How do you negotiate with property owners for film locations near you?

Finding the perfect location for your film project can be a challenge, especially if you have a limited budget and time. You might have to scout for places near you that fit your vision and story, and then negotiate with the property owners for permission and terms. But how do you approach them and convince them to let you use their space? Here are some tips to help you negotiate with property owners for film locations near you.

1 Research the location

Before you contact the property owner, do some research on the location you want to use. Find out who owns it, what it is used for, and if there are any restrictions or regulations that might affect your filming. For example, you might need to check if the location is in a historic district, a residential area, or a public park. You might also need to find out if there are any fees, permits, or insurance requirements for filming there. Doing your homework will help you prepare your pitch and avoid any surprises or conflicts later.

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2 Contact the owner

Once you have done your research, you need to contact the property owner and introduce yourself and your project. You can do this by phone, email, or in person, depending on the situation and your preference. Be polite, professional, and respectful, and explain why you are interested in their location and how it fits your film. You can also mention any benefits or incentives for them, such as exposure, compensation, or credits. Be clear about what you need from them, such as access, duration, and equipment, and ask if they have any questions or concerns.

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Dorene Lorenz

Married to Adventure
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It doesn't hurt to ask the owner about the availability of other locations you need for the shoot that they may have access to. Going through your locations list with the owner, including those you have already secured, can uncover new options you were unaware of that may boost your production values without boosting your budget. Securing multiple locations with one owner can be less expensive than negotiating with several owners. Share your vehicle, set pieces and props list as well. The barn you are wanting to use may be empty - but that doesn't mean the farmer doesn't have another barn filled with horses, cows and wagons. You may even be able to secure just what you need for the wardrobe department. It costs nothing to ask.

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3 Negotiate the terms

If the property owner is open to letting you use their location, you need to negotiate the terms of the agreement. This might include the price, the payment method, the contract, the liability, the security deposit, the cancellation policy, and the credits. You should also discuss any rules or restrictions that the owner might have, such as noise levels, hours of operation, parking, trash, or damage. Try to be flexible and reasonable, but also stand up for your needs and rights. You want to create a win-win situation for both parties, so be prepared to compromise and communicate.

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Dorene Lorenz

Married to Adventure
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Remember that it doesn't add a dime to your budget to add the owner’s name to the thank you list in the credits in addition to their company name in the locations section. Be sure to ask before doing so, most will appreciate the gesture and it will assist you in negotiations. For a variety of reasons that should be respected, there are those who will not want their name attached to your film. This situational awareness helps foster a positive ongoing relationship with the owner whom you may want to work with or use a reference in the future.

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4 Get it in writing

After you have reached a verbal agreement with the property owner, you need to get it in writing. This will protect both of you in case of any disputes or misunderstandings. You can use a standard location release form or create your own contract that covers all the details and terms that you agreed on. Make sure that both of you sign and date the document, and keep a copy for your records. You should also get a receipt or proof of payment if you paid any fees or deposits.

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5 Respect the location

Finally, you need to respect the location and the property owner when you are filming there. Follow the rules and regulations that you agreed on, and treat the place as if it were your own. Be courteous and friendly to the owner and anyone else who might be affected by your filming, such as neighbors, customers, or staff. Clean up after yourself and leave the location in the same or better condition than you found it. If there are any issues or problems, report them to the owner and try to resolve them quickly and amicably. And don't forget to thank the owner and give them a copy of your finished film or a link to it if possible.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Soubin Nath

Creative Media Professional | Digital Content - Marketing & Communications | MA Film & Television
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Always ask about the location's availability within the next one or two days in addition to the desired shoot dates. Sometimes the shooting goes longer than expected or the crew doesn't finish the planned scenes by the deadlines. There could be several causes for it. When planning a shoot, be aware of this circumstance and always check the location's availability on the basis of this criteria. Most of the time, the property owner would agree to this change. Finding a different location is always preferable if the property is not accessible during those times.

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How do you negotiate with property owners for film locations near you?

1

2

3

4

5

6

1 Research the location

2 Contact the owner

3 Negotiate the terms

4 Get it in writing

5 Respect the location

6 Here’s what else to consider

Film Production

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How do you negotiate with property owners for film locations near you?

1

2

3

4

5

6

1 Research the location

2 Contact the owner

3 Negotiate the terms

4 Get it in writing

5 Respect the location

6 Here’s what else to consider

Film Production

Rate this article

Thanks for your feedback

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