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 6am-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), beginning with the first person on set & ending when 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. This is counted from first man on and last man off-set (these hours must fall between 6am – 9pm). Anything outside of these hours requires approval by the Location Owner and Location Gallery, as well as concurrence from all their required neighbours.
A standard film shoot consists of 50-80 people on set (this includes crew, cast, catering, drivers, etc. ). Any crew over this number 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 percentage 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 upfront to accommodate the expectations of the Location Owner. Where possible, a minimum 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.
options
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 two 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 by 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 but if cancelled due to bad weather, it is required by the team to use the location on another day, within a maximum of 21 days from that cancellation.
A full cancellation fee of 100% will be charged if the production company arrives at the location, but does 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. A 50% cancellation fee will be charged for the shoot day.
Location Gallery must be informed if the team will not be going to set. If Location Gallery does not hear from the production company, it will be presumed that the shoot has gone ahead.
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.
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, stunts, special effects, animals, painting, cooking, moving of furniture, lingerie shoots, nudity, set-builds, etc, to be disclosed as some locations do not allow such.
Two Photographers on set may be subject to additional charge for a stills shoot.
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.
rules on location
On optioning of a location, Location Gallery will provide the Production Company with any particular 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 (eg special affects 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.
If it is deemed that the location is being used for more than the pre-arranged booking (ie: two photographers on set / over 25 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 location, unless otherwise agreed to by Location Gallery.
The use of the locations electronics is strictly prohibited unless otherwise agreed to by Location Gallery.
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.
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 damages that may have happened, with proof of the above-mentioned photographs. If there are back-to-back shoots, then the Production Manager on the first job must hand over to the Production Manager on the second job to have the location signed off.
lighting equipment
Lighting equipment for stills shoots include a camera, grips and lighting package. Location Gallery must be notified of any additional equipment that may impact on the location.
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 / or 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. Location Gallery 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, 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 note that the city by-law 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 five 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. Location Gallery will not be held accountable if the location differs from what is on the website / database.
The Location Owner is requested to update Location Gallery with images of the location or Location Gallery will send a photographer at an agreed upon rate.
It is highly recommended that the client, photographer and / or location manager view the location before making a booking as the location may have changed over time.
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.
Payments for Stills shoots are due within 10 days of invoicing. The Location Owner will be paid within 10 days of a booking / confirmed shoot.
damages
Location Gallery will facilitate damages after a shoot and as long as these damages are ‘made good’ by the Production Company within seven 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 seven days of the last shoot date; then a facilitation fee of R1,500 will be charged for every seven days thereafter, unless another agreement is reached between Production Company and Agent (e.g. an insurance claim).
