The notion of “Paperwork” can to many, often feel like homework.

‍

An unending mountain of arbitrary bureaucracy that you have to deal with before you can get stuck into the interesting part of any job. While this is a sentiment that most people can relate to, for us it is an incredibly valuable and necessary part of our process. Just like our previous blog post on insurance, the need to cover our backs on a shoot and protect not just ourselves, but also our clients from loss of assets or injury is something we take very seriously. There are so many things that can go wrong on a shoot when you’re dealing with multiple moving parts and a tight schedule. However, ensuring that every aspect of a shoot has been deeply examined and backed up with the appropriate paperwork can and will protect you against most eventualities. It’s our own brand of insurance.

‍

The type of paperwork we’re typically dealing with ahead of a shoot varies greatly according to what it is that we’re producing. The paperwork that is needed to ensure a safe and legal shoot can range from things like forms for location access (giving us permission to shoot in a certain place) to talent welfare forms.

‍

As we’ve noted before, we pride ourselves on being able to think on our feet to come up with solutions to unexpected problems. But when it comes to preparing for a shoot, we won’t ever take risks or chances that could compromise us or the clients who put their faith (and money) in us. There are laws and legalities in place for the protection of all involved with video shoots. These have to be adhered to and we do so willingly and readily. 

‍

Types of paperwork

As mentioned, the types of paperwork we have to get sorted varies greatly depending on what it is that we’re filming. However, there are a few recurring pieces that we’ll always make sure are in order for every shoot that we do.

‍

Location Permits: Whether you’re filming on public property or privately owned land, it’s essential to get the proper permissions to shoot on a location before you turn up. In some cases, this might be as simple as getting an email or letter of permission from a local authority or council. In others, there may be a fee involved payable to the owners or site contractors of a certain location. When we’re not sure, there are governing bodies such as Screen Manchester who gladly offer up guidance and can assist in acquiring the necessary documentation.

‍

Child Licensing: When contracting artists under the age of 18 it is essential that you have the correct licenses in place. Any child or minor in full time education requires written consent to be taken out of school for the duration of a video shoot. For a short shoot (1-2 days) this is a relatively painless process. Engaging with talent agencies alleviates a lot of the stress as they deal with this type of paperwork on a daily basis and take on the responsibility. If however a production means removing a child from school or other education for a sustained length of time, you need to make alternative arrangements to ensure that the shoot does not have a detrimental impact on the progress of their education.

‍

Music Licensing: For more on this vital step, check out our blog post on Talent Licensing. Needless to say, any and all music must be legally acquired and paid for ahead of broadcast. Rest assured: If the cost of licensing a certain track can seem, at times, prohibitive, that’s nothing compared to the cost of using it without proper permission. Making sure that music is properly cleared is always at the front of our minds when working on any project. That requires it.

‍

Talent Release Agreement: Once the terms of involvement and fees have been negotiated with talent, it’s necessary to get a signed contract stating that they have formally agreed to these terms. We like to have a good working relationship with our talent, but a simple handshake arrangement isn’t enough. This stage involves signing a Talent Release Agreement before a single frame of footage is filmed. If not, an actor could potentially refuse permission for their likeness to be used -- causing reshoots as a result. 

This document also protects the talent if the client requests to re-use the footage for further broadcasts outside of the originally agreed terms. While “in perpetuity” agreements do exist, we believe in making sure all artists get fair treatment when it comes to usage of their image and try to limit this usage to within 12 months.

‍

Vet’s Letters: While animals aren’t going to have the same demands as human talent, there are still steps you need to take in order to safeguard any animals used in a shoot In this case, it’s a requirement to have a registered vet on set to ensure (and sign a document stating) that the animal was treated humanely and not harmed during filming. This is the case whether an animal is your main attraction (think dog food ad) or just appears in the background of a single shot (yes, even a horse in a field during a countryside shoot).  

‍

Call Sheets: The call sheet is the document that’s given to all cast and crew ahead of a shoot. This contains all the relevant information they will need -- including call times, schedule, catering, transport, local emergency services, kit, invoicing instructions and contact details. Without this, your shoot is all but guaranteed to go awry.

‍

It Pays to be Prudent

The idea of jumping through hoops to make sure that every eventuality is taken care of can sound like hard work. Applying for permits and filling in applications is probably never going to be as exciting as being on set witnessing ideas that we talked about in production meetings take shape in front of the camera. But we appreciate that most of the bureaucracy involved serves a purpose, and we’ll happily abide by it in order to facilitate a shoot that goes smoothly. 

‍

Some paperwork necessities may seem more important and reasonable than others, but we always make sure all bases are covered before we undertake filming. That way, nobody gets into trouble and everyone is protected. Ultimately, that’s what is most important.

‍