Guidelines for Filming
The City of Richmond welcomes the filming industry into our community.
It is the expressed wish of the City to facilitate the industry in its endeavours while working to protect the safety of our citizens, and to ensure that work is performed with a minimal disruption to our residents and businesses.
Guidelines for Filming in Richmond
- In order to obtain approval for filming on locations which involve City properties, including parks, City facilities, buildings, equipment and streets, an application must be made to the Richmond Film Office. The application must be submitted as far in advance as possible prior to the commencement of filming.
- Any filming involving extraordinary requirements (e.g. stunts, special effects) should be submitted for approval at least 2 (two) weeks in advance. The application will be circulated to appropriate City departments, which will provide input and assistance to ensure that the needs of both the production company and the City are satisfied.
- The application can take the form of either a letter or a Commercial Filming Application form. In the case of a letter application, the letter must include sufficient detail to identify the requirements of the production company and must include dates and names of individuals responsible for the filming.
- Application forms are available from the Richmond Film Office, or here: Commercial Filming Application.
- It will be the responsibility of the production company to submit all required insurance documents with the Commercial Filming Application prior to the commencement of filming activities.
- The liability insurance must name the City of Richmond as "Additional Insured" in the production company's insurance policy. This policy, which is required to include commercial general liability, must also include a limit of at least $5 million (in Canadian funds) and under situations of potential extreme exposure to the City, the liability insurance may need to be increased accordingly. The production company must also enter into a "Hold Harmless" Agreement Schedule II - excerpt of AS-7 with the City.
- A damage and clean up deposit will be established by the City. The amount will depend upon the specific nature of the film project, location, etc.
- Deposits are required to cover any potential damage to City facilities, equipment, etc.
- Deposits must be made by cheque payable to the City of Richmond.
- Deposits will be submitted to the Richmond Film Office, or designate.
- Deposits will be refunded upon completion of filming activities, an inspection by City staff and final approval of the Richmond Film Office.
- Any required repairs, clean up, restoration, etc. will be undertaken by the production company. Any repairs, restoration, etc. not undertaken by the production company will be provided by the City, the cost of which will be drawn from the damage deposit along with overhead and administration fees.
- All fees associated with filming are based on cost recovery plus applicable taxes and administrative charges for the services provided by the City.
- Necessary fees must be submitted to the Richmond Film Office at least one working day prior to undertaking filming.
- Use of facilities administered by a Community Association which is not part of City owned or operated property will require that payment be made directly to the appropriate Community Association by certified cheque.
- Use of any City building or facility will require the production company to enter into a specific legal agreement with the City and a fee for use of that facility will be established by the City.
- Link to Fees - http://www.richmond.ca/busdev/filming/fees.htm
- Parking of film production vehicles on City streets is subject to prior approval of the Transportation Section of the Urban Development Division. Requests must be made to the Richmond Film Office as far in advance as possible prior to commencement of filming.
- Complete closure of streets for filming on location is subject to the prior approval of the Transportation Section of the Urban Development Division and the Engineering and Public Works Department. In some cases, the production company will be required to poll the surrounding neighbourhood. Requests must be made to the Richmond Film Office as far in advance as possible prior to commencement of filming.
- No streets will be closed during peak traffic time.
- The City will arrange for the placement of barricades, signs, etc. as required to ensure that the effects of the street closure are minimized. The costs associated with this will be charged to the production company.
- The production company will be responsible for all public relations with private citizens, businesses, residents, etc. who may be affected by filming activities, parking of vehicles and street closures. Such public relations will be carried out in writing and the letter to affected individuals will provide the name and phone number of the production company and location manager, as well as the Richmond Film Office. A copy of this letter will be provided to the Richmond Film Office.
- The production company will ensure that all vehicles and trailers associated with filming activities are appropriately identified and will be parked in the designated areas agreed to by the Richmond Film Office.
- Only reserve or unscheduled vehicles and equipment can be used in film shoots.
- Any and all equipment and vehicles can be recalled without notice in the case of emergency and the City will not incur any liability in such cases.
- Only on-duty City personnel can be utilized.
- RCMP personnel assigned to traffic control at filming activities will be from off-duty. They are paid at a double time rate with minimum 4 (four) hour call-out.
- All fees covering costs for rental of equipment and vehicles and for personnel will be paid by cheque directly to the Richmond Film Office. The cheque will be made payable to the City of Richmond.
- The production company submits a letter or Commercial Filming Application form to the Richmond Film Office at the City of Richmond.
- The Richmond Film Office reviews the letter or application form to ensure completeness.
- The Richmond Film Office contacts the production company contact person and obtains any necessary additional information.
- If the application is approved by the City, the production company is notified and is asked to come in with a cheque to cover fees and charges and the damage deposit.
- Upon receipt of all fees and charges, including the damage deposit, proof of liability insurance and Hold Harmless Agreement, follow-up documentation will be sent to the production company to confirm approval.
- The day before filming activities are to proceed, the production company representative contacts the Richmond Film Office to confirm that all activities are to proceed as planned.
- The production company proceeds with their shoot.
- The production company cleans up the location and arranges for repair of any damage resulting from its activities.
- The production company representative and the Richmond Film Office or designate as required review and inspect the site to ensure that there is no remaining damage.
- In the case where there is no damage and the site has been satisfactorily cleaned up, the Richmond Film Office returns the damage deposit. In the case where damage to the site is evident or the site has not been cleaned up, the Richmond Film Office informs the production company representative to rectify the damage and/or clean up the site.
- In the case where the damage has not been rectified or the site cleaned up within a reasonable period of time, the City rectifies the damage and/or cleans up and invoices the production company for all costs plus overhead.