Guidelines for Filming

• To film on City-owned properties—including parks, facilities, buildings, equipment, and streets—an application must be submitted to the Film Office well in advance of the scheduled shoot.
• Productions involving extraordinary elements (e.g., stunts, special effects) require approval at least two weeks before filming. The application should be submitted to the Film Office and will be reviewed by relevant City departments to ensure compliance and coordination.
• The production company must complete a Commercial Filming Application and Hold Harmless Agreement with detailed requirements, including filming dates, production company information and designated responsible individuals.

• The production company is responsible for providing all required insurance documents along with the Commercial Filming Application before filming begins.

• The liability insurance policy must list the City of Richmond as an "Additional Insured" and include commercial general liability coverage of at least $5 million (in Canadian funds). The liability limit may be increased if there is a heightened risk to the City. 

  
  

• Every production is required to have a damage deposit. The City of Richmond will determine the required damage deposit amount based on the nature of the film project, location, etc.
• This deposit serves as security for potential damage to City facilities, equipment, or property.
• Payments must be made by cheque payable to the City of Richmond and submitted to the Film Office or its designate.
• The City does not draw down from deposits. Deposits will be refunded upon completion of filming activities, an inspection by City staff and final approval of the Film Office.
• The production company is responsible for all repairs, cleanup, and restoration. In the case where the production is unable to fulfil the requirements, the City will have the work completed and will deduct the cost from the deposit (along with overhead and administrative charges).
  

• Filming fees are determined based on the Consolidated Fee Bylaw or cost recovery for City-provided services, plus applicable taxes and administrative charges.
• After filming is completed, the Film Office will issue an invoice for the total fees.
• If a Community Association or Society manages the facility (rather than the City), payment may need to be made directly to the respective organization via certified cheque.
• To use any City-owned building or facility, the production company must enter into a legal agreement with the City, and a facility use fee will be determined accordingly.
• For a breakdown of applicable charges, refer to Location Filming Fees or reach out to the Film Office.

• The City may require polling when filming activities are expected to significantly impact residents or businesses. This includes filming outside regulation hours in residential areas, full road closures, or repeated use of the same location.

• Polling may be required if filming is scheduled outside of the City’s regulated filming hours in residential areas. Approvals for an extension will only be granted after all alternatives have been considered and a review of polling results. Extensions will not be approved to accommodate production delays.

• If polling is necessary, the Film Office will determine the best polling method and timeline for the area. Letters must be pre-approved by the Film Office and distributed to all affected properties and businesses within the identified polling zone.

• Polling results must be submitted to the Film Office along with a clearly formatted polling map. The submission will be reviewed and final approvals must be granted before the requested work can take place. 

• Parking of film production vehicles on City streets requires prior approval. Requests and maps must be submitted to the Film Office with at least two weeks notice.
• The production company must follow all City instructions regarding temporary no parking signage, barricades, and other traffic control measures to minimize disruptions. Any associated City service costs will be billed to the production company.
• All production vehicles and trailers must be clearly identified and parked only in the designated areas approved by the Film Office.

• Traffic management for the purposes of filming must be approved in advance by the City.
• For Intermittent Traffic Control and Single Lane Alternating requests, production must provide an official Traffic Management Plan to the Film Office with at least two weeks notice.
• Full street closures for filming must be approved in advance. In addition to providing a Traffic Management Plan, the production company may be required to poll the surrounding neighbourhood.

These requests should be made as far in advance as possible. The production company is responsible for managing public communications with affected residents, businesses, and other stakeholders. Notifications must be provided in writing and include contact details for both the production company and location manager, along with the Film Office. A copy of this letter must be submitted to the Film Office for approvals. 

RCMP

• Productions can request for RCMP officers to support traffic and pedestrian control.
• Productions are required to have Richmond RCMP on site for road closures, any exposed weapons, or scenes involving sensitive content.
• Any use of replica or exposed weapons, simulated violence, or scenes considered sensitive in nature must be clearly outlined in the film application.
• RCMP officers must be booked through the Film Office in advance and have a minimum of four (4) hour call-out.
• All associated fees for services and personnel costs will be included in the invoice from the Film Office.

Fire Rescue and Special Effects Permits

• Fire-Rescue services, personnel, and trucks can be requested through the Film Office. Availability is limited and not guaranteed.
• Productions planning to use special effects (pyrotechnics, smoke, explosions, etc.) must apply for a Special Effects Permit as soon as possible. Approval timelines may vary depending on the complexity of the request.
• All associated fees for services and personnel costs will be included in the invoice from the Film Office.

Fire Hydrant

• Productions may request access or use of any City fire hydrant. Please submit requests to the Film Office as soon as possible to allow for City approval.
• All associated fees for services and personnel costs will be included in the invoice from the Film Office.

Please note: All City staff and services are subject to immediate recall without notice in the event of an emergency. The City assumes no liability in such situations. 

• The production company submits the completed Commercial Filming Application form, Hold Harmless Agreement and proof of liability insurance to the Richmond Film Office at the City of Richmond.
  
• 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 damage deposit.
• Follow-up documentation, including an executed Film Agreement and Location Schedule will be sent to the production company to confirm approval.
  
• 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 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. If this has not been rectified 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.
• In the case where there is no damage and the site has been satisfactory cleaned up, the Richmond Film Office will provide the production company with an invoice encompassing any rental/service fees and charges (if applicable). Once all invoices have been paid, the Film Office will return the damage deposit.