Conditions for production companies
1. GENERAL TERMS OF SERVICE FOR PRODUCTION COMPANIES
1.1. Purpose and operation of Locationow
Locationow connects production companies, agencies, businesses and professionals who need spaces for filming, photo shoots, events or other productions with owners of locations available for such purposes.
Locationow acts as a platform and intermediary between both parties, facilitating the search for locations, communication, negotiation and booking coordination.
The publication of a location on Locationow does not mean that it is available for every project or that the owner is obliged to accept a request.
Each production will be assessed individually and will be subject to the owner’s acceptance and the specific conditions agreed for the project.
1.2. Location request
When a production company requests a location through Locationow, it must provide sufficient information about the project for Locationow and the owner to properly assess the request.
The production company should indicate, where applicable:
- intended date(s)
- approximate filming schedule
- set-up and breakdown times
- estimated duration
- number of people
- number and type of vehicles
- size and characteristics of the technical crew/equipment
- production requirements
- areas of the location it intends to use
- type of content to be produced
- special requirements
- any other circumstance that may affect use of the location.
The information provided must be truthful, complete and sufficiently accurate. The production company must communicate any relevant change before filming takes place.
1.3. Location prices
Prices shown on Locationow are indicative or estimated unless expressly stated otherwise.
The published hourly, daily or other reference price is intended as an initial guide and does not necessarily constitute the final price for a production.
The final price may vary depending on the specific characteristics of each project, including filming duration, set-up and breakdown, number of people and vehicles, technical requirements, use of different areas, special schedules, exclusivity requirements, furniture or equipment, cleaning, additional staff, security and other project-specific characteristics.
Before a booking is confirmed, Locationow will communicate the price and applicable conditions. The booking will only be confirmed once the financial and usage conditions have been accepted by the relevant parties.
1.4. Location viewing bookings
A viewing consists of an on-site inspection of one or more locations and allows the production company to see the space, assess its suitability and meet the owner or person responsible for the location.
Once the viewing request has been accepted by the owner, the production company may book the viewing through Locationow.
Viewing management fee
The viewing management fee is €130 and includes up to three (3) locations forming part of the same request and viewing coordinated by Locationow.
The fee covers a maximum of three locations included in the same viewing request.
If the production company requests more than three locations, Locationow may apply an additional fee, which will be communicated in advance.
If the location is ultimately booked
If the production company selects one of the locations viewed and subsequently makes a booking through Locationow, the €130 viewing fee will be deducted from Locationow’s fee for that booking once the production company has paid the booking in full.
If the location is not selected
If none of the locations viewed is ultimately selected for the project, the €130 viewing fee will be considered a management fee and will not be refundable.
The fee covers the management, coordination and viewings, regardless of whether the production company ultimately books a location.
Cancellation or change of a viewing
Once the management fee has been paid, any cancellation or change to the viewing must be communicated to Locationow as far in advance as possible.
If the viewing cannot take place for reasons attributable to the production company, Locationow may consider the fee non-refundable.
If the viewing cannot take place for reasons attributable to the owner or circumstances beyond the production company’s control, Locationow may offer a new date or, where this is not possible, transfer the fee to another viewing request.
1.5. Booking and acceptance of conditions
A location request does not in itself constitute a confirmed booking.
The booking will be formalised once the owner has accepted the project conditions and the production company has accepted the applicable financial and operational conditions.
Depending on the project, a specific agreement between the production company and owner may be required. Locationow may provide a template agreement, without prejudice to the owner’s right to use its own contractual template.
1.6. Information provided to the owner
The production company agrees that information provided to Locationow may be shared with the location owner so that the owner can assess and accept the project.
The production company must disclose any circumstance that may affect the property or filming conditions, including any use of fire, water, smoke or special effects, animals, weapons or replicas, special vehicles, structures, machinery, temporary alterations, additional electrical installations, noise-generating elements, potentially hazardous activities or any other element that may create a risk or affect the location.
None of these activities may take place unless they have been previously disclosed and authorised.
1.7. Public liability insurance
The production company must have adequate and sufficient public liability insurance for the production and the activities to be carried out at the location.
Locationow or the owner may request a certificate or other evidence of the existence and validity of such insurance before filming.
Additional or specific coverage may be required where the characteristics of the project warrant it.
The obligation to maintain insurance rests with the production company and is not replaced by Locationow’s intermediation.
The production company is responsible for ensuring that its insurance coverage is appropriate for the activities it will undertake.
1.8. Deposit or security deposit
The owner may require a deposit or security deposit as a condition for confirming a booking.
The amount and conditions of the deposit will be communicated to the production company before the project is confirmed.
The deposit may be used to cover damage, breakage, loss, extraordinary cleaning, breaches or any other cost arising from use of the location that has been agreed in advance.
Unless expressly agreed otherwise, the deposit will be handled directly between the owner and production company.
1.9. Liability for damage
The production company is responsible for damage, breakage or loss occurring at the location during production where attributable to the production company, its crew, suppliers, collaborators, employees, clients, artists or any other person participating in the project under its organisation or responsibility.
The production company must take all reasonable measures to prevent damage to the property.
Any damage must be reported immediately to the owner and Locationow, and the production company must cooperate in its repair or compensation.
The existence of a deposit or insurance does not limit the production company’s liability where damage exceeds the amounts covered.
1.10. Use of the location
The production company may only use the location for the project and under the conditions previously agreed.
It may not use additional areas, extend hours, substantially increase the number of people or vehicles, or carry out activities different from those initially disclosed without the relevant authorisation.
Access to areas of the property not included in the booking is prohibited unless expressly authorised by the owner.
The production company must follow the owner’s reasonable instructions concerning the use, preservation and safety of the location.
1.11. Hours, set-up and breakdown
Access, set-up, filming and breakdown times must be agreed in advance.
Set-up and breakdown time must be included within the booked period unless expressly agreed otherwise.
If the production company needs to extend the agreed hours, it must request and obtain prior authorisation.
Additional hours may incur an additional charge. Where an extension or other change creates an additional cost for the owner, that cost will be communicated before it is applied whenever possible.
1.12. Cleaning and restoration
The production company must return the location in conditions equivalent to those in which it was received, taking into account normal authorised use.
The production company is responsible for removing production materials, equipment, sets, waste, packaging, temporary elements and objects used during filming.
If the project requires extraordinary cleaning, this may be quoted and agreed in advance.
If the production company does not properly carry out the agreed cleaning or restoration, the owner may claim the reasonable costs arising from such work.
1.13. Changes to the project
Any material change to the information initially provided must be communicated to Locationow and, where it affects the conditions of use of the property, to the owner.
Material changes include, among others: a significant increase in the number of people; an increase in vehicles; extended hours; use of new areas; change of activity; special effects; use of undisclosed elements; a substantial change in the content of the shoot; change of dates; need for prior set-up; or any circumstance that may increase risk or affect the property.
The owner may accept, reject or renegotiate booking conditions when substantial changes occur.
1.14. Additional hours and extraordinary costs
Exceeding the booked hours or requesting additional services, areas or conditions may incur additional costs.
Additional costs must be communicated and, where possible, approved by the production company in advance.
Where a booking has been managed by Locationow, additional amounts arising from that booking will be subject to the economic conditions applicable to Locationow’s intermediation.
1.15. Cancellation of a booking
Cancellation conditions are those set out in Locationow’s Cancellation Policy and, where applicable, in the specific contract or agreement for the production.
Depending on the circumstances, specific cancellation conditions may be established for certain productions.
The production company must communicate any cancellation as soon as possible.
1.16. Compliance with regulations
The production company is responsible for obtaining any authorisations, permits or licences required for its activities, where applicable.
It must comply with all regulations applicable to the production and take the necessary measures concerning safety, risk prevention, worker protection, environment, noise and any other applicable requirements.
Where a specific authorisation is required to film at a location, the production company must notify Locationow in advance.
1.17. Respect for the property and surroundings
The production company must act diligently and respectfully towards the property, its facilities and surroundings.
It must also avoid unnecessary disturbance to neighbours, communities, businesses or other persons affected by the production.
Conditions concerning hours, noise, access, parking and traffic must be respected. Any specific location rules communicated by the owner must also be followed during filming.
1.18. Responsibility for crew and third parties
The production company is responsible for the conduct of persons participating in the production under its organisation or coordination, including workers, technicians, actors, suppliers, rental companies, production staff, agencies, clients, collaborators and any other person accessing the location as a result of the project.
The production company must ensure that these persons know and comply with the conditions governing use of the location.
1.19. Direct relationship with the owner
The production company may communicate directly with the owner when necessary to coordinate project matters, always within the framework of the booking managed by Locationow.
Where Locationow has introduced a location, owner or contact as a result of a request made through its platform, the production company may not use that information to circumvent Locationow’s intermediation and directly contract the same project or projects derived from that introduction for the purpose of avoiding the applicable financial terms.
This obligation will remain in force for the period established in Locationow’s general conditions.
1.20. Reporting incidents
The production company must notify Locationow and the owner as soon as possible of any incident that may affect the production.
These include significant delays, damage, accidents, schedule changes, crew or equipment changes, increases in personnel, changes in use of spaces, or any circumstance that may affect the property or agreed conditions.
Prompt communication allows the parties to seek a solution before the incident causes further harm.
1.21. Acceptance of the conditions
Requesting a location and, in particular, confirming a booking constitutes acceptance by the production company of these general conditions and the specific conditions agreed for each project.
In the event of any conflict between these general conditions and specific conditions agreed in writing for a particular production, the latter will prevail with respect to that production.