Clifton, Areas of Camps Bay, Constantia, Bishopscourt, Newlands.
  • Please note that the City Bylaw is still in effect, whereby certain locations that have been red-flagged by neighbours, have to apply to the City for a Land-Use Permit. This application has to be done by the Location Owner and can take up to 5 working days to get the required Permit.

Location Gallery Photos

  • Location Gallery will make every effort to remain updated of any changes to its locations. However, it will be the responsibility of the Location Owner to inform Location Gallery of any changes that may have been made to the exterior and interior of their property.
  • The Location Owner is requested to update Location Gallery with images of the location, or Location Gallery will send a photographer to the location at an agreed upon rate.
  • It is highly recommended that the client and photographer and / or location manager view the location before making a booking. Aspects of the location may have changed over time.
  • Location Gallery, where possible, will advise the Production Company of any changes to its locations. However, Location Gallery will not be held responsible if the location differs from what is on the website / database.

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Payment

  • Payment for Film / TVC is due prior to commencement of the shoot and payable to Location Gallery. The Location Owner will be paid within 10 days of a booking
  • Proof of payment is to be sent to Location Gallery via Email (info@locationgallery.co.za)
  • Payment for Stills shoots are due within 10 days of invoicing. The Location Owner will be paid within this 10-day period.

Damages

  • Location Gallery will facilitate damages after a shoot and as long as these damages are ‘made good’ by the Production Company within 7 days of the last shoot date; then there will be no charge for Location Gallery’s facilitation fee. If an insurance claim, then this time period will be extended accordingly.
  • If damages are not concluded within 7 days of the last shoot date; then a facilitation fee of R1,500 will be charged for every 7 days thereafter, unless another agreement is reached between Production Company and Agent (e.g. an insurance claim).

Tricky Locations

  • Location Gallery will endeavor to have a representative at every technical recce for the tricky or difficult locations.

All Terms & Conditions stated in the sections above, are applicable for Shoot & Stay locations and / or bookings.

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