Distant Location Approval Process

Follow required review steps for obtaining authorization to film at distant production locations.

Overview

The distant location approval process outlines the procedures, reviews, and planning requirements involved when an F2, FC, or MC production seeks permission to film outside the school’s designated studio zone. Approval is not approved automatically; it is a privilege to be earned.

Because distant locations introduce additional logistical, financial, safety, equipment, transportation, and scheduling complexities, these productions require more extensive review and preparation before approval can be granted. The process helps ensure that productions have developed realistic plans and can responsibly manage the added demands associated with distant-location filming.

INSTRUCTIONS

BFA and MFA capstone productions may request permission to film at a distant location outside the studio zone. Because distant productions place additional demands on equipment, personnel, and university resources, approval is not automatic. It is a privilege granted only to productions that demonstrate careful planning, logistical readiness, and a safe, realistic production plan.

Proposal Requirements

The Producer must submit a distant location request to the Head of Production that includes:

  1. A description of the proposed location.
  2. An explanation of why the location is creatively and/or logistically necessary.
  3. A production schedule showing all travel days, drive times, and shooting days.
  4. A transportation, lodging (if required), and meal plan and budget for the cast and crew.
  5. A transportation, lodging (if required), and meal plan and budget for the assigned faculty member.
  6. A plan for transporting, parking, securing, and maintaining school vehicles and equipment.
  7. A contingency plan if critical production equipment becomes inoperable.
  8. A production timeline showing key logistical deadlines.
  9. A viable local backup plan if the request is denied or the location becomes unavailable.

Travel Times

As a general guideline, distant locations should be within approximately 2.5 hours (each way) of the College of Motion Picture Arts.

Travel time counts as part of the production day and reduces the available filming time in accordance with the program’s production day policies. For example: A production travels to a location that’s 90 minutes away and returns the same day. In the morning, any travel in excess of 30 minutes counts against the 12-hour work day. The same is true for the return journey at the end of day. Therefore, there’s 60 minutes in the morning and 60 minutes at the end of day (120 minutes total) that need to be deducted from the available shooting time that day.

Overnights

Depending on the travel distance and production schedule, the Head of Production may require overnight lodging for cast and crew. When overnight accommodations are required, the production is responsible for providing appropriate lodging and all required meals—including breakfast, lunch, and dinner as dictated by the approved schedule.

Expenses

The production budget should include all anticipated travel-related expenses, including fuel, parking, tolls (where applicable), drinking water, and other essential crew supplies.

All additional costs associated with an approved distant location are the responsibility of the production. The College of Motion Picture Arts does not provide funding beyond the standard production resources allocated to all productions.

Deadlines & Approvals

Requests should be submitted as early as possible during development and pre-production, and no later than two weeks before the first day of principal photography.

Distant location requests are reviewed by the Head of Production in consultation with the Head of Set Operations and the cycle faculty. The Head of Production has sole authority to approve, deny, or conditionally approve a request. Any conditions attached to an approval are mandatory, and the Head of Production’s decision is final.

Approval of a distant location does not constitute approval of the production plan. The Head of Production may require revisions to schedules, lodging, transportation, staffing, budgets, or other logistical arrangements as a condition of approval. Failure to meet the approved production timeline for the show may result in permission being revoked.