Location Release Form Template (Free Download, 2026)

A working location release form for indie film, commercial, music video, and short-form productions. Free to download, no email required. Every clause explained in plain English.

This is the agreement between a production and the property owner where you're shooting. It establishes the production's right to film on the property, the dates and times, the compensation (if any), and the basic terms of the engagement. Without it, productions can't legally distribute footage shot at the location, and insurance carriers won't cover claims arising from the shoot.

Get the Template

• Open Location Release Form Google Docs Template (coming soon)
• Download Location Release Form PDF (coming soon)

When You Need a Location Release

You need a signed location release whenever you film on private property. This includes:

• An apartment, house, or condo you don't own
• A business, restaurant, store, or office
• A warehouse, garage, or workshop
• A school, church, or community space
• A friend's place that "doesn't really need a release"

If the property is owned by someone other than the production company, get a release. Even if it's your friend's apartment.

For city/public property, you typically need a city permit instead (or in addition). For NYC specifically, see Filming in NYC: Permits, Locations, A Practical Guide.

What a Location Release Includes

A working 2026 location release has 11 clauses. The template includes all of them.

1. Production Header

PRODUCTION:        [Project name]
PRODUCTION CO:     [LLC or company name]
PROJECT TYPE:      [Short film / Feature / Commercial / Music video / etc.]
PRODUCER:          [Name + contact]
DATE:              [Today's date]

2. Property Owner Info

OWNER NAME:                  [Full legal name or company name]
PROPERTY ADDRESS:            [Specific address]
EMAIL:                       [Email]
PHONE:                       [Cell]

If the property is rented (the person signing isn't the owner), get the actual owner's permission, or have the renter explicitly attest they have authority.

3. Filming Window

FILMING DATES:               [Specific date range]
ARRIVAL TIME:                [Specific time]
WRAP TIME:                   [Estimated wrap time]
PREP / WRAP DAYS:            [If applicable]

Be honest about timing. "We'll be in and out by 6pm" when you're actually wrapping at 11pm damages relationships and triggers disputes.

4. Compensation

LOCATION FEE:                $______ flat (or per day)
PAYMENT METHOD:              [Check / ACH / Venmo]
PAYMENT DATE:                [Date or "Within X days of wrap"]
ADDITIONAL CONSIDERATION:    [If any: dinner, screen credit, comp tickets, etc.]

Be specific about the fee structure. Indie shorts often have $0 fees; commercials always have fees. Establish upfront.

5. Grant of Rights

The most important clause. Establishes that the production owns the right to use the location's appearance in the project.

A standard, fair version reads roughly:

Owner grants Production the perpetual, worldwide, royalty-free right to use the appearance of the Property, including any signage, decor, fixtures visible during filming, in connection with the Production and its promotion and distribution, in all media now known or hereafter developed.

This is the language productions need to legally distribute the finished film. Owners sometimes push back on "perpetual" or "all media" terms; for sensitive properties, this is occasionally negotiated.

6. Right to Modify Property (Set Dressing)

Specifies whether the production can modify the property:

MODIFICATIONS PERMITTED:     [Yes / No / With approval]
DETAILS:                     [E.g., "Production may move furniture and add
                             set dressing, all of which will be returned to
                             original positions at wrap. Production will
                             not paint, drill, or modify walls without
                             explicit written approval."]
RESTORATION:                 [Production responsible for returning property
                             to original condition]

This clause prevents disputes about a moved couch, a hung light fixture, or a removed wall hanging.

7. Insurance and Liability

Productions typically carry General Liability Insurance covering the location. The release confirms the owner is named as additionally insured:

INSURANCE:                   Production carries $1M General Liability
                             Insurance, naming Owner as additionally insured
                             for the duration of the engagement. COI
                             provided separately.

For larger productions, owners may require specific coverage levels or additional riders (e.g., specific coverage for high-value items in the property).

8. Indemnification

Production indemnifies the owner against claims arising from the production's negligence:

Production agrees to indemnify and hold Owner harmless from any claims, damages, or losses arising from Production's use of the Property, including damage to Property caused by Production's crew, talent, or equipment, except for damage caused by Owner's own negligence.

9. Confidentiality / NDA (For Productions Shooting Sensitive Material)

If the script involves sensitive content (e.g., a private home being used for a horror film), include:

Production and Owner agree to confidentiality regarding the use of the Property in connection with this Project. Owner agrees not to publicly disclose Property's involvement until Production's official PR launch.

This clause is typical for commercials and major productions; less common on indie shorts.

10. Right of First Refusal (Optional)

Some owners want first refusal on future productions:

RIGHT OF FIRST REFUSAL:      [Yes / No]
DETAILS:                     [If yes: terms]

Most indie productions skip this clause. It's included in some commercial agreements where the owner wants ongoing income.

11. Signatures

OWNER SIGNATURE:             _______________________     DATE: ________

PRODUCER SIGNATURE:          _______________________     DATE: ________

Get signatures before crew arrives, not as crew is unloading.

A Sample Filled Location Release

What it looks like when complete:

═══════════════════════════════════════════════════════════════
LOCATION RELEASE
═══════════════════════════════════════════════════════════════
PRODUCTION:    The Late Bloomers
PRODUCTION CO: Late Bloomers Films LLC
PROJECT TYPE:  Indie short film
PRODUCER:      Jane Doe — jane@latebloomers.com — (917) 555-0001
═══════════════════════════════════════════════════════════════
OWNER:         Robert Park
PROPERTY:      123 Bedford Avenue, Brooklyn, NY 11211
EMAIL:         robert@example.com
PHONE:         (718) 555-9876

FILMING DATES: May 11, 2026
ARRIVAL:       7:00am
ESTIMATED WRAP: 9:00pm
LOCATION FEE:  $400 flat
PAYMENT:       ACH within 7 days of wrap
═══════════════════════════════════════════════════════════════
GRANT OF RIGHTS: Owner grants Production perpetual, worldwide,
royalty-free right to use the appearance of the Property in
The Late Bloomers and its promotion and distribution.

MODIFICATIONS: Production may move furniture and add set dressing,
all returned at wrap. No paint, drilling, or wall modification
without separate written approval.

INSURANCE: Production carries $1M General Liability Insurance,
naming Owner as additionally insured. COI attached.

INDEMNIFICATION: Production indemnifies Owner against claims
arising from Production's negligence.
═══════════════════════════════════════════════════════════════

OWNER SIGNATURE:    _________________________   DATE: ________

PRODUCER SIGNATURE: _________________________   DATE: ________

Common Location Release Mistakes

Skipping the release entirely. "It's a friend's apartment, we don't need paperwork." Without a signed release, you can't distribute footage shot there. Distributors check.

Vague filming window. "We'll be there for the day." Specific arrival and wrap times prevent disputes.

No restoration clause. When the production moves the couch and forgets to put it back, the dispute is messy without a clear restoration commitment in writing.

Missing additional insured rider. Insurance certificates that don't name the property owner as additionally insured don't protect the owner. Generic GL policies need the rider.

Asking the renter, not the owner. Renters often don't have authority to grant filming rights. Confirm with the actual owner.

Not paying on time. "Within 7 days of wrap" creates accountability. Missing the pay date damages the relationship and your reputation in that neighborhood.

No restoration walk-through. Before crew leaves, walk the property with the owner to confirm everything is restored. Note any damage in writing if any occurred.

When You Need More Than This Template

Simple location release works for:

• Indie shorts and music videos
• Single-day commercial work
• Most private home shoots

You need a more formal agreement when:

• The location is a recognizable business (their brand is in the shot, requires brand approval)
• The shoot involves stunts or special effects (additional liability concerns)
• The location is heavily decorated or has visible artwork (artwork separately copyrighted)
• The property has tenants or guests (separate releases needed)
• The shoot is multi-day with significant property modification

For these, work with a film attorney to layer additional protection.

Working With Different Location Types

Apartments and Homes

Often the easiest. Owner-occupied, simple agreement, modest fee ($200-1,500/day).

Restaurants and Businesses

Slightly more complex. Often requires shooting outside business hours. Fee typically $500-3,000/day. Brand approval often required.

Studios (Sound Stages)

Studios have their own template agreements. You sign their paperwork, not the other way around.

Airbnbs

Generally not allowed by Airbnb's terms of service for filming. Get the actual property owner's permission separately, not just the Airbnb host.

Public-Looking Private Spaces

Some "public" spaces (corporate plazas, private parks, gated communities) are actually private. Confirm ownership and get a release.

Historical Buildings

Often have separate filming protocols and elevated fees. Confirm specific requirements.

Related Templates

A complete indie production paperwork stack:

• Free Call Sheet Template — for daily production
• Production Budget Template — for budgeting
• Crew Deal Memo Template — for hiring crew
• Actor Release Form Template — for talent

How NeedaCrew Helps Productions Find Locations

NeedaCrew is the US/Canada marketplace for film crew and casting. While the platform doesn't directly broker locations, the locations professionals (locations managers, location scouts, locations PAs) on the platform do.

Hiring a working locations manager is often cheaper than handling location yourself, especially for productions over $25K. They have established relationships with property owners, know which neighborhoods are friendly, and handle the paperwork on your behalf.

Find a locations manager on NeedaCrew →

TL;DR

• Get a location release for any private property you film on, even friend's places
• 11 clauses: header, owner info, filming window, compensation, grant of rights, modifications, insurance, indemnification, NDA, right of first refusal, signatures
• Insurance: $1M GL minimum, name owner as additionally insured
• Include modification + restoration clauses to prevent disputes
• Get signature before crew arrives, not as they're unloading
• For complex locations (businesses, multi-day, recognizable brands), use a more formal agreement

Get the template free →