Filming in Herefordshire: what you need to know

We want to make filming in Herefordshire as smooth as possible for your production. The conditions below help explain what you need to do to film safely and responsibly, while minimising disruption to our local communities who may be affected by filming activities.

These conditions are directed at all filming with the exception of ad-hoc filming, for example TV news reporting. Whenever this document refers to film, the term includes all other visual media such as television, commercials, virals, corporate and music videos, cable, satellite.

In certain circumstances the council, police, other emergency services or location owners may need to impose additional stipulations on filmmakers.

Before you film

Before filming takes place, make sure you;

• Get permissions from all the relevant agencies - for example the local authority, Police, and land or property owner. The agencies involved will depend on the location and other relevant circumstances.
• Inform all those affected by filming and made aware of arrangements (for example neighbouring properties).
• Allow enough notice. We would recommend that at least one week's notice is given to all concerned.

Who you need to inform

Filming often involves multiple organisations. Depending on your shoot, you may need permission from:

• The council
• Police
• Landowners or property owners
• Other relevant agencies

The organisations involved will depend on your location and filming plans. We recommend coordinating early to avoid delays.

The council

Keep us in the know by telling us about filming on public land, or filming that may affect highways or nearby properties. When contacting us, please let us know the below. 

• Production company name, the type of production and contact details
• Scale of the production
• Number of crew and vehicles
• The removal, alteration and disguising of street furniture and carriageway markings
• Any equipment - for example cranes, cherry pickers, track, or any other potentially hazardous equipment in a public place
• Planning of parking of production vehicles on yellow lines, in meter bays or residents' bays
• Any special effects or stunt work on public footways or carriageways
• Productions which depict subjects of a controversial nature
• Adequate public liability insurance and other relevant insurances
• Location specific risk assessments

West Mercia Police

The Police will need to be informed of filming activity within their area. As well as advising the Police of the above, please also let them know if your production has any of the following:

• The staging of crimes, accidents, or use of firearms
• The dressing of cast in police uniforms. (Cast should be asked to cover such uniforms in between takes)

Emergency services

Where relevant, the emergency services should be advised of:

• Special effects, fires, or explosions (Fire Service)
• The impersonation of fire officers or use of pseudo fire tenders (Fire Service)
• The impersonation of ambulance staff or use of pseudo ambulances (Ambulance Service)

You must also make sure that;

• Emergency access routes are kept clear at all times
• Filming activities do not delay or obstruct emergency response 

Landowners or property owners

To help with the smooth running of the filming of your production, please make sure that location owners and adjacent property owners are:

• Kept informed about your filming plans, even if their property is not being used directly
• Provided with a clear location agreement, outlining the terms between you and the property owner
• Given details of any set dressing or construction work, so they know what to expect
• Notified in writing (for example, by letter drop) at least 7 days before filming begins

If you’re unable to give 7 days’ notice, we recommend that a member of your team speaks directly with affected property owners to explain your plans and answer any questions.

Insurance

Make sure that you have:

• Proof of adequate public liability insurance
• Any other relevant insurances available on demand for anyone reasonably affected by the filming activities.
• Copies of the company's public liability insurance document. 

All filming undertaken and any associated liability is the sole responsibility of the production company, its employees, and contractors.

Health and safety

You are responsible for making sure your filming is safe and follows current health and safety regulations.

To help your shoot run smoothly, make sure you:

• Assess all locations for risks and hazards.
• Consult with a health and safety professional.
• Do a full risk assessment report which is then circulated to all employees, contributors and contractors
• Have a person qualified in first aid that is always present during filming.
• Consult the council well in advance of filming, for advice on traffic control and any related safety measures required.
• Make sure you are aware that for filming on the public highway, the services of a professional traffic management company may be required. While working on the public highway, all members of the production team must wear approved protective clothing, for example high visibility jackets.

Respect for residents and members of the public

When filming on location, please be mindful of the people and local businesses in the community around you. A considerate approach will help everything run smoothly for your production.

• Give all neighbouring residents and businesses at least 7 days’ notice of filming or speak to them directly if less that 7 days’ notice is given
• Keep noise to a minimum, especially during unsociable hours (usually 11pm to 7am).
• Generators should be baffled or integral with the location vehicle
• Please dress appropriately and follow any location specific requirements (for example, religious settings)
• The use of respectful language at all times
• Keeping clear access to homes and businesses unless otherwise agreed
• Making sure that lighting and equipment is set up safely and avoids becoming a hazard or dangerous to the public. Where appropriate, warning cones and hazard tape should be used
• Avoid using lights that dazzle or distract that could be dangerous to others
• Provide safe alternative routes for pedestrians if footways are being blocked off for filming
• Provide alternative parking arrangements for residents, if parking is affected by the filming

Observing designated areas

To help your filming run smoothly, please make sure that you stay within the areas and times agreed in the permission granted;

• Park production vehicles in agreed locations at pre-arranged times and switch off engines when you arrive.
• Please keep parking near the location clear unless spaces have been arranged for any cast or crew
• Use the designated areas for meals and breaks
• No-smoking areas must be observed. Where smoking is allowed, ashtrays shall need to be provided by you
• Everyone to respect boundaries and avoid entering neighbouring properties or restricted areas

Care of the location

When filming, you’re a guest at the location, and must treat both public and private property with care and respect. To help keep locations in good condition, please make sure you: 

• Provide your own rubbish bins and remove all rubbish regularly during filming and after
• Protect interiors when filming interior shots. For example; using dust sheets if needed to cover furniture and flooring
• Objects belonging to the location must not be moved or removed without owner's permission
• All signs or property removed or disguised for filming purposes must be reinstated upon completion of filming.
• All signs posted to direct the production company to location to be removed
• Make good on any damage or mess caused by activities immediately after filming and notify all relevant parties. For example; public and private property indirectly affected by materials used to dress the highway
• Ensure that the location and its environs are protected by security staff
• Crew responsible for the location should check it thoroughly before departure, to ensure that the property has been restored to its original state and that any evidence of filming activity has been removed unless otherwise agreed

Reporting

Please let us know how we did in helping you with your production in Herefordshire! We’d love to hear your feedback.

As well as this we may ask the production company to submit a location spend form on completion of filming. This information will be treated in strict confidence and will be used to build a cumulative total of all filming in Herefordshire. This information will then be used to understand and promote the economic benefit for continuing to support film making in the area.