TERMS AND CONDITIONS

1. These Terms and Conditions are the contract between you, the property owner, and us, Dixcot Locations Limited regarding our appointment as your agent to negotiate on your behalf the use of your property for film and stills location hire by film production businesses, magazines, websites, newspapers, photographic agencies, etc. In these terms any person who has booked the use of your property as a location or may do so is referred to as ‘the Client’.

2. These Terms and Conditions may change at any time. In the event that our Terms and Conditions are changed we will e-mail you a copy of the new Terms and Conditions. These Terms and Conditions will apply to any bookings of your property by any person, firm or company who has been referred or introduced to you by us.

3. If a Client expresses an interest or wishes to use your property as a location we will negotiate with the Client on your behalf. We will also take the booking. These Terms (as changed from time to time) will form the contract between you and us.

Website

4. We will advertise your property for use as a location to Clients on our website.

5. Once you have registered with us, we will add photographs and details of your property to our website.

6. Please note that advertisement of your property on our website does not guarantee that your property will be selected as a location.

7. We will not advertise the address of your property; it will be referred to by a street, house name, or your surname, e.g. Mill Cottage or St John’s Avenue or Smith House. Which name we choose, is at our discretion.

Price and Payment

8. We will charge a £100 registration fee and a commission of 20% of the total charges paid to you for the booking, plus VAT (if applicable).

9. We will take the payment for each booking from the client and we will then pay the balance of the fees to you after deducting our commission. We will issue you a receipted invoice for our commission. You will be paid within 14 days of us receiving payment from the Client.

10. In the event that the Client does not pay the booking fee we will not be liable to you for payment.

11. If you are paid directly by the Client then you will need to pay our commission to us within 14 days. Interest at the rate of 20% per annum shall accrue on any amounts owing by you to us under these terms.

12. Please note that our commission of 20% will be payable on any fees charged by you for location work at your property to any Client or any person connected with any Client who has been introduced or referred to you by us. In the event that you take a booking directly from any such person our commission will be due within 14 days of you receiving payment from the Client.

Liability and Insurance

13. We will not be liable to you for any loss or damage you suffer as a result of the acts of the Client on your property.

14. We will not be liable for any financial loss or damage or any damage to your property or for any indirect, special or consequential loss you may suffer as a result of these Terms and Conditions.

15. Our liability for any loss you suffer arising under these Terms and Conditions or in respect of any booking shall not be more than the commission payable by you to us for the use of our services.

16. Nothing in these Terms and Conditions will limit or exclude our liability for death or personal injury caused by our negligence or for any losses you suffer as a result of fraud or dishonesty on our behalf.

17. We will ask the Client for evidence that they have public liability insurance. However, we would strongly advise that you take out your own policy to cover any loss or damage arising from filming or photography at your property.

Cancellation

18. If you have agreed to accept a booking and that booking is subsequently cancelled by you, you will be liable to us for a cancellation fee equal to the commission we would have charged had the booking gone ahead.

19. If a booking is made by a client, for the use of your property, and it is then subsequently cancelled, we will not be liable to you for any lost fees.  We regret that in these circumstances it is normally difficult to obtain payment.

General Terms

20. By accepting these Terms and Conditions you confirm that you are the legal owner of the property and that you are therefore entitled to enter into this agreement with us.

21. You accept that we are entitled to publish details of your property and that we may use photographs of the property in our photo library and on our website.  If a booking is taken, you accept that we may pass on to the Client contact and address details for you or your representative.

22. By accepting these Terms and Conditions you confirm that you have read the guidance notes and that you will follow, as far as possible, the guidance and advice in those notes.

23. You agree to make the property available for deliveries, collections and the shoot-dates if a booking is taken.

24. You agree to notify us if there are any major changes, structural, decorative or aesthetic to the property and that you will also let us know if the property is sold.

25. You agree that we may contact you by e-mail to the e-mail address provided, please make sure that the email address you have given us is always up to date as you will be deemed to have received any correspondence from us to that address.


Please print and sign to confirm that you have read and accepted our Terms and Conditions and return to us at:
Dixcot Locations Ltd, 8 North Drive, London, SW16 1RL.

Address of Location:   

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Name in block capitals:   


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GUIDANCE NOTES


Charges:
Dixcot Locations will negotiate with its Clients for the best possible fee.  As a guideline, we charge the following:
 
Editorial: £400 - £600 a day
Advertorial: £800 - £1,000 a day
Film: £1000 - £1,500 a day plus £500 for set-up days

Please be aware that every Client has a different budget and this might not stretch to the figures seen above, however, we will do our utmost to get you the best rate possible.

All that is required of you is that you provide access to your (clean and tidy) location both on shoot days and also for deliveries and collections.

Dixcot Locations will inform you of any enquiries about your Property.  The Client may make a provisional booking (put an option on) and hopefully they will then confirm this booking.  However, you must be aware that sometimes, provisional bookings do fall through.

When a provisional booking is made, I will notify you of all the details, including which company it is on behalf of, the contact that you will be dealing with, the filming dates, and the nature of the project.

Should the shoot go ahead, after the shoot, I will invoice the Client and upon receipt of their payment, which may take some time, I will pay your invoice.

Dixcot Locations takes a 20% commission from your fee.

Photographs:
We will need photographs of your property.  If you have a digital camera, go around your property taking pictures of every room, from lots of different angles and make sure you take some of the outside and garden too (if you have one). The resolution needs to be good and images should be TIFFS or JPEGS.

Prior to a possible shoot:
If a Client is interested in your Property you will receive a visit from a Location manager, who might come and take photos and measurements.  S/he will be looking for any problem factors such as noise.  The Client may be looking at several properties at this stage, not just yours.

If your Property is considered suitable you will probably receive another visit, this time from the director, designer and location manager.  They might take more photographs and measurements.  They may still be considering other properties.

If they do select your Property, there will follow a technical reccy.  This time there could be as many as 10-20 people and they will liaise with you about their plans.  It is their job to inform your neighbours, the police and the council of all shooting arrangements.

The Shoot:
  • Someone needs to be at home to let the crew in and show them what’s what.
  • You will need to provide tea, coffee, biscuits, fruit etc.
  • If you are providing catering, lunch menus should be made available.
  • Please be aware that any shoot entails a lot of equipment, props and other stuff and the crew will need space in which to store it all.  It will need to be collected and this might not be until the day after the shoot is over.  Again there needs to be someone at home to provide access for collection.
  • Usual shoot times are from 9am until 6pm. Overtime on a shoot is considered to be anything after 6pm, so please make a note of their hours so we can bill them accordingly.

Remember…
…the more welcome they feel, the more likely you are to receive repeat bookings. Enjoy!

Invoicing:
Please invoice us after every shoot.  In your invoice let us know the following details:
  • The shoot date
  • Who the shoot was for, i.e. the name of the magazine or television production company and programme
  • The name of the photographer or director
  • The fee, including any overtime

Please be aware that it can take some time to receive payment from magazines and television production companies and therefore also from ourselves. Please be patient, we will pay you within 14 days of receiving payment from the Client.
 

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