Location Release Agreement (Commercial Film/Photography)

Location Release Agreement (Commercial Film/Photography): a practical guide

A Location Release Agreement records permission to enter or use a place for a film, photo shoot, or other production. It describes the agreed access and how images or recordings made there may be used.

What it's for

Use this document when a property owner or other authorized person allows a production team to film or photograph at a home, business, venue, or outdoor site. It can help both sides set expectations about where and when the crew may work, what areas are off limits, and what the production may do with the material it captures.

A location release does not replace permission from people who appear in the production. A separate Model & Talent Release Agreement may fit that purpose. The location release also does not settle every issue involving objects, artwork, logos, music, or other material captured at the site, so identify anything important and agree on how it may be shown.

Who uses it

• Property owners or authorized managers who allow a crew to use a site.
• Filmmakers, photographers, production companies, and small businesses making promotional content.
• Owners of homes, offices, shops, studios, venues, or outdoor locations used for a shoot.
• Agencies or clients arranging access to a location on behalf of a production team.

Terms to decide on

Location and authority

Identify the site clearly, including the specific rooms or outdoor areas covered. Confirm that the person signing has permission to allow the production to enter and record there.

Access and activities

State the agreed dates or time period, crew access, equipment use, setup and cleanup needs, and any restricted areas. Describe any activities that need special approval, such as moving items, using lights, or recording sound.

Permitted use of recordings

Describe how the production may use, edit, publish, display, or distribute footage and photographs, and whether use is limited to particular projects or purposes. Use clear wording about any limits on media, territory, duration, or promotion.

Payment and expenses

Say whether the location owner receives a fee, expense reimbursement, or no payment. State when payment is due and who is responsible for agreed costs.

Site condition and damage

Record the expected condition of the site before and after the shoot, and explain how the parties will report and address damage or loss. Decide who handles cleanup and removal of equipment.

People and property visible

Identify people, artwork, signs, private documents, or other sensitive items that may appear in recordings. Agree what must be removed, covered, excluded, or separately cleared before filming.

Changes and cancellation

Explain how the parties will handle schedule changes, cancellation, or a location becoming unavailable. State who should be contacted and how any agreed costs or unused fees will be handled.

Common mistakes

• Describing only a street address when the crew needs access to particular rooms, entrances, parking areas, or outdoor spaces. List the areas the permission covers and any areas the crew must avoid.
• Assuming a manager, tenant, or employee can grant permission for the whole site. Check who has authority and whether another owner or occupant must agree.
• Leaving the intended use of the footage vague. Broad phrases such as “for any use” may not reflect what either side expects; describe the project and planned uses plainly.
• Forgetting that people, artwork, screens, signs, or private papers may be captured in the background. Plan what to remove, obscure, or clear separately.
• Failing to agree on crew size, equipment, setup time, noise, access, or cleanup. These details can affect the site even when the shoot itself is brief.
• Treating a location release as permission to use every person, logo, artwork, or item recorded at the site. Identify separate permissions that may be needed.

Before you sign

• Walk through the site plan and mark the areas the crew may use.
• Confirm each signer has authority to approve access and recording.
• Check that the agreed shoot dates, access times, and activities are described clearly.
• Read the planned uses of images and recordings and confirm they match both sides’ expectations.
• Agree how fees, expenses, cleanup, and site damage will be handled.
• Identify people or items that need a separate release, removal, or protection.
• Check whether local rules call for witnesses, notarization, registration, notice, or particular wording, and ask a qualified lawyer if the project or potential loss is significant.