Here is a guide to putting together a location receipt for location shooting during your film production.
Film Legal and Production Forms
There are a lot of legal forms used in film production, as well as forms simply used to organize and clarify the production. When it comes to securing a location there are several of both legal and production forms needed to make sure that use of the location goes according to plan. The reason for this is that the owner of the location has to know what you are going to be doing there, when you are going to use it, and what they get out of it. They also need to know that they are not legally liable for any accidents that may happen to cast and crew. Once you have made an agreement, especially of a financial nature, you may want to put together a location receipt.
Building a Location Receipt
A location receipt for location filming is not a form that is always used, like a location information sheet, and there is not an absolute format for it. Instead, there is general information that is usually applied to a standardized receipt format that is used by locations or production companies. Usually at the top of the location receipt the specific information for the location will be listed including the address, contact information like the phone number, and the person in charge of leasing the area to you. Then put down a section for the group that is using the location, such as the name of the producer and the institution that is using it. This can include the name of the production company or simply a temporary association. If the location is requiring you to have a specific reservation period then you will want to include the reservation number. Also include the name of the production, what is happening there, whether or not the location has been confirmed, and all available contact information for the producer. Below that put the specifics for the shoot day such as the specific room or area that will be used, the date that it will be in use, and the time periods on said dates that it will be used. At the bottom of the location receipt you are going to put the total cost of the location, which is the most important part of the location receipt.
Choosing to Use a Location Receipt
A location receipt is nowhere near as standard as a location agreement form, which will often be sufficient. The reason a location receipt is often used is to track the amount of money paid for a given location and so that there is documentation in a receipt form that will then be saved for budgetary reasons. If there is no money being exchanged then you may not want to include a receipt, unless your production insurance requires several elements of documentation. Also, if this is a dramatically large location that requires that issue of reservation numbers then you may want the location receipt for documentation of those specifics. You should decide whether or not you will use this location form during the pre-production phase.