The COVID compliance officer showed up 20 minutes early in the morning, but the actual crew showed up right at the start time, so that is fine.
At the end of the shoot, they told me they were done at time+10 minutes over but proceeded to load their van in the driveway and ultimately pulled off the property at 20 minutes over.
Would you charge the rounded up 30 minutes overtime or is being petty?
Hello Flora,
This is how our venue approaches such issues:
– We don’t admit anyone to the property no earlier than their rental time. So I politely ask to wait outside/in the car if someone comes earlier.
– We give a 10/15 minute “grace period” after the rental time is up, but then charge for the entire hour if they stay 15+ minutes longer.
– Since they were out of the property unless the driveway is a part of the outdoor facility, I wouldn’t charge them extra for that time. If you had to stay there and supervise or had to pay security for their extra time, then yes, but for loadout only - probably no.
I always try to convey these rules prior to the event, so that the tension is avoided at the end and everyone ls informed about possible overcharges.
Personally, as both a host and also a video production company myself I wouldn’t charge for a 15 minute overage, especially if they were mainly out of the space on time and were just loading the van. I’ve been in the scenario enough times myself where something stupid hangs up the load out for a few minutes (maybe a new PA couldn’t figure out how to wrap a cable properly) and I would hate to be charged extra just for that. If the crew was respectful of your space, left it in good shape, and otherwise followed all of the other rules I wouldn’t hit them for the extra few dollars unless you had someone else waiting on the space. There are plenty of stories of nightmare rentals with production companies on this board so if this is the only issue, I’d generally let it go.
However I am replying having been in both shoes. I’m sure there are plenty of renters out here who would stick strictly to the rules and agreement, in which case they would be 100% within their right to do so.
I usually follow Galina’s rule too… if the crew knows they will be a few minutes over and asks about it I’ll give them a 15 minute grace window but anything over that gets rounded up to the next hour. That usually gets them hustling up.
Flora!
This is a great way to handle it, thank you for sharing. If someone does go over, how do you add a charge once the event is over?
Hello Jeff,
Peerspace sends an email after the event is done with a button to add “overtime” and “additional charges”. The overtime can be easily added this way; however, to add other extra charges, such as damages and additional equipment/labor you will need to fill out a google form with an explanation. I didn’t like the idea of a form, I believe it would be easier if you can just add items from your inventory, like with the overtime. I just think Peerspace hasn’t figured this one out.
Would I charge? It depends.
Would I have let the COVID compliance person in early? Probably. If I’m 100% done with everything I have to do prior to a crew loading in, I would accommodate letting someone important to the production in (COVID, Exec Producer, talent, etc.)
Would I have let the whole crew in? No. I officially unlock the doors 15 mins prior to opening.
Would I have charged OT? Most likely. I stand on the rule that the production is 99% responsible for going over. If they come to me an hour or so before wrap and ask if it’s ok to go over, I’m often flexible with a 10-15 overage. If it’s beyond that, or they don’t mention it with the hopes that I don’t notice, I charge them for sure.
I also charge for time spent in the loading dock even if they’ve cleared out of the studio. Basically, if I can’t lock up and leave because of a production doing something, that’s considered OT even if they’re not physically in my space.