Allformat : Location Providers

Production Info

We love our clients and we love our location providers, this relationship at times take a little bit of Juggling to ensure that all parties enjoy and benefit from the exchange. To facilitate this we have a location agreement that we provide to all location providers, specifying what is required on their behalf. We have also come up with a supplier agreement that we expect all productions that use allformat to abide by. We have come up with this list to smooth the process and to better prepare all parties involved in their obligations and requirements prior to the commencement of a project. It is an unusual step and a first for a location management company, however, we hope you appreciate the foundations for this document and how it will improve the location supply and procurement process for all parties.

Client agreement.

Allformat manages a very large database, including more than 500 homes. In an effort to maintain a strong relationship with our location providers and clients we have drawn up several important points to note when using locations provided by allformat.

When using locations provided by allformat you will notice that our location providers and staff are obliging and welcoming. Allformat prides itself on providing a professional service and believes that the points listed below will assist all the parties involved in the production process. These points have been raised to ensure that all parties being the location provider, allformat and the production companies have an easy transaction and mutually beneficial exchange. Allformat understands that the production process is unique for every job and that a set of guidelines such as these may not always be suitable, unless a negotiation has taken place specific to the particular production, it is assumed that the following conditions will be adhered to by the production company.

File pulls are charged at a specific rate depending on whether the images are for stills or motion production. This fee is to pay for the time required to gather and maintain locations from the database. Any additional changes to the brief resulting in an additional will incur an additional file pull fee.
Location fees are for a maximum of 12 hours or as negotiated. Additional time spent at the location will be charged at 1/10th of the location fee per hour thereafter. The location fee includes the ability to visit the location 2 times prior to the production date, including the recce. Additional visits will incur a fee.
Any homes selected for a viewing during a survey or recce will be given a $20 bottle of wine that will be charged to the production company. This is to ensure that potential location providers on our database remain interested in providing their spaces for use, whether or not they are selected as a final location.
Booking fees are charged by allformat on stills productions for each location selected by the production company. Booking fees will be charged if the production company has not cancelled within 48 hours of the production (Please note that this doesn't include weather days). Additional days at the same location will only incur an additional booking fee of $150 per day.
Bump-In and Bump-out days are charged at a half the rate of a filming day for a maximum of 12 hours.
Although allformat makes every attempt to keep our images current, it is the responsibility of the client to recce the location prior to the production date to confirm the current state of the location.
No guarantee can be made by allformat that councils will be compliant to the filming request. Most requests to councils require a minimum of 3 to 5 days to process an application. Allformat staff can advise you on the requirements of particular councils.
Although locations on our database have expressed their interest in providing their space as a location they are not committed to every production. They do have the liberty of declining an invitation to film in their space for whatever reason they may have.
Location fees are to be paid on the day or prior to the production date. The location provider can reserve the right to decline entry on the day if the payment has not been received.
The client understands that allformat operates as an agent on behalf of the client. Should any remedies be required to reinstate the location to its original state, allformat may do so in consultation with the client. As per the location agreement any loss or damage must be reported to allformat within 7 days in writing, failure to do so will remove the responsibility of the production to remedy the situation.
Any loss or damage must be reported to allformat immediately. We ask that all crews declare any incidents.
Any cancellation by production of a location within 48/24 hours of the production day will incur a penalty of 25%/50% of the day location fee to be paid to the location provider. (Please note that this doesn't include weather days).
Booking of staff is advised to ensure resources are available for your production. Any cancellations within 24 hours will incur a 75% fee
Contact details of the location provider will not be provided to production. This is to protect privacy and to ensure that multiple departments do not contact the location provider. All requests by the production team must be made via the location manager.
Allformat invoices must be paid within 1 month from the issue date of the invoice. Failure to pay the invoice within the month, or 1 month period thereafter, will incur interest of 14.37 p/a calculated monthly.

Glossary

File Pull- The request based upon a brief, reference material or treatment given to allformat for the purpose of selecting locations from the database.

Stills-Photographic Stills.

Motion- Includes Film, television, corporate video and television commercial production.

Bump-in/Bump-out- These are the days when no filming or photography occurs, however, access is needed to prepare or restore the location.

Recce- Short for reconnaissance. A common visit to the location prior to the production date to plan for the production date. Normally a 1 hour visit with the heads of the department.

Survey- Normally occurs prior to the recce where a visit occurs so as the director/photographer can view the location with their own eyes to ascertain its suitability.

Booking Fee- Are only charged for stills production. Booking fees are not charged to motion production unless specified by allformat where a representative will not be present on the day.

Weather day- Used by Production companies to plan for weather that doesn't suit the situation they require. These are specifically different to cancellations as they only postpone the final filming date.