FAQs - Film Offices

Please see below for answers about filming and databases.

FILMING

If I want to film in the Northwest, how much notice should I give Vision and Media?
All productions planning to film in the Northwest should inform the regional film office well in advance of shooting, to ensure that effective liaison can take place with all parties who may be affected by the planned filming. Initially you will need to complete a filming enquiry form and return it to the relevant regional film office with a copy of your public liability insurance cover sheet within one of the time frames specified below, which best describes the size of the production:

Small scale productions – crew of five people or less, using portable/hand held equipment, tripod and sound, where filming will have no major logistical impact on the highways and public areas three days minimum noticed period required.

Medium scale productions – which includes equipment (tracking, lights, jibs/cranes, generators etc.) or a large number of cast/supporting artistes, which will have an impact on the highway and/or interfere with public access. A site meeting with a local authority representative maybe required. Ten days minimum notice period required.

Large scale productions – filming which will have a major logistical impact on the highways and public areas (i.e. road closure requests, stunts, removal of furniture et.) A site meeting with a local authority representative will be required. Four weeks minimum notice period required.

What information do I need to provide before we film?
· Company letter headed paper with details of the principal contact during the shoot.

· The scale of the production (e.g. cast/crew numbers, equipment etc.).

· Type of production (whether it be a drama, documentary etc.)

· A description of the scenes to be filmed, particularly if:
o they are of a controversial nature.
o feature children (a performance licence is required for all children aged between birth and 16, whether it is paid or unpaid. Application forms are available from the Education Authority where the child lives (contact the regional film office for details of the local authority education departments). You must allow a minimum of 21 days notice for the issuing of a child licence.
o feature animals (a vet/RSPCA official may be required if animals are filmed).

· Requests for traffic to be temporarily, or completely diverted, and for how long.

· Details of any street furniture or road markings, which may be removed/altered.

· Production parking requirements and requests for dispensation on yellow lines, pay-and-display etc.

· Details of equipment to be used that may have a logistical impact on the highways/public areas (tracking, lights, jibs/cranes, generators, A-frames/low-loaders, scaffolding etc.).

Who will Vision and Media notify about our filming?
If you wish to film on the public highways and footpaths we will liaise with the appropriate local council on your behalf. The regional film office will also notify the relevant police force about filming activity within its jurisdiction when appropriate to do so. Please note that it is the responsibility of the production to notify the regional film office within the time frame appropriate for the size of production, this will ensure effective liaison with all parties who may be affected by the filming. (See If I want to film in the Northwest, how much notice should I give Vision and Media? for details regarding notice periods.)

Can we close roads to film in the Northwest?
Although there is currently no legislation to allow a road closure for filming purposes, most local authorities in the Northwest will consider each road closure requests on its individual merit and if a case can be made, they maybe prepared to use existing legislation under the Road Traffic Regulation Act. However, if adequate notice is given it is often possible to accommodate the needs of a production without a road closure.

Do I need insurance?
Yes. The regional film office will not proceed with the facilitation of any filming request until a copy of the production’s Public Liability Insurance has been produced.

Can Vision and Media issue filming permits?
We do not have the authority to issue permits for filming, but with our direct links to local authorities and other public agencies, the regional film offices will effectively liaise on the production’s behalf with those who are instrumental in facilitating filming in the region.

Can I get police assistance for filming?
Yes, but they will charge a fee to the production (current rates can be obtained by the regional film office). Where the police are required to be in attendance on location, their role is to maintain the peace and uphold the law. A minimum notice period of five working days is required by the regional police force to arrange police officer assistance. The production should always liaise with the police via the regional film office.

Will our production company be able to park wherever it likes?
Productions must apply for street parking at least five working days before the specified date of the suspension/dispensation for applications to be received and approved. The application process differs depending on which local council you are applying to, so please contact the relevant film office for further advice.

Can we use firearms while filming?
The use of real or replica firearms is prohibited without prior agreement between the production and the police (where it will be officially logged) and/or appropriate emergency service. Please note:

· It is the responsibility of the production/production company to ensure the safe custody of firearms at all times.

· An armourer must be present during film shoots involving firearms.

What kind of information should we include in a residents’ letter?
You are required by law (Health and Safety at Work Act 1974, Section 3) to give residents likely to be effected by filming at least two weeks advance notice via a letter or in person. A copy of the dated letter must be sent to the appropriate regional film office before circulation and should contain the following information:

· The date/time and exact location of filming.

· Location manager’s name and contact details.

· Crew numbers expected on shoot.

· Clear details of any planned stunts/special effects.

· Lighting plans.

· Parking proposals.

· Road closures/traffic control and dates/times these apply.

· Details of any controversial scenes to be filmed.

· Any concerns or additional advice about the filming proposed should be immediately reported to the Location Manager. If no contact is made, then the production company will assume there are no concerns to be addressed.

Can we display unit signs?
A number of city/borough councils within the Northwest do not permit posters or directions to be attached to lamp columns and consider it an offence under the Highways Act. Productions are advised to be cautious and to contact the regional film office when in doubt.

DATABASES

How do I register on the Crew Database?
If you live in the Northwest and have three professional, broadcast-quality credits, then you can complete the registration form by clicking here. If you do not have three credits, then please click here to contact Vision and Media’s Talent Manager, Edward Pugh, who will be able to advice you further.

How do I register my company on the Facilities Database?
If your company is based in the Northwest and has previous professional credits, then it can register on our free Facilities Database by clicking here.

How can I register my property on the Locations Database?
If your property is in the Northwest, then please click here to register your details online. A selection of photographs, both interior and exterior, should also be uploaded when you apply. A Film Officer will then contact you directly to discuss your applications.

Once my property is registered, do I have to inform Vision and Media about any filming that takes place?
We always encourage clients to contact us by filling in an enquiry form, as this ensures we are aware of all filming activity, and so can respond appropriately should any problems arise.

What kind of fee should I expect for filming in my property?
Location fees will vary for many reasons: the size of the production, the production budget, the length of time needed at a location, whether interiors or exteriors will be used, the size of space needed, use of furnishings or other personal property etc. Vision and Media’s film offices do not become involved in the location fee negotiation process other than to provide advice given in our Location Owner’s Guide; click here for a copy. The film office staff is happy however, to answer any questions you have about the process of working with a production company.

What questions should I ask a production company before allowing filming in my property?
Determine the nature of the project and how the location will be used. It is reasonable to ask to read the script segment where the property will be featured. Also be sure to find out the exact number of days required for the shoot. Be aware that a ‘day’ can be as long as 16 hours and could be either daytime or night. Days should include:

· Preparation ‘prep’ time before actual filming

· Days of actual filming

· The time needed to return the location to the agreed upon condition; this is referred to as ‘strike’ or ‘wrap’ days.

· Back up or ‘cover set’ days.

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