Draft Guidelines for Filming in the City of Westminster
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Guidelines for Filming in the City of Westminster Mission statement The City of Westminster is a world-class location for filming and special events, and we aim to balance managing the demand on Westminster as a location for special events and filming activities alongside our commitment to residents, businesses, and visitors to ensure that these activities continue to be regarded by all as safe, lawful, successful, and fair. We do this by ensuring that we support filming and events to contribute to our vibrant culture, environment, and economy by working with event organisers, film production companies and our partners and services. Introduction We want to make your experience of filming in Westminster a pleasurable one, and the purpose of this document is to provide guidance to anyone considering filming in the City of Westminster by providing guidelines, suggestions, links and contacts with various organisations and documents that may help you to plan your shoot. For the purposes of these Guidelines, ‘filming’ activities covers any activity using a camera or radio broadcast, with the exception of news-gathering crews (see 1.1). These guidelines may be updated from time to time, please make sure you have the most up to date version, which will be available on our website: www.westminster.gov.uk/filming. 1. Before you apply Before you begin to plan your shoot, please consider the following points: 1.1 Size and complexity: if your film is simple and does not require parking, road closures, traffic disruption or any other equipment other than a tripod, hand-held lights or microphones, you can apply directly using the Online Application Form and we can approve your film in three working days. If your filming is very simple (for example only using a handheld camera and shooting pieces to camera or general views) you can proceed without informing us, provided that your shoot is unlikely to cause a crowd, or any obstruction. However, there may still be a possibility that you may be asked to move. If your film is likely to require large, multiple or sensitive locations (see below) please include this information when you fill your Online Application Form. Please note: News crews covering a breaking story should contact us as soon as possible. 1.2 Location: please check whether your shoot is on private property, as this will require permission from the land owner, which you are responsible for obtaining. There are also some areas in Westminster that are more sensitive and may need further discussion with us, please see Appendix 3 - Specific Locations. 1.3 Availability You can check with the Special Events Group to make sure that your proposed date does not clash with other planned events, building construction or road works by filling out the Pre-Application Form. Page 1 of 42 1.4 Check that you have enough time We and our partners need a certain amount of notice to be able to support your filming effectively. We will do our utmost to help you with your activities, but please be aware that the earlier we know about what you want to do, the more likely it is that we can approve your application and support you. The times below are our minimum timescales for filming. However we do recognise that filming is a very fluid process and that you may be unable to meet these time frames. In this situation please contact us as soon as possible and we will try to help. Activity Processing time (this covers the time it takes the Special Events Group to process your request, notify the relevant service provider or stakeholders, and deliver your request on your required date) Simple filming involving handheld No application necessary equipment only, maximum 5 people Simple filming with tripod and handheld 3 working days lights 10 working days (including consultation Parking suspensions and permissions with residents) Filming requiring traffic management 15 working days (e.g temporary traffic holds) (including consultation with Highways) Temporary structure (such as scaffolding) 15 working days Filming requiring aerial platforms, cranes, 15 working days genie boom, cherry pickers (without need (including licensing of the equipment) of a road closure) Complex filming, possibly including street 20 working days furniture removal, street lighting control, stunts or use of special effects 12 weeks (including time to process a Filming requiring road closures Temporary Traffic Order) Major filming event involving multiple road 12-26+ weeks closures (depending on location) 1.5 What is a Pre- Application Form? The Pre-Application Form gives us the following information about your requirements • what venue or venue type you want • what date(s) and times(s) you want This form allows you to check for any potential clashes before you fill in the Filming Application form in more detail. The Pre-Application Form does not allow you to apply to hold an event. You can download it on our website and return it by e-mail to [email protected]. When we receive your Pre-Application Form, we will email you to let you know that we are processing it and you will receive a response as soon as possible. If the date or location you request is unavailable, we will notify you by email and suggest alternative dates or locations if possible. This process is completely free. Page 2 of 42 If your date and location available, we invite you to fill in an Online Application Form (available on our website). If you prefer, you can go straight to application without using the Pre-Application Form to check availability. 1.6 Consultation If you wish to discuss your shoot in more detail, then you can apply for a consultation by ticking the option on your Pre-Application Form. You will be asked for payment, which we will acknowledge by e-mail once we receive it. When your payment is approved we will contact you arrange your consultation at a time to suit you. The consultation costs £75 per hour, which entitles you to dedicated time with one of our experienced Events and Filming team. This time can be used for meeting, reviewing of documents and writing up outcomes, and you have the opportunity to decide with your Events Group members how you wish to spend your consultation time. 2. Filming Application When you complete the Online Application Form, please be aware of the following issues: 2.1 Detail It is easier for us to approve your application if we have a good idea of what you want to do, however we are aware that you may not have complete details of equipment or vehicles at this stage. In this case, please include what detail you can and update us when you have more information. 2.2. Managing public interest Does your shoot require management of the public? If you are expecting a large amount of public interest or plan to have crowd scenes, you may need to employ security officers or Stewards to manage your filming area safely. (Please see Appendix 2: Spectator Management). 2.3. Areas to be aware of Westminster has several areas which are may have certain conditions attached to their use. If you are planning to use one of these areas, you may need to have further discussions with your Special Events Officer during the planning process. Please see Appendix 3 – Specific Locations for more information. If you cannot use one of these locations you can discuss alternative dates and locations with the Special Events Group in a consultation. The appropriateness of your chosen area will be assessed by our team before deciding to approve your application. We will take into account the following: • area character; • area scale and function; • residential community; • physical layout; • townscape and capacity of the area (in terms of pedestrian and vehicle traffic); • impact on pedestrian and vehicular traffic; • consideration of the frequency of filming being held at the location. • simultaneous activity, other filming, events, ceremonies, road works or other activity which will impact on the intended location In cases where this is considered an issue alternative location(s) can be discussed (see 1.6). Page 3 of 42 2.4. Budget and insurance You may incur unexpected expenses during your shoot (for example making good on a bench that is damaged during filming). Please check that your budget will cover all expenses and charges, whether from us or those from other agencies. You will also need Public Liability Insurance for your shoot. The minimum acceptable insurance cover is usually £5 million. If you are a student, please check with your college. The Special Events Group will recommend if that amount needs to be increased. 2.5 Westminster Council resources You will need to give some information about what Council resources you expect to need for your shoot (e.g. parking, road closures). You do not have to give too much detail at this point. Applications should include any requests for the use of our assets such as buildings, schools, street furniture, employment of our Cleansing Teams, or other specialists. Please also include details of any use of intellectual property, such as Westminster City Council branding and logos. Please note: you and your production company will be responsible for making sure that the public highway is clear from any rubbish created by your shoot. If this is not cleared away we will clear it and charge your production company. 2.6. Submitting your form If you wish to go ahead with your shoot and you have confirmed that your preferred dates and locations are available (see 1.5), please complete your Online Application Form and send it to the Special Events Group accompanied by any parking requests, traffic orders and public liability insurance documents if you have them.