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How do you get permission for a field production location?

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Field production is the process of creating audiovisual content outside of a studio or controlled environment. It can involve various types of locations, such as public spaces, private properties, natural landscapes, or historical sites. However, before you can start recording at any location, you must get permission from the relevant authorities. This article will guide you through the steps to obtain the necessary approvals for your field production location.

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Sharon Sobel

Digital media producer serving executive directors of community non-profits who want to create marketing videos or need…

1 Why do you need permission?

Getting permission for a field production location is not only a legal requirement, but also a professional and ethical practice. It can help you avoid fines, lawsuits, or conflicts with the local community, plus protect the environment. It also ensures you have access to the facilities, services, and resources you need for your production. Moreover, it shows respect and appreciation for the people and places you are featuring in your content.

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2 How to research your location

Before you contact anyone for permission, do some research on your potential location. Find out who owns or manages the site you want to use. Also check if there are any regulations, restrictions, or fees that apply to your production. For example, some locations may require insurance, security, or environmental assessments. You can use online databases, maps, directories, or local contacts to gather this information.

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Sharon Sobel

Digital media producer serving executive directors of community non-profits who want to create marketing videos or need events livestreamed to better communicate with potential donors or partners.
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Did you know that there is an area around the White House, that you actually have to reach out to three separate entities to get permission? The U.S. Capitol will let you videotape without a tripod. But as soon as you set up a tripod, be prepared for the Capitol Police to be there in a heartbeat, asking for your filming permit. Every place has different rules, so it's important to find out what those are, prior to scheduling your shoot. Most states have a film office. The best place to start is to contact the film office for that state and ask them what they can tell you about the location you have in mind.

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3 How to contact the location manager

Once you have identified the owner or manager of your location, contact them to introduce yourself and your project. You can use email or phone, depending on the situation and preference. It is important to be clear, polite, and professional in your communication. Explain the purpose, scope, and duration of your production. Also ask for their permission and address any questions they may have.

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4 How to negotiate terms and conditions

If the owner or manager agrees to let you use their location, negotiate the terms and conditions of your production. Discuss the details, such as the dates, times, equipment, crew, and activities you will be doing at the location. You must agree on the compensation you will offer for using their location, if any. This can include money, credit, publicity, or other benefits. Be flexible, fair, and respectful in your negotiation.

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5 How to secure the permission in writing

After you have reached an agreement with the manager, you must secure the permission in writing. Create a location release form or contract that outlines the terms and conditions of your production. Include the names, addresses, and signatures of both parties, as well as the description, location, and dates of your production. Also include any clauses, such as liability, indemnity, or confidentiality, that protect both parties from any risks.

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6 How to follow up and maintain the relationship

It is important to follow up and maintain the relationship with the manager of your location. Confirm the arrangements and details before you start your production. And inform them of any changes or issues that may arise during your production. Also respect their rules and requests, and leave the location in the same or better condition than you found it. Then thank and acknowledge them in your credits.

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Sharon Sobel

Digital media producer serving executive directors of community non-profits who want to create marketing videos or need events livestreamed to better communicate with potential donors or partners.
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A good suggestion is to take photographs when you arrive of how the space looked. When you are done with your production, you can refer to the photographs to make sure everything is back in it's place.

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7 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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How do you get permission for a field production location?

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1 Why do you need permission?

2 How to research your location

3 How to contact the location manager

4 How to negotiate terms and conditions

5 How to secure the permission in writing

6 How to follow up and maintain the relationship

7 Here’s what else to consider

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