Use of countryside sites
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How many of you have been faced with a request to use one of your
sites for filming – either as a movie location or for documentary or advertising
purposes? It may appear to be a potential source of income generation –
but it can equally generate a few headaches! The following check-list has been
prepared by colleagues who have experience of such matters, to help guide the
newcomer through some of the issues that need to be considered.
What you need to know before you say
“YES”
What is the filming about? There may be some subjects that are acceptable to
your organisation and others that are not. Dealing with filming is about forming
relationships, especially with the location manager, understanding exactly what
is needed and clearly communicating your requirements. Depending on your own
Authority’s policies, things you might allow could include:
- Documentaries on natural history and conservation.
- Educational productions contributing to park objectives and themes.
- Demonstrating environmental technologies.
- Promoting the natural beauty and history of the local area.
- Promoting local produce and local business.
- Filming events on your sites (though care here regarding the filming of children).
Some things you might wish to exclude could be:
- Promoting anything environmentally damaging or resulting in
vandalism or graffiti.
- Anything by political groups or racist in nature or promoting controversial
issues e.g. fox hunting.
Excessive bad language, violence; smoking; drinking or drug taking; explicit
sexual material (though many dramas include this and your site might not be
specifically identifiable).
- Shoots depicting suicides (though there could be a positive angle if it is
a film to promote support groups such as Samaritans/Rural Stress Network).
- Promotion of motor vehicles (though one Authority had a coach blown up on
one of their sites without problems).
- Anything involving fires; explosions; pyrotechnics (but some of your events
might already have these and it could be acceptable in the right location).
- Use of firearms or other weapons (may be contrary to park byelaws).
- Constructing and employing large sets in sensitive locations.
- Disrupting, harassing, or manipulating wildlife or using trained wildlife/animals.
- Anything that severely limits public access or public use of an area.
- Portraying illegal activities or activities damaging to the image of the Park
or in conflict with Park messages or regulations.
Once you have said “YES”. Other things you’ll
need to consider:
- An Application Form should be completed and from this you can
draw up a contract.
- You’ll need full production details from them (dates; times; crew size,
locations, equipment, maps, etc).
- Agree the number of people and (particularly) the number vehicles and where
these are to be parked (needs to be closely monitored).
- Need for access to on-site power source or using own generators.
- Details of their Public Liability Insurance (£5-10 million is usual,
sometimes with the park being named as co-insured or specially indemnified).
- Location – there may be some places you want to rule out.
- Any special arrangements such as ensuring the film crew don't drive onto any
sensitive areas, keep to the tracks, drive slowly and are aware that there are
members of the public around. (You may need them to set up appropriate signage/safety
barriers alerting any potential hazards).
- Agree the gate/site access routes to the location and whether these need to
be manned.
- Agree the location fee (plus details of additional costs if they over-run
or want your staff to stay late). It should include direct costs such as site
supervision, staff expenses, location costs for rights and privileges of using
the area, as well as any indirect or incidental costs. The exact fee charged
depends on a number of factors including production size, length of stay, location
and so on. It should be paid upfront. Companies are usually happy to pay such
fees especially if you are providing them with clearly defined services. Fees
range from nothing for a topical news item to £500 per day for a drama
production with minimal staff involvement up to £1500 per day for lots
of staff involvement and visitor inconvenience. Aim high and negotiate hard.
- You’ll need a security/damage deposit - the purpose of this is to ensure
site restoration and clean-up.
- The care and maintenance of the filming/photography site at all times including
providing receptacles for rubbish and mobile toilets.
- Ask to see their H&S policies, risk assessments (in response to a hazard
checklist which presumably you as site manager would provide) and their SSOW's
(Safe Systems of Work) arising from these risk assessments
The above list might sound very prescriptive and it should be
stressed that by putting a large number of restrictions on the film makers it
will limit the number of enquiries you get, particularly if you try and limit
the content of what they can include.
A few final words
- You’ll need to name a point-of-contact in your team for
working with their location manager and all requests should be routed through
this one individual.
- You should have a pre-production site visit with a representative from the
production company.
- If you want recognition, you should ask them to give on-screen credit to your
Park/site/organisation and get them to provide a complimentary copy of the completed
work.
- You may wish to consider a cancellation fee as lots of work can be put into
these projects only to have them cancelled at the last minute (suggest at least
1 days location fee).
- Filming may cause disruption and require site closure to general public and
advisory signage.
- You may need to consider notifying local residents/businesses.
It would be unwise to include this type of activity as a regular
income stream in your annual budgeting process. Although some locations earn
big money, for most countryside sites it makes for a nice little windfall when
it happens.
This list is by no means exhaustive and your own organisation
may have other specific requirements they might insist on. However, we hope
it gives some guidance based on the experience of others.
Contributors include:
Alex Stephens: Seven Sisters
County Park
Geoff Nickolds: Severn
Trent Water Ltd
Lance Bourne: Lee Valley Regional
Park
Gareth Egarr: Shropshire
County Council
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