Securing the right locations is a crucial part of any film's pre-production process. But before a film crew can set foot on private or public property, the location scout needs to work with the property owner to draft up a location release form in order to protect both the production company and the property owner. This legal document grants permission to use a location for filming while specifying rights, obligations, and limitations. Here, we've laid out everything you need to know about location release forms, as well as a location release form template that you can download or use as a Canva template.
Contents:
A location release form is a legal document that grants a production company permission to film on a specific property. It is signed by the property owner or an authorised representative, ensuring that the filmmakers have the right to use the location for a specified duration and purpose.
Without a legally valid location release form, a production could face legal challenges, including trespassing claims, financial disputes, or demands for additional compensation.
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A location release form ensures that the production company has explicit permission to use the location, preventing future legal disputes. Without one, property owners might later claim that the filmmakers trespassed or used the property in ways they did not agree to.
By signing a location release form, the property owner acknowledges that the production company has rights over the footage filmed at the location. This means the owner cannot later claim ownership of the footage or restrict its use.
The agreement clarifies who is responsible for any property damage or injuries that occur during filming. This can protect both the production company and the property owner from legal disputes and ensures that proper precautions are in place.
A location release form specifies any fees, reimbursements, or conditions for location use. This eliminates misunderstandings about payment terms and ensures all parties are aware of financial obligations.
The document also outlines any limitations, such as restricted areas, filming hours, or whether the property owner can allow other productions to use the location simultaneously. This helps avoid conflicts and ensures a smooth filming process.
The document must include the names and contact details of both the property owner (or an authorised representative) and the production company. This ensures there is a clear record of who is granting and receiving permission.
The location release form should specify the full address and description of the property, as well as any particular areas included or excluded from filming. This prevents misunderstandings about what parts of the property can be used.
The agreement should outline the intended use of the footage, such as whether it will be for a commercial, documentary, or short film. It should also specify the activities allowed on-site, such as interior shots, drone footage, or set modifications.
Clearly defining the start and end dates, as well as specific times for access and filming, is crucial. Contingency plans for extended filming should also be included in case of delays or reshoots.
The form should outline any location rental fees and additional costs, such as security deposits, restoration expenses, or utility charges. It should also specify payment terms and deadlines to avoid financial disputes.
If the production team needs to alter the location—such as painting walls, moving furniture, or constructing sets—this should be clearly stated in the locatiom release form. Additionally, the document should include an agreement on restoring the property to its original condition.
The agreement should clarify who is responsible for damages to the property and outline any indemnification clauses protecting the owner from legal claims. It is also standard practice for production companies to provide proof of insurance that covers potential liabilities.
The location release form should specify whether the property owner can rent the space to other productions during the agreed filming period. It should also list any restrictions, such as noise limitations, restricted access times, or prohibited activities.
This section ensures that the production company retains the rights to use and distribute the footage filmed on the property. It also releases the property owner from any claims related to how the footage is used.
A valid location release form must include the signatures of both parties, along with the date of the agreement. In some cases, witness signatures or notarisation may also be required for additional legal protection.
Filming on public property often requires permits from local authorities, whereas private properties require direct agreements with owners. Scouts must ensure they obtain the proper permissions to avoid legal issues.
Different jurisdictions may have specific filming regulations, zoning laws, or permit requirements that must be adhered to. Location scouts should research and comply with local policies before securing a site.
Most property owners will request proof of production insurance to cover liabilities and damages. Location scouts should verify that the production company’s policy meets these requirements before finalising an agreement.
If the location includes businesses, tenants, or other third parties, scouts must ensure that their rights do not conflict with the production’s filming plans. Clear agreements should be made to prevent future disputes.
To secure the best filming spots, location scouts should start their search well in advance. This allows time for negotiations, permits, and any necessary site adjustments. Always make sure you conduct a location recce before comitting to a location.
Setting clear expectations about the size of the crew, potential disruptions, and on-site activities helps build trust and ensures a smoother filming process.
Having a legally vetted location release form template that can be customised for different locations saves time and reduces the risk of missing key legal clauses.
Signed copies of release forms should be easily accessible to the production team in case they need to reference the agreement during filming.
Before finalising an agreement, location scouts should confirm that the production company’s insurance policy covers potential liabilities, protecting both the production team and the property owner.
Planning for potential delays, weather disruptions, and extended shooting schedules can prevent complications and ensure a smooth production process.
Filmmakers should honour all agreed-upon terms, including restoration obligations, and take measures to ensure that the property is well-maintained during and after filming.
Whilst using a location release form template is a great place to get started, it's important that you have your contract legally vetted before getting anybody to sign.
A well-drafted location release form is a crucial tool for film location scouts, ensuring that productions proceed smoothly without legal or financial setbacks. By getting to grips with all of the legal considerations and best practices, location scouts can use a location release form template to draft up a reliable agreement that protects all parties and ensures a smooth production. Always prioritise clear communication, thorough documentation, and adherence to legal requirements to protect both the production company and property owners.
SuperScout is your own private location library – upload locations in minutes, tag them with ai in seconds, then search and share with your team
