When hosting events, films & photo shoots, what is the standard practice for hosts? Is it appropriate for the host to stay on site during the shoot/activity? Or do most hosts leave while the space is being used?
I rent my studio exclusively for video shoots and 100% someone should absolutely be there. I also run a production company myself and I know first hand all of the crazy issues that can pop up on a shoot. Property damage is the biggest hazard with all the gear being moved in an out but the crew trying to expand beyond their rental agreement too has also popped up in the past (like assuming they can take over the entire parking lot of my building).
Also be very upfront and clear on what they can and can not use/do in your space. Some crews are super professional but many are not and just look to push the boundaries. Plus Peerspace doesn’t always attract the most professional renters so you open yourself up to a lot of requests from amateurs (music videos, indie films) that may not be familiar with professional protocol. So make sure to ask a lot of questions beforehand too.
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I was told by my liability insurance broker to never walk away from my space. Either myself or my employee has to be on site as host. If I leave my space and something happens my liab insurace will not cover. I find my guests appreciate someone being on site to help with little things that come up. If it’s a film shoot I stay in my back room until called on. Parties which are on hold now, I would go out to grab a full trash bag and replace and check in with the guest host to make sure their needs are met
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I think it depends on your space and the type and number of productions you plan on hosting. Private home, mixed use loft, studio, commercial space? All have different customs and expectations in my opinion.
I host filming at my house 5 to 14 days a year and depending on the size and scope of the production, I almost always require a professional site-rep be present (at the client’s expense) That way I can go about my day, but someone is always watching/helping the production go smoothy.
The site rep’s sole job is take pre-shoot photos and to ensure everyone is following the rules, monitor any OT, note any damages that do occur, etc.
I also require a 50% damage deposit, (min $2,000) and deduct OT and damages from that deposit along with a Certificate of their own insurance policy naming me additional insured and loss payee.
This policy works well for me, but it may not make sense for every location and every production, so again it really comes down to what type of space you have, the size and type of productions you want to have and how frequently you want to host.
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I am always on site because my site is my home. I stay out of the way but accessible if they need input. I am an actor and know what location shoots need.
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Hi Chris,
I was looking for some “hosting film” advice and saw your posts. I’m really just starting out and just received a request from a small film company to use my front yard of my home. I’ve only hosted one event last year and it went well, but it was the use of my home and backyard. You mentioned to ask alot of questions. This request said they had their own certificate of insurance. I thought this was good, but trying to make a list of other questions to ask. Besides questions like: do you have permit from the town, how many people in their group, will they need to use the inside of my home, facilities, timeframe, will their be large trucks.
Are there any other questions I should ask?
Thank you
Hi Aniela. Sorry for the late reply… didn’t get notified there was an update here.
The questions I always ask are…
- How many people, which they always fudge so always count on a few more showing up then what they tell you. But I blame the parking as the reason for asking and being so persistent with the question, because we do have somewhat limited parking that other businesses also access and use.
- Insurance - any legit company will have 1M of GI and workers comp. You should have your own as well for your space.
- Will there be any unusual aspects to the shoot? Loud music? A smoke machine? Flying monkies? Music videos in particular are important to vet. Basically anything that could cause an issue with my neighbors.
- What is the content of the scenes they are shooting. This will probably give you the most info on what they are looking to do when they get there.
Those are the basic questions I ask. Some others pop up based on what they want to shoot. If I get any answers that seems shaky, I’ll push a little more in that area. We’re also a little different than most spaces on here in that we aren’t interested in renting to anyone and everyone… they need to be fairly professional and legit. Our rates are pretty high and we stick to half day rentals minimum because we are a specialized space so I think that helps weed out a good amount of the BS rentals. We constantly have requests for 1 and 2 hour rentals and I refuse them unless they seem super professional. Those 1 and 2 hour requests are where the trouble is IMO.
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Thank you so much Chris, I really appreciate your feedback:) They came by for a curtesy showing to see if they would even need the space. They were very nice and professional, but I haven’t heard back from them. So time will tell. But your feedback is great to keep in mind. I only have homeowners insurance, so I would have to look into getting GI myself.
Many thanks again!
Aniela
| Chris M Chris_M2
March 17 |
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Hi Aniela. Sorry for the late reply… didn’t get notified there was an update here.
The questions I always ask are…
- How many people, which they always fudge so always count on a few more showing up then what they tell you. But I blame the parking as the reason for asking and being so persistent with the question, because we do have somewhat limited parking that other businesses also access and use.
- Insurance - any legit company will have 1M of GI and workers comp. You should have your own as well for your space.
- Will there be any unusual aspects to the shoot? Loud music? A smoke machine? Flying monkies? Music videos in particular are important to vet. Basically anything that could cause an issue with my neighbors.
- What is the content of the scenes they are shooting. This will probably give you the most info on what they are looking to do when they get there.
Those are the basic questions I ask. Some others pop up based on what they want to shoot. If I get any answers that seems shaky, I’ll push a little more in that area. We’re also a little different than most spaces on here in that we aren’t interested in renting to anyone and everyone… they need to be fairly professional and legit. Our rates are pretty high and we stick to half day rentals minimum because we are a specialized space so I think that helps weed out a good amount of the BS rentals. We constantly have requests for 1 and 2 hour rentals and I refuse them unless they seem super professional. Those 1 and 2 hour requests are where the trouble is IMO.
Hi, gina. I know this post was really long ago. But I think your insurance agent is wrong. I own an insurance agency myself. If you have a proper business owner insurance, it will be covered regardless of whether you are on site or not.
That literally makes no sense. Its like saying your car insurance wont cover you if someone hits and runs you while your car is parked. You can’t just sit watching your car all the time. Thats what insurance is for.