How to Negotiate a Successful Film or Video Location Agreement for a Hotel

Figuring out how to negotiate a successful film or video location agreement for a hotel is certainly an important step of the planning process. It should be handled during pre-production. But what’s the process like?

Many who haven’t ever worked with a hotel owner or property manager before wonder what the process is like in trying to secure the rights to film at a hotel within the lobby or other areas of the resort. Before you begin negotiations, you’re going to want to plan. And be prepared!

Pitch the Project to Hotel Owner

First, and foremost, you’re going to pitch the project to the hotel owner. This means you’ll need to plan out the details of your film project in advance of your pitch.

You’re going to need to plan out when you’ll be filming, who will be involved, and what size crew will be needed. You’re also going to need to pitch the project to the hotel owner.

Outline Details

Make sure you’ve detailed what the project is about. Why are you interested in filming at the property? And what benefits could come to the hotel owner? Factors such as credits in the film or monetary fees.

These aspects are going to be what the hotel owner is most interested in. As well as in making sure that their hotel will not be used in any way that might defame the location or otherwise cause trouble.

Discuss Fees & Insurance

Make it clear to the hotel owner that you will cover the cost of any lease fees. And that you will carry the necessary insurance in order to film on the property. Every hotel is different.

So as you’re figuring out how to negotiate a successful film or video location agreement for a hotel, make sure you ask them what insurance is required. And that you assure them you will have the correct coverages with the hotel named as a loss payee should something go wrong.

Outline Details

There will likely be fees associated with renting the hotel out. Before you negotiate an agreement, you should have an idea as to the amount you’re willing and able to spend on the location.

Make this budget clear to the hotel owner. And if you have to, work some magic to get the price down to a rate that is within your budget. This might mean filming after hours or on slow days when the hotel is least busy.

Write it Out

Learning how to negotiate a successful film or video location agreement for a hotel is all about your planning. In addition to properly writing the agreement out. This way you and the hotel owner are both equally protected.

Make sure that all of the details of the agreement are listed and that nothing has been left out. You might have your legal counsel write the agreement or at least review the agreement before you move forward. 

The Takeaway

Make sure that you, and the hotel owner, have signed the location agreement. All of your hard work in negotiating the agreement will be for nothing if you don’t have the agreement signed.

Now that you know how to negotiate a successful film or video location agreement for a hotel, what steps are you going to take next?