Before a photographer and a filmmaker can take photos and videos to a secluded yet private property, a location release form must first be signed. This is one of the documents that protect the photographer as well as his team from any lawsuits in trespassing private properties for the purpose of their hobbies, interests, or projects.

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What Is a Location Release Form?

A location release form is a type of document to be used by individuals who plan to use private properties for filmmaking, photography, and other content-recording purposes. With the form, the property owner will be able to state his terms and condition, as well as requests to the other parties involved. In addition, location release forms also include the limitations or the restrictions mandated by the property owner along with the obligations and liabilities of the photographer or the film production staff members.

Location Release Form in DOC

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Essential Elements and Statements of a Location Release Form

Location release forms are considered as legal forms and binding contracts in most States and countries. This is the reason why when making one from scratch, the following elements or statements must be included to ensure that the form is effective in protecting the parties involved:

  • Granted permission to record and enter the private property: It is significant that the granted permission of the property owner will be stated in the form along with the address of the property where the recording or filming will be conducted. Other items to include in this element of the form is the permission of the property owner to allow the film staff to return to the property for as long as it falls within the agreed release or contract period, and for the sole purpose of the film or recording.
  • Legal right to use and own the recorded outputs: This element of the form ensures that the photographer, recording, or the film production staff is named as the legal and only owners of their recorded outputs, and not the property owner. This clause should also state where and how the outputs will be used. Being specific in this area of the form will prevent any confusion and misunderstandings with regards to the broadcasting, usage, and distribution of the outputs.
  • Indemnification and liabilities: This is where the responsibilities of both parties will be specified. For instance, for the film production staff members or the photographer, he is responsible for ensuring that the property will not be damaged throughout the period of the release and contract. On the other hand, an indemnification clause can also be stated which is for indicating the waived rights of the property owner to sue the other parties in events of loss or damage, rather he can ask for a reimbursement which must be provided immediately.
  • Dispute resolution provisions: The method of resolving disputes must be included in the form in order to regulate and mandate a procedure which must be taken by both parties in the event that issues and concerns will arise. Most dispute resolutions include mediation and the presentation of legal authority or an attorney.

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Varieties of Location Release Forms

Film Festival Location Release Form – This form variety contains four sections to be filled out by the film producer and the property manager. In the first section of the form, the details of the location will be stated such as the name of the property, its address, the specification of which part of the property will be used by the producer, and the name of the property manager. The second section of the form discloses the production details which includes the name of the producer, the production company, and the title of the production or the project.

Film Festival Location Release Form

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The third section, on the other hand, indicates other terms of the release such as the dates of occupancy wherein the production team will be using the property, the specified number of hours of occupancy per day, the agreed location fee, and the terms and conditions mandated by the property owner. Lastly, the fourth section is where the details and agreements for the location release will be defined along with a signature block for the signatures of the producer and the property manager.

Filming Contract and Location Release Form – Not only the terms and conditions for the location release will be defined in this form variety, but also the film contract agreement which had been finalized by the parties involved. With the form, both parties will be able to know the details of the required payments and fees, their individual rights and duties, ownership and trademark licenses, liabilities and insurance information, and cancellation and protection clauses. In order to complete the form, the authorized representatives of both parties must affix their signatures on the form along with their names, job title or position, and the date when they have agreed and signed the form.

Filming Contract and Location Release Form

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48-Hour Shootout Location Release Form – Compared to the aforementioned form varieties, this document is only suitable to be used by film producers who will be using the private property for a period of forty-eight hours. Specifically, a 48-hour shootout location release form contains eight items which will be agreed by the property owner and the producer. The first item in the form focuses on identifying the video production location which is followed by the right to access clause as the second item, and the time of access in the third item. The fourth item indicates the payment to be paid by the producer to use the property while the fifth item specifies the restrictions and permissions for alterations in the property. And in the last three items in the form discuss the kickbacks, billing credits, and the liability release.

48-Hour Shootout Location Release Form

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Regardless of the variety of location release form which will be used, the parties involved should ensure that the terms, conditions, clauses, and statements in the form are the actual items which had been negotiated. Moreover, if there are still concerns after signing the form, the concerned party should create a contract addendum to raise and address his concerns to the other parties.

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