ATTACHMENT #4
Filming Policy Sample
Introduction
The City of Thousand Oaks welcomes film productions in our City. A film permit is required for any filming that takes place in our City, with the exception of news crews, family videoing, and filming that takes place entirely in a certified sound stage.
Permit Processing Time
The amount of time necessary to issue a film permit depends on the complexity of the filming requested. For a simple request, production is required to submit a permit request at least three (3) business days prior to the date filming activity is to occur.
Factors that could increase the review time include complicated filming, filming in sensitive areas, gunfire, special effects, filming at City-owned locations, posting of “No Parking” signs, intermittent traffic control (ITC), or road closures, etc. If such activity is requested, production should submit a permit at least seven (7) business days in advance.
Property Owner Permission
Production is required to obtain property owner permission for use of private property and approval from the Homeowners Associations if necessary. Proof of property owner approval must be submitted to the film office. It is production’s responsibility to identify and not interfere with normal neighborhood activities such as waste collection, street sweeping, public tree-trimming, deliveries, and ingress and egress to public or private property.
Insurance and Endorsement Requirements
Before a film permit is issued, a Certificate of Insurance naming the City of Thousand Oaks as additionally insured with a policy of $2 Million per occurrence and $4 Million General Aggregate. Under certain circumstances, based on the filming activity and location, the City may require a policy with higher limits.
Payment
Production shall pay prior to issuance of a permit, all fees required by the permit.
Production also agrees to pay any additional fees incurred on the permit for the use of City-owned property, City staff, Ventura County Sheriff, etc.
Filming Hours
Normal filming hours are from 7:00 AM to 10:00 PM. Any request for filming outside these hours will most likely require a signature survey showing a significant support of the requested activity from the affected residents and/or businesses.
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Filming on City Owned Property
Permission to film on any City-owned property can be obtained by calling the Film Office. Production should contact the Film Office at least ten (10) days prior to filming.
The Film Office will act as the liaison to coordinate with any other necessary City of Thousand Oaks departments. A film monitor may be required for any filming on City- owned property.
Students
Filming by students on a school campus is exempt from the permit process unless it is a complex production such as filming that occurs outside normal filming hours or that involves special effects. Filming by students on non-school property requires a film permit. For those productions which do require a permit, students may be exempt from some permit administration fees with proof of insurance from the school and a letter from the school/university detailing the project.
Non-Profits
Charitable organizations may be exempt from some permit administration fees with submission of proof of non-profit status. A 501 (c) letter must be on file with the film office prior to issuance of permit.
Notifications
Notification of residents and/or businesses within 300 feet of the filming location and associated activity is required a minimum of two (2) business days in advance of the first filming day. Complicated filming activities may require notification of additional areas to be determined by the Film Office. The Film Office will provide a listing of addresses/map that fall into the notification territory. Production will be provided with a template for notifications and will be required to submit an affidavit certifying that the notifications were delivered.
Signature Survey
For some filming activities, the Film Office may require a signature survey detailing the proposed filming activity. Production will be responsible for obtaining signatures of affected residents and/or businesses. The Film Office will provide the addresses/map of the properties to be surveyed. A significant majority of those surveyed must not oppose the filming for it to be approved. All surveys must be on file with the Film Office prior to permit being issued.
Riders
All revisions to the permit must be done by a rider and approved in advance by the Film Office. No handwritten changes on the permit will be effective.
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Street Parking
There is no cast or crew parking permitted on area streets without permission from the Film Office. A designated base camp and cast/crew parking location must be obtained by the production company.
Posting of No Parking
If production needs to park vehicles or place equipment on the street in a legal parking lane or in a curb lane where parking is not permitted, temporary “No Parking” signs must be posted. Production is responsible for posting of “No Parking” signage. Posting may not be used for cast/crew vehicle parking. Posting must be done at least 48 hours in advance of the requested date to be enforceable. “Road Work Ahead” signs may be required depending on the activity requested. Any stairs from vehicles must be facing away from the road and may not impact traffic lanes. No production vehicles are permitted within 50 feet of driveways or street corners. City of Thousand Oaks Public Works staff will inspect all postings 48 hours in advance of filming, again at the onset of filming activity to ensure they are done in accordance with all applicable rules including the California State DOT W.A.T.C.H. manual, and upon completion of filming to ensure signs are removed.
Intermittent Traffic Control
Production companies are required to use the Ventura County Sheriff’s Office for any filming requiring ITC. ITC on roadways is limited to two (2) minutes maximum and shall not occur more than once during any twenty (20) minute period without permission from the Film Office and/or Ventura County Sheriff. Production is responsible for the ordering of and paying for the required deputies. “Road Work Ahead” signs may be required depending on the activity requested. Any traffic control devices utilized shall be in conformance with the California State DOT W.A.T.C.H. manual. Traffic shall not be detoured across a double yellow line without prior approval of the City of Thousand Oaks.
Driving Shots
Unless authorized prior to filming by the City of Thousand Oaks, the camera car(s) and any other production vehicles involved must be driven in the direction of traffic with flow of traffic and must observe all traffic laws. Driving shots involving a process trailer with sides down require Ventura County Sheriff’s Office involvement. Any emergency roadwork or construction, under permit or contract to the appropriate department, shall have priority over filming activities.
Road/Lane Closures
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Various roads and traffic lanes may be closed to through traffic for filming. A detailed traffic control plan must be submitted prior to the permit being approved. This is required at least ten (10) business days in advance for major arterial roads and seven (7) business days in advance for other roads. Consideration is given to the activity, type of road, volume of traffic, day and time of the request, and other factors determining the feasibility of the closure. All traffic control devices for approved closures must be installed and removed by a professional traffic control company and done in accordance with all applicable rules including the California State DOT W.A.T.C.H. manual. Ventura County Sheriff’s Office may be required depending on the requested activity.
Lighting of the Premises
External lighting used for filming must not be directed into public streets without prior approval of the Film Office or onto private property without the prior approval of the property owner.
Sheriff
Production companies are responsible for hiring the Ventura County Sheriff’s Office if required by the permit. Ventura County Sheriff’s Office has the authority to enforce all filming permits issued within the city limits of the City of Thousand Oaks. They are authorized to enforce, modify, or revoke a permit for safety reasons.
Fire Department
The Film Office submits all permit requests to Ventura County Fire Department and Film Unit for review and determination of need for fire safety advisors/officers and water trucks. Production companies are responsible for contacting and hiring Fire Safety Advisors/Officers if required by their permit.
Special Effects
Any filming activity that requires the use of flammable materials, explosive devices, or open flames in considered a special effect. Production must obtain a special effects permit from the Ventura County Fire Department. All special effects permits require a licensed special effects pyrotechnics operator. Special effects may require extensive notification to residents and businesses beyond the 300 ft. to ensure all those potentially affected by the activity are notified. If deemed necessary by the film office, a signature survey may be required showing significant support of the requested activity from affected residents.
Gunfire/Firearms
Gunfire or the brandishing of firearms must be identified in the permit request. This activity may require Ventura County Sheriff’s Office be present to ensure safety and CCS:580-40/mh\C:\PGCompilerServiceRelease\temp\toaks\10483\5533\1.docx 5 5
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proper notification to appropriate law enforcement officers. Gunfire activity can require extensive notification beyond the standard 300 ft. to ensure all those potentially affected by the activity are notified. If deemed necessary by the Film Office, a signature survey may be required showing significant support of the requested activity from affected residents.
Aerial Filming
Production is responsible for providing the Film Office with verification of FAA acceptance before any aerial activities will be permitted. A Fire Safety Officer or Advisor may be required by the Ventura County Fire Department to oversee the landing and/or refueling site. A 4,000-gallon water truck must be present at the landing area.
Signage
All signs erected for filming purposes (including directional signs) shall be removed upon completion of shooting unless otherwise stipulated by the permit. If not removed within 48 hours, the City of Thousand Oaks will remove them and may levy a fee upon production.
Restoration
Production shall restore any sites utilized for filming purposes to the original condition upon completion of shooting unless otherwise approved by the property owner.
Credits
If your production includes credits, a “Thank You to the City of Thousand Oaks” would be appreciated.
Inspection
Production must allow inspection by City of Thousand Oaks staff at any time. A copy of the approved permit must remain at the filming location.
Franchised Trash Haulers
Production companies are required to use only approved temporary bin and roll-off box haulers that have been franchised by the City of Thousand Oaks or self-haul the trash generated by production. A list of franchised haulers is available from the Film Office.
Indemnification
Permitee agrees to indemnify, defend and hold harmless the City of Thousand Oaks, its agents, officers, employees and contractors from and against any and all liability, expense, including defense costs and legal fees, and claims for damage of any natures, including those arising from the conditions of city facilities; such claims may include, but CCS:580-40/mh\C:\PGCompilerServiceRelease\temp\toaks\10483\5533\1.docx 5 5
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not be limited to, those alleging bodily injury, death, personal injury, or property damage hereunder arising from the issuance or use of this permit. Permitee further agrees to indemnify, defend and hold harmless the City of Thousand Oaks from any and all workers compensation suits, liability or expenses arising from or connected with any services for on the behalf of permitee or any person pursuant to this permit.
Assignment
The permit is a license agreement and/or temporary use or encroachment permit and is not a lease. The permit is personal, revocable, and unassignable permission to perform the acts set out. It does not reserve or grant production any interest in real property or other rights.
Compliance with Laws
Production agrees to comply with all applicable federal, state, and local rules, regulations and ordinances. Production agrees to obtain and keep in effect all permits and licenses required to conduct the permitted activities.
Authority to Stop/Cancel
If the permit terms are violated, the City of Thousand Oaks may revoke the permit at any time. In the event that an authorized representative of the City of Thousand Oaks finds that the activities being conducted by production unnecessarily endanger the health and safety of any person or that said activities are or will cause damage to real property, said representative, at their discretion may suspend or cancel the permit. The City of Thousand Oaks reserves the right to cancel the permit at any time without incurring liability to the permitee whatsoever. The Ventura County Sheriff’s Office is the law enforcement agency for the City of Thousand Oaks and may enforce all conditions of the permit to protect the health and safety of the citizens of the City of Thousand Oaks.