Location Collective hire policy

As the film and TV industry continues to go from strength to strength, it’s important we take steps to ensure our locations remain open and available to productions filming in and around London. These changes to our location hire process are in response to feedback we have received from both productions and location owners and are designed to make the hire process as smooth as possible from start to finish. 

What are the changes?

Moving forward, we will be implementing stricter deadlines in the lead-up to your hire which, if not adhered to, will delay or prevent access to the location. This is to ensure both parties feel suitably prepared, and all required paperwork has been properly reviewed in advance. 

When booking your first recce we will provide any relevant safety reports required for the site you are visiting. These may include asbestos reports, structural surveys, and details of any access restrictions. Safety reports will not be issued for every site we represent; please ask if you have any questions or concerns. 

At point of verbal confirmation or your tech recce booking we will provide:

  • A statement of intentions document for you to complete
  • A list of all documentation to be submitted by you in advance of a final location hire agreement being issued:

Proof of public liability insurance 

RAMS (risk assessment and method statement, our team can provide templates if required)

Art department intentions 

COVID-19 RAMS or protocols

Rigging intentions 

Lighting intentions 

Any other documentation specific to your hire

  • A copy of the location hire agreement terms and conditions for legal review. (Please note, some of our locations don’t permit legal changes. We will advise when this is the case.) 

At least 5 working days before your hire starts* you must provide all documentation listed above (including any contractual changes requested by your legal team where appropriate) for review and approval. 

At least 3 working days before your hire starts we will issue the location hire agreement for your signature. Please note, after this point, no changes or amendments to the agreement can be made. 

At least 2 working days before your hire starts the location hire agreement must be signed by both parties. 

At least 1 working day before your hire starts full payment, including security deposit, must be received by us. Remittance will not be accepted as evidence of payment. If your production company requires longer than 24 hours to process a payment, please let us know when you confirm your hire. 

*exceptions may apply to productions with a crew size of fewer than 25, limited art department intentions, and require no contractual markup. Please discuss with the Account Manager processing your hire. 

Short notice fee

If we can process your hire at short notice (outside of our hire process timelines listed above) then a £500 + VAT short notice fee will be charged on top of any booking or hire fees. This is to cover the additional administration costs and time required to prioritise your hire and contract ahead of other productions.

If you have any feedback on our new hire process please contact our Head of Locations, Beth (beth@location-collective.co.uk).