A location release agreement is a legally binding document used by filmmakers to record footage on private property. Thanks to a prior written agreement between the film producers and the property owners, the crew is able to access, film, and modify the location for a specific duration and purpose. In return, the property owners are compensated in a way mutually agreed upon by both parties.
Our premade LRA template is free, 100% editable, fillable, and print-ready. It helps you:
- Identify all parties involved
- Define the scope of the legal rights of access
- Specify restricted zones.
- Identify relevant resolution procedures & laws governing any disputes regarding the agreement.
- Clarify the rights, expectations & liabilities of each party.
Now, let’s look at some of the most common queries people have about LRAs:
When Do I Need One?
If you plan to shoot on property that belongs to a private individual (say, a farmhouse or a shop), you need an LRA granting you permission to film. A location release gets you that permission in writing.
Who Signs an LRA?
A location release form is signed by the property owner/manager (or their legal representative), as well as a member of the film production crew (usually, the producer or the location manager responsible for coordinating logistics and obtaining necessary permits).
Why Do LRAs Matter?
Legally speaking, a location release is essential for film production. Without one, the property owner can take legal action against the film producers for trespassing or copyright infringement. The owner is also within their right to claim ownership of any footage (pictures or videos) recorded at the property without due permission. For this reason, it’s important to finalize a location release beforehand as it protects you from intellectual property losses and legal claims down the road.
What We Bring to the Table
At WordLayout, our team of researchers reviewed many location release agreements and forms. Using what we learned, we created a ready-to-use template to help jumpstart your next film project. In short, we save you hours in research, drafting, and formatting work.
That said, terms & conditions are bound to vary across production types, so you need to do your own homework too. Let’s say, a documentary location release may be very different from the one for an action film. To protect your rights as a filmmaker, have the final contract vetted by an entertainment lawyer to make sure you are covering your project’s full requirements.
Without further delay, let’s take a closer look at the most critical clauses in our pre-made Location Release Agreement (LRA) form template…
Identifying the Parties
Let’s start with the basics here: who is granting consent to whom, and for how long?
If you are a film producer, you will need to:
- Provide the legally registered name of your production company
- State the name of the project you are working on (say, the tentative name of your upcoming movie)
- Add the postal address where the company is located, headquartered, or operates from.
Now, insert details about the property owners, including their full name, where they live, and the location of the property in question.
The other important detail to fill out at the onset is the duration of the ‘Filming Period’. Use placeholders to specify the duration for which the film crew will have legal rights to film at the property.
Defining Right of Access
For all practical & legal purposes, this clause is the heart of an LRA. By carefully looking at the extent & limitations of the right to excess, both parties are able to agree on what is permissible and what is not.
First off, use the relevant checkbox to specify if the permission being granted to you is also being granted to other film producers. If you check the ‘Non-Exclusive’ box, then as a film company, you should expect to coordinate with other filming parties to avoid overlapping shooting schedules.
Now, coming to the substantive scope of the ‘right to access’. Use the built-in checklist we have provided to specify the type of permissions being granted by the property owner to the filming company.
Here’s a layman-friendly version of the checklist in our template:
Permission to:
☐ Bring in and remove equipment, props, sets, and other production materials.
☐ Move or adjust furniture or decor, and return everything to its original state afterward.
☐ Make temporary, non-structural changes as needed, with no permanent changes unless the Owner agrees in writing.
What’s a Non-Structural Change?
Any changes to a property that do not alter its core structure, such as the walls, foundation, roof, or load-bearing systems. Most LRA allow for these changes, like repainting the wall or adding new light fixtures, as long as they don’t damage the building’s core!
☐ Show the Location, including recognizable features, in the final production unless restricted in this Agreement.
☐ Change or rename the Location in the production.
☐ Allow access to cast, crew, and other personnel needed for production.
☐ Use utilities like power and water, within reasonable limits set by the Owner.
If the permission you need is not covered by any of our default categories, you can check the ‘Other’ box and specify details in the space below using clear, concise, and accessible language.
Extending the Filming Period
LRAs make sure that the property is only available for a contractually noted duration. This way, no one overstays their welcome, and the location owner retains control over their property.
But as in life, in filmmaking too, things don’t always go to plan. From bad weather and traffic disruptions to equipment issues and lack of crew availability, there are countless reasons why you might need to extend the mutually agreed-upon filming period.
Check the relevant boxes to specify what is allowed or covered under the agreement when it comes to time extensions:
- If filming is delayed due to schedule changes, bad weather, or technical issues, you may request more time (☐ Allowed ☐ Not Allowed)
- You may also ask to use the Location beyond the original dates, but only with the property owner’s written permission (☐ Allowed ☐ Not Allowed)
- If an extension is granted, it will:
☐ Cover any future re-shoots or added scenes, if both sides agree.
☐ Not cover future re-shoots or added scenes unless a new agreement is made.
Marking Restricted Areas
This section allows the property owner to tell you where you can and cannot film. From safety reasons to privacy concerns, property owners are well within their rights to stop you from accessing certain areas at the filming location.
Use the space provided to enlist any areas identified (by the property owner) as off-limits. For example, a homeowner might let you film in their living room and kitchen but restrict your access to bedrooms and personal office space.
By signing this agreement, the crew agrees not to film, photograph, install equipment, or conduct any production activities in these areas. Note that unauthorized use or entry could amount to a material breach of your LRA, potentially leading to termination of your rights and liability for damages.
Compensating the Property Owner
In this section, clearly outline whether any financial compensation will be offered, specifying
- The payment amount,
- Who is responsible for the payment?
- When must it be processed?
Use this clause to record the exact amount (in USD) payable to the owner in exchange for use of their property. We add an extra option to cover any non-monetary forms of compensation you may be offering to the property owner.
Now, if you select the monetary compensation box above, you also need to specify when and how the payment is to be made:
Check the first box if payment is to be made after the completion of all filming activities.
Alternatively, you can customize the payment schedule (for example, pay in installments at different points of the filming process). Details of such a schedule must be provided in the blank space.
Reimbursing Owners for Extra Costs
But what if the owner incurs additional expenses related to your shoot? In that case, your agreement must stipulate who is responsible for bearing such costs.
Check the first box if you intend to cover all reasonable expenses incurred by the proprietary owner due to the use of the Location.
Check the second box if you do NOT intend to cover any expenses the property owner incurs due to the use of the Location.
If reimbursement is allowed, then go on to specify the following:
- The number of days or weeks the property owner has to send an itemized invoice of the expense after it occurs
- The number of days you have to reimburse the owner following receipt of the invoice
Mapping Out Legal Liabilities for Both Parties
By now, you are probably wondering what happens if the location is damaged during the filming. From negligence on the part of the property owners to any external risks, such as disruptions caused by weather, there’s a lot you need to indemnify yourself against.
By the filming company
Under part (a) of this clause, you agree to protect the property owner and their employees, agents, and affiliates from any legal claims, damages, or losses. You will need to specify if this is inclusive or exclusive of any attorney’s fees resulting from:
- You, being negligent or failing to follow laws or agreement terms, causing injuries, deaths, or property damage during use of the Location.
- You, breaking any promises or terms in this agreement.
- If other, specify in the blank space provided.
By the property owner
In part (b), the property owner agrees to protect you and its employees, agents, and affiliates from any legal claims, damages, or losses incurred as a result of:
- The property owner breaks any promises or terms in this agreement.
- Injury, death, or property damage at the Location caused by the Owner’s negligence or wrongdoing.
- If selecting “Other,” please provide details below.
In part (c), it is stated that you (the film company) shall be responsible for bearing any costs related to injuries or property damage that occur in connection with your use of the location during filming.
This section further lets you clarify how you plan to fulfill this responsibility by giving you two options to choose from:
- You can either obtain insurance coverage for property damage, bodily injury, and any other potential claims arising from filming activities.
Or
- You meet your obligation through other means as agreed upon by both parties (to be specified in the space provided) – e.g., escrow, bond, or an owner-approved financial guarantee.
Resolving and Governing Legal Disputes
What happens when both parties find themselves at loggerheads about a specific aspect of their working relationship?
In this clause, we provide a framework for resolving any future disputes by identifying multiple legal avenues. This flexibility can help you clarify each party’s rights and avoid costly battles in court.
In addition to resolution through courts, in our template, we provide two more options: Binding Arbitration & Mediation.
Be aware that mechanisms differ in how much control the parties have over the process. While mediation and arbitration help parties solve serious conflicts without the expense and hassle of traditional litigation in the courts, only mediation works based on the consensus principle.
Both parties must sit down & deliberate upon which mechanism works best for them. To help you customize the agreement to your specific jurisdictional context, our template contains blank spaces where you can fill in the exact location, US state, and arbitration body that applies to you.
Here’s a quick run-down of what we have included in our default provisions from Clause IIIV to XI:
| Clause | Key Points |
|---|---|
| IIIV – Rights of the Parties | No party shall be liable for delays or failures due to: 1. Acts of God (natural disasters, fire, hurricanes, floods). 2. War, terrorism, government restrictions. 3. Labor disputes, public health emergencies, power outages, etc. |
| IIV – Owners Representation & Warranties | No party shall be liable for delays or failures caused by: 1. Acts of God (natural disasters, fire, flood). 2. War, terrorism, government restrictions. 3. Labor disputes, pandemics, public health emergencies, power outages, etc. |
| IV – Force Majeure | No party shall be liable for delays or failures due to: 1. Acts of God (natural disasters, fire, hurricanes, floods). 2. War, terrorism, government restrictions. 3. Labor disputesPublic health emergenciesPower outages, etc. |
| X – Remedies | 1. The Owner cannot end the Agreement, or interfere with production or distribution, whether or not there was a breach of contract on your part. 2. The Owner is only entitled to monetary damages. 3. Only you have the right to use, modify, or discard footage. 4. You can not be legally forced to use footage or complete/distribute the project. |
| XI – Assignment & Delegation | Neither party can sign, transfer, delegate, or subcontract rights/obligations without the other party’s prior written consent. If delegated, the original party shall remain responsible for fulfilling obligations. Any form of unauthorized assignment/delegation is to be seen as invalid. |
Signatures
As with every legal contract, you need the dated signatures of both parties to make the agreement valid and legally enforceable.
Both, you and the property owner (or representatives acting on your respective behalves) must sign and date the location release form to fully execute it.
Common Mistakes to Avoid
Now, if you are new to the film world, it can all seem too overwhelming. And that’s okay! As a heads up for you, we came up with a list of some common mistakes made by filmmakers:
- Leaving shooting dates blank.
- Forgetting to mention re-shoots.
- Not agreeing in advance about utilities or moving furniture.
- Ignoring permissions for utility use.
- Overlooking “Restricted Areas.”
- Failing to confirm insurance or acceptable alternatives.
- Assuming verbal agreements are sufficient.
Useful Tips for Filmmakers
Here are some super-practical tips & reminders you can use to avoid last-minute stress or delays when you are filming:
- Always carry a signed copy of the agreement on filming days.
- If multiple locations are used, create separate agreements.
- Retain copies of insurance certificates and the owner’s written consents.
- Conduct a pre-filming walkthrough with the property owner to note the property’s condition.
- Take “before” photos of the location to avoid disputes over damages later.
- Have a contact person from the property side available on filming days for any immediate questions or issues.
What’s Next?
Once the agreement is finalized and executed, remember to share a copy of it with the owners or managers of the location.
Also, bring a copy of the completed location release agreement and other necessary documents or certificates on the day of the production.
Wrap Up
While you must recognize the fact that there are no “standard” ready-made agreements that perfectly fit all your contractual needs, our template provides an adjustable framework containing all the contractual basics you can easily customize as per your needs & preferences.
Remember, Location Release Agreements need to be clear, put together with care, and recognized by the state where the film production & shooting take place.
Summary
A location release agreement (or form) is a written document that gives a production company or film producer legal permission from the property owner to film on their property. Whether it is working on a documentary, film, commercial, music video, or social media content, the company will need this release form anytime it is shooting on private property.
Without a location release form, the authorities can argue that the footage legally belongs to the property owner if permission isn’t granted beforehand. Relying on verbal agreements alone can lead to misunderstandings or forgotten details, which may result in disputes. A written agreement ensures both parties are on the same page and provides a clear record in case of any disagreement later. A location release form is, therefore, a crucial part of any film or photo production. It protects the production company’s project legally, helps avoid conflicts, and ensures that filming goes as smoothly as possible.
