HOSTING A FILM OR PHOTO SHOOT: WHAT TO EXPECT
If a production is interested in renting your property for a film, commercial or photography shoot, the process usually starts well before the crew arrives.
Here's what property owners and managers can generally expect.
1. INITIAL LOCATION INQUIRY
A location scout, producer or location manager will typically reach out with basic project information, including:
Proposed shoot date
Approximate hours
Type of production
Areas of the property they want to use
Estimated crew size
Equipment needs
Proposed location fee
At this stage, the production may still be considering several locations.
2. LOCATION SCOUT
If the property looks promising, members of the production may visit to see the space in person.
They'll evaluate both how the property looks on camera and whether it can practically accommodate the shoot.
Expect questions about parking, power, bathrooms, entrances, working hours, neighbors and any restrictions on the property.
3. TECH SCOUT
Once your property is seriously being considered or selected, a production may schedule a tech scout.
This is a more detailed walkthrough with key crew members to determine exactly how the shoot will work.
They may discuss:
Camera positions
Lighting
Equipment placement
Furniture movement
Power
Parking
Crew access
Hair + makeup and wardrobe
Catering
Location protection
4. LOCATION AGREEMENT + INSURANCE
Before the shoot, there should be a written location agreement outlining the terms of the rental.
This typically covers the location fee, dates, hours, overtime, permitted areas, prep + wrap, property rules and responsibility for damage.
The production should also provide a Certificate of Insurance (COI) showing appropriate production insurance coverage.
5. PREP
Some productions need access before shoot day to prepare the property.
Prep might include:
Moving furniture
Bringing in props
Protecting floors
Pre-lighting
Dressing rooms
Delivering equipment
Prep time should be discussed and agreed upon in advance, including any additional fees.
6. SHOOT DAY
Shoot day usually begins with crew arrival and equipment load-in.
Depending on the production, you may see camera and lighting equipment, production tents, tables, wardrobe racks, hair + makeup stations, catering and production vehicles.
A professional production should protect the property and keep crew activity limited to agreed areas.
7. WRAP + RESTORATION
After filming, the crew will remove its equipment and return the property to its original condition.
Furniture should be returned, trash removed and temporary protection taken up.
It's a good idea for the owner or property representative to walk through the property after wrap and identify any issues before the production leaves.
HOW MANY PEOPLE SHOULD YOU EXPECT?
It varies considerably.
A small photography shoot might have 10–15 people, while a commercial or larger motion production could involve dozens of crew members.
Always ask for an estimated crew + talent count before agreeing to the shoot.
CAN YOU STAY AT THE PROPERTY?
Sometimes, but it depends on the production.
For a private residence, productions often prefer that owners give the crew space to work. An owner, property manager or designated site representative can remain available without necessarily being in the middle of the set.
Discuss expectations before shoot day.
BEFORE SAYING YES
Make sure you understand:
Who is producing the shoot
What they're shooting
Crew + talent size
Areas they'll use
Shoot hours
Prep + wrap requirements
Parking plan
Location fee
Overtime rate
Insurance coverage
Property protection plan
Any furniture or décor changes
Who will be responsible for the property during production
A successful location rental comes down to clear expectations before the crew arrives.
Every production operates differently. Confirm the schedule, scope, insurance, fees and property requirements in writing before allowing production access.