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Most people are not going to be filming on large studios or sound stages. Instead they will have to scour the real world for those locations. This is all done during comprehensive pre-production planning where all the areas of production are put together so that actual filming can go off without a hitch. Location Release Forms are a common and important part of this pre-production phase. A Location Release Form is what you get so that you maintain the legal rights to film on and display images of a specific location. Getting this Location Release Form is essential for any location that you do not own and is just a basic part of preparing to shoot at a location. Beyond the Location Release Form you still have a lot of information to log, communicate, and plan for about a specific location when you are going to shoot digital video their. The Location Information Sheet is a perfect way to organize what information you need, what information you have gathered, and how to get it to everyone else on the crew in a centralized fashion.
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Location Information Sheet
A Location Information Sheet is essentially a pre-constructed form that asks you to enter all pertinent information about a location where you will be filming. The Location Information Sheet is put together simply so that you will be aware of what information you need and so that you have it all in an easy to reference pre-production document. The top of the Location Information Sheet has most of the pertinent labeling information about your film, which is true of most pre-production documents and photo release forms. You will list the name of the production, the name of the producer or whoever is taking on the role of the location manager, what type of location it is, the dates you will be filming there, the permit service if this is relevant, the contact information for the location, the location in the script, and the scene number it is.
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Dates of Use
Below this top information you will begin plugging in other sectional bits of information for the Location Information Sheet. You are going to start by breaking down all the relevant information for the real location. This includes the days and dates that you will be shooting, as well as the days and dates you will be preparing to film or striking the video equipment and removing it from set. Also include more detailed address and contact information for the location.
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You are going to want to have an entire Contacts area on the Location Information Sheet. This Contacts location should list the owners of the location and their contact information. You should list any representatives for the location, such as business managers or tenants. Again, all types of contact information is need.
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If you are renting a location then you are going to need to have another specified section in your Location Information Sheet. This means that you will have to list how much the rental is and then break down how much it is for each day type that you will need it, such as preparation days and shooting days. List how many hours you will be there and how much it is costing you relative to that basic time frame. Also list any extra costs that you may incur at the location, such as special services, parking, or communication modules that will have to be set up. Make sure to include any deposit, load, or other financial information that is pertinent.
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Often times producers will include a checklist to go through on their Location Information Sheet with common location qualities. In this way you can just go through this and mark if the location has this or not. These things are items like on site security, a shooting permit, release forms that have already been signed by surrounding locations, parking for specific purposes, and anything else that your film may need. You can often find generic Location Information Sheets, but the likelihood is that you will need to at least alter it for your specific needs.
Constructing a Location Information Sheet
Here are articles outlining how to create production and legal forms for location film production.