Terms & Conditions


  • The Production Company is required to provide proof of insurance for full public liability which 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 14 days of the shoot.
  • The Production Company / Client is responsible for any excess on their insurance policy.
  • 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.
  • Out of the ordinary half day times are negotiable.
  • A standard stills shoot consists of +- 15 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 day on request.
  • A standard film shoot consists of 40-60 people on set.
  • A reasonable grace period of 2 hours is permissible: Full day shoots - one hour prior to and one hour after the shoot has ended / Half day shoots - half an hour prior and half an hour after the shoot has ended. This is to accommodate the setting up and wrapping up of the shoot, calculated from the first man on set to the last man off location. In effect the total time could extend to 14 hours (full day) and seven hours (half day) including the grace period (see previous comment).
  • Overtime rates apply once the time on set exceeds 14 hours (full day) and seven hours (half day). The rate per hour is determined as a percentage of the full day location rate. This rate applies to both half day and full day film shoots.
  • Overtime rates must be negotiated upfront to accommodate the expectations of the location owner.

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  • The Production Company is responsible to reply 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. 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.
  • Location Gallery must be informed if the team will not be going onto set. It will be presumed that you are shooting, if weather bookings are not called in at the weather call time agreed to when the booking was made.
  • If another Production Company would like to confirm the location on your weather day, you wil be required to either confirm the booking or release that weather day.
  • If the same team does not use the location on another day, a cancellation fee of 50% 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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  • Cancellation of confirmed bookings must be in ratio to the booking time period. For example, if a client books a location for two days, then the booking must be cancelled prior to 48 hours from the first booking date.
  • 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 50% cancellation fee will be charged.
  • Should a confirmed booking be cancelled more than 24 hours before a shoot, 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, 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, stunts, special effects, animals, painting, cooking, moving of furniture, lingerie shoots, nudity, set-builds, etc, be disclosed.
  • Should the Production Company not inform Location Gallery of such variables, Location Gallery may impose a R1000 excl. VAT fine on the Production Company for each contravened rule.
  • Car and furniture shoots must be disclosed to Location Gallery as not all locations will allow such.

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  • 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. Location Gallery may be contacted on the after hours numbers or office number.

Rules On Location

  • On confirmation of a booking, Location Gallery will provide the Production Company with any rules pertaining to the shoot location.
  • The Production Company is responsible to ensure that the production managers are aware of the location rules and that these are respected.
  • A R1000 ex VAT fine will be levied against the Production Company, should any of the rules be contravened.
  • If it is deemed that the location is being used for more than the pre-arranged booking (ie: two photographers on set / many more than 15 people on a stills shoot) then an increased fee will be charged. 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.
  • The use of the location television set, music system and telephone is strictly prohibited.
  • It is not permitted to use any of the locations 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 location 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 and we will arrange this for you at an additional cost.
  • It may be necessary to take some photographs of the impacted shoot area prior to commencement of the shoot. This will make it easier for the correct replacement of furniture / appliances once the shoot is wrapped.

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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 electricity.
  • 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.


  • 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.
  • 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, 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.

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.
  • 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 accountable if the location differs from what is on the website / database.

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

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

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Office: +27 21 418 1714 | Fax: +27 86 696 2216 | E-Mail | 140 Waterkant Street, Greenpoint, 8005, South Africa


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