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Inquiry Letter to Location Owners

Overview

The inquiry letter provides sample language students may use when first contacting a location owner. It introduces the student production, explains the request, identifies the desired filming date or time frame, and communicates the production’s commitment to safety and professionalism.

A clear initial inquiry helps productions make a professional first impression and gives location owners enough information to decide whether they are open to a conversation. This supports stronger communication, better community relationships, and a more respectful location-scouting process.

Sample Messaging

Below is verbiage that you may use when contacting location owners by letter or email. Replace the elements in parentheses with the specifics for your particular request. You can, of course, also use this as the basis of a script for when you talk directly with a location owner.

Dear (location owner’s name),

Hello, my name is (your name) and I am a student at the Florida State University College of Motion Picture Arts. My team and I are currently in pre-production for a short film that I’m producing. The film is a (genre) and a few of the scenes take place in (briefly describe location). During a recent location scout we noticed your (home/office/location) and felt it might be just perfect for the project. We have some flexibility on the filming date but ideally our shoot would take place on (date) and between the hours of (when to when).

If you wouldn’t mind, I would love to take a few minutes of your time to talk about our film and see if arrangements could be made to film at your (home/office/location).

Safety is of utmost concern for our team. Our film crew is well-trained and professionally advised. Our crew understands the importance of working professionally with location owners and we take this responsibility seriously.

Please feel free to email me, or call at the number below if you would be interested in discussing the possibility of hosting our film shoot.

All community support we receive comes with a special thanks credit at the end of each film.

We appreciate your time and consideration.

Sincerely,

(Your full name)
(Your crew position)
(Your email)
(Your cell)

Equipment Loss and Damage

Overview

Equal access to well-functioning equipment and facilities is a central tenet of our level playing field philosophy and is critical to the delivery of the curriculum. Equipment loss and damage policies explain the procedures and student responsibilities that apply when school equipment is lost, damaged, or improperly maintained during production activity.

These policies are necessary because classes and productions rely on shared equipment that must remain functional across many projects and production cycles. Clear procedures help maintain accountability, support timely repair or replacement, and reinforce responsible stewardship of school resources.

Fixing or modifying equipment

Attempting to repair, modify and/or “jerry rig” College equipment is strictly prohibited. Equipment will invariably be broken in the course of a production, and many times there is a strong urge to attempt to fix the equipment on site. Serious and dangerous situations can arise when equipment is modified. This policy is in place for the protection of all cast and crew members, as well as to protect the equipment and ensure for its future use. Violation of this policy will subject the student to restriction and possible loss of ER privileges.

Equipment loss and damage fee

In the course of normal use, equipment and facilities will inevitably be damaged or get lost. To assist in the maintenance and replacement of equipment and facilities the College has enacted an Equipment Loss and Damage (ELD) Fee. This fee applies to ALL College equipment and facilities including, but not limited to, production equipment, post-production equipment, lab computers, classroom furnishings, and structural elements such as walls and ceilings. When discussing loss or damage it should be noted that the word “equipment” refers to all production and post-production equipment and all facilities and their contents.

This fee was created to accomplish the following goals:

To ensure that the College always has a fund dedicated exclusively to repairing and replacing the equipment necessary for the education of our students. This fund will protect both current and future students.
To ensure that each student maintains fiscal responsibility to the proper and safe use of the College’s equipment, while making sure that the student will not be overly harmed by the cost associated with replacing state-of-the-art equipment beyond the student’s fiscal capability.
To create an account that can carry forward unspent funds, thereby eventually creating a pool of funds capable of replacing high-end, expensive equipment.

This fund is not only for current students using the equipment, but also for the protection of the equipment for use by students from year to year. Every student enrolled in the College will pay the ELD fee each semester of enrollment, regardless of whether they are currently using the equipment or facilities. This does include students who are completing an internship in another state, or those students only enrolled in 1 credit hour a semester.

The ELD fund works exactly like an insurance policy. Every student pays into the fund each semester they are listed as a film major. Any time a student loses or damages a piece of equipment he or she will be responsible for paying a deductible of up to $1,000 for capital items (items valued at $5,000 or more) and $500 for non-capital items (items valued at less than $5,000). Any cost to replace or repair the equipment beyond the $1,000 or $500 deductible will be covered by the ELD fund. This deductible is applied to each individual piece of equipment.

For example, a student drops a lens and also breaks a filter on the lens. The cost to repair the lens (a capital item) is $1200 and the cost to replace the filter (a non-capital item) is $150. The cost to repair the lens is above the capital item deductible so the student will be responsible for the first $1,000 and the ELD fund will cover the remaining $200. The filter is below the non-capital item deductible, therefore the student will owe the entire $150. Therefore, the student will owe the College $1,150 ($1,000 for the lens, plus $150 for the filter).

If multiple students are held responsible for the loss or damage of equipment, then the cost to repair or replace will be determined for each piece of equipment and the final cost to the students will be split between all responsible parties for each piece of lost or damaged gear.

Once the fee is paid to the university and deposited into the College budget, the Dean determines the allocation of those funds. Funds not spent at the end of each semester are not refundable.

The ELD fund only covers the incidental and accidental loss or damage of equipment. Any act of gross negligence or willful destruction that results in loss or damage to equipment or facilities will not be covered by the ELD policies and the student(s) responsible will be held solely liable for the entire cost of replacement or repair, and may also be placed on probation or dismissed from the program.

Payment for lost or damaged equipment

At the end of each production cycle, all responsible parties will be identified and assessed charges for any lost or damaged gear. This process is done as close to the industry standard as possible. A Loss/Damage Report will be generated for each production and delivered to the Producer. In addition, an invoice for all missing and damaged equipment from that specific show will be generated and delivered to the Producer and the responsible party/parties.

Payment will be required in a timely fashion and a receipt will be given. All checks are to be made payable to Florida State University and delivered to the Equipment Room Manager. A payment plan option or other contingency payment options may be available and must be arranged with the Equipment Room Manager. Failure to pay for any lost and/or damaged equipment may result in probation or dismissal from the program.

Normal wear-and-tear

It is understood that, during use, equipment may become damaged in minor ways. This is viewed as normal wear-and-tear. Therefore, students will not be responsible for the cost to repair damage that is classified as normal wear and tear. The Equipment Room Manager will be responsible for classifying the damage as normal wear-and-tear, lost, or damaged.

In-Field Equipment Transfer

Overview

In-field equipment transfers govern the process of transferring responsibility for school equipment between productions while equipment is off campus or actively in use during production activity.

Because productions often operate across multiple locations and shooting days, equipment responsibility must remain clearly documented at all times. Formal transfer procedures help maintain accountability, reduce confusion about custody of equipment, and protect both students and the school in the event of loss, damage, or missing items.

How It Works

Due to the constant productions at the College, students will sometimes be required to hand off the truck and its contents from one show to another without going through the ER as an intermediary, thereby sharing the use and responsibility of the gear equally across productions. This is the most misunderstood yet most important aspect of the check-out/check-in process. It is crucial to understand the ramifications.

Each equipment package (grip, lighting, camera, etc.) has a check-out department head/team and a check-in department head/team. In the field, the check-out department head/team hands over the Equipment Check-out Manifest to the next show’s department head/team responsible for the equipment. Each of these department heads/teams signs the equipment manifest. The second show’s students use the gear on the assigned production, use it responsibly, maintain its order, and ensure it is returned safely to the truck.

Check-out

The check-out head/team signs the manifest at check-out. This signature is an acknowledgement that the check-out head/team has thoroughly checked through every piece of gear on the manifest and verifies that it is in working order. If there was equipment missing from the manifest it should be either replaced or noted on the manifest itself. Once this manifest is agreed upon by the ER and the department head/team, and is signed by the department head, all the equipment becomes the responsibility of the department head/team that signed it.

In-Field Transfer

When the check-out head/team is finished with the production, s/he gives the truck, equipment, and its contents, along with the manifest, over to the check-in department head/team. This is done in the field and not under the supervision of the ER. At this point, the check-in department head/team becomes partners with the check-out department head/team. It is at this time that equipment damage should be communicated from the first show to the second show. If there was any missing or damaged equipment on the first show, the check-out department head/team must communicate this damage to the check in department head/team by noting it on the equipment manifest.

Failure to complete this crucial step will not release any students from fiscal responsibility for lost or damaged equipment.

Check-in

After the second show, during equipment check-in, the check-in head/team signs the manifest. This signature is an acknowledgement that the check-in person has thoroughly checked through every piece of gear on the manifest and verifies that if there is missing/damaged gear it has been noted on the manifest and the responsible parties have been noted. Once signed, the check-in person agrees with the ER regarding the accuracy of the equipment count and the state of the gear.

Disputes

If there is a dispute about which production had the missing/damaged equipment, then both department heads/teams will be assessed and will split the cost of repair or replacement. The deliberation of any grievances related to responsibility of loss or damage, or any arbitration of the policy governed herein, will lie solely with the Associate Dean. Any grievance must follow the chain of command prior to being brought to the desk of the Associate Dean.

Chain of Command:

Level 1 – Equipment Room Personnel
Level 2 – Equipment Room Manager
Level 3 – Head of Production
Final Word – Associate Dean

Any grievances regarding equipment or policies must be submitted in writing within five business days after the incident or notification of the incident.

Check-in & Check-out

Overview

Check-in and check-out procedures govern how productions receive, return, verify, and inventory school equipment through the equipment room.

Because equipment is shared across many productions and classes, organized check-out procedures are necessary to maintain accountability, track inventory accurately, and keep equipment available and operational for future use. Careful check-in practices also help identify damage, missing items, or technical issues before they affect other productions.

How It Works

As a required and mandatory component of the curriculum, students will be required to check out equipment, use the equipment safely and effectively, and check in the equipment in the condition it was issued. Students will be evaluated on such use. Students will also be evaluated on their timely attendance at the scheduled equipment check-in/check-out, which is mandatory for most student productions.

Equipment will be checked out and assigned to current, registered FSU College of Motion Picture Arts students ONLY.

The most formal, structured type of equipment usage occurs during the student films produced during production cycles. Most student projects fall into this category and are assigned specific equipment packages, with the possibility of additional equipment being available upon special request. These packages are designed to allow students access to the needed equipment for their projects while maintaining equity across all productions. Student productions are an extension of the classroom; the use of the equipment and the production itself is a component of the test and/or assignment of the class.

Prior to checking out equipment students are assigned crew positions on the production crew grid. Student crewmembers are required to attend check-out or check-in at the assigned time and attendance is taken. Crew members who are required to attend from their respective departments, and the attendance times, are subject to change but, in general, are laid out in the Equipment Room Check-out/Check-in Schedule available from the ER and posted on the student bulletin board.

The students assigned the responsibility of those crew positions shall be responsible for the equipment, regardless of who uses it. However, any damage to equipment due to negligence will always become the responsibility of the student user and will take priority over any other policy. Failure to adhere to this protocol or fully understand its ramifications will result in the restricted use or loss of ER privileges.

Check-in

At the assigned times, the “check-in” students sign in on the equipment check-in attendance sheet. Attendance at check-in is part of the student’s final grade.

If a truck has been provided to a production, the assigned drivers back the truck up to the loading dock with the assistance of the assigned passenger.

The Key Grip orchestrates the unloading of the truck. The check-in students unload the camera, sound, AD, and Script Supervisor packages and proceed to carry the equipment inside to the equipment room. The check-in students responsible for the lighting, grip, electrical, and dolly packages unload their equipment onto the loading dock. Both groups are informed of, and are witness to, the logging of any gear that is missing and or damaged from their respective portions of the equipment manifest. The missing/damaged equipment is noted on the manifest form.

The students checking in sign the manifest form acknowledging the agreement between the ER and the student as to the state of the gear, and the gear count. If there is missing/damaged equipment, the responsible student(s) either return the missing item(s) or arrange payment to repair or replace the item(s). Once their portion of the manifest is signed the check-in students may sign out and leave.

Check-out

At the assigned times, the “check-out” students sign in on the equipment check-in attendance sheet. Attendance at check-out is part of the student’s final grade.

The check-out students thoroughly check through every piece of equipment, and make sure that the ER has replaced any damaged or missing equipment, and/or has noted such damage on the Check-out Manifest.

If a truck has been provided to a production, the Key Grip orchestrates the loading of equipment onto the truck. The student responsible signs for the equipment, receives a copy of the Check-out Manifest, and stores the manifest with the equipment. This signature is acknowledgement that the Check-out person has thoroughly checked through every piece of gear on their portion of the manifest and he or she agrees with the ER personnel on the condition and count of the gear.

Faculty Assigned Classes/Workshops

In the course of conducting their classes, there will be times when faculty will require students to check out equipment for certain class exercises. These checkouts are less formal and not as structured. However, the ER expects the same diligence in the use and return of the gear.

In most cases, the equipment’s care is the responsibility of the entire class. However, in the case of gross negligence, the person responsible will be held liable for any damages assessed.

Students who are directed by their instructor to pick up the equipment will be required to fill out and sign the Special Equipment Check-out Form. The equipment will be checked out at the time it is requested, and must be returned to the ER at the end of class.

Equipment Availability

Overview

Equipment availability policies outline how equipment access is prioritized, scheduled, and managed across productions, classes, and program activities.

Because the program operates with shared production resources and overlapping production schedules, equipment availability is determined by curricular needs. Clear policies help productions plan more realistically while supporting fair access, operational consistency, and responsible allocation of school resources.

Policies

Students are given access to industry-standard, professional film equipment and students are treated as professional filmmakers regarding to the care, maintenance, and responsible use of the equipment. Equipment policies are in place not only to teach the student how the professional film industry operates, but also to maintain the long-term viability of the College’s equipment.

One of the unique aspects of the College is that students do not have to stand in line to reserve equipment under a first come/first served policy. As part of the level playing field philosophy, every student production will have exactly the same base equipment package as every other production during that specific production cycle. This equipment package will be prepared for student check-out, and the check-out period scheduled as a part of the normal schedule. This insures equal access to the required equipment and equal time to inspect the state of the equipment being checked in or out.

It is a common misconception that just because the College owns a piece of equipment it is automatically available to any student who wants it whenever they want it. The lockstep nature of the curriculum, the different levels of productions, and the different requirements of the degree programs necessitate an availability policy.

Complexity of Equipment

Some equipment requires advance training outside of the normal class and/or workshop schedule. This equipment is also typically reserved for the more advanced projects, and only to those students who have taken the extra time to become trained on that equipment set-up and operation.

Degree Program Requirements

The curricular requirements of BFA and MFA programs are not the same. In some circumstances the use of certain equipment may be restricted to only one degree program. The level playing field ideology applies only within a degree plan.

Other Uses

The equipment and facilities are exclusively for use by College of Motion Picture Arts students and faculty on official FSU films and workshops. Use of the equipment for any other use must be approved by the Associate Dean and can never interfere with the established curriculum.

Equipment Room Responsibilities

Overview

The equipment room is responsible for issuing, tracking, maintaining, testing, and managing the production equipment used throughout the program. This includes preparing equipment packages, monitoring inventory, coordinating repairs and maintenance, and supporting productions through the check-out and return process.

The ER strives to provide well-maintained, industry-standard equipment and expendables for faculty and students to use in their educational endeavors. Because all productions rely on shared equipment resources, the equipment room plays a critical role in keeping productions operational and maintaining consistency across production cycles. Organized equipment room procedures help ensure that equipment remains functional, available, and properly maintained while supporting a fair and efficient workflow for students across the program.

Damage and replacement of equipment

The ER will be responsible for assisting and/or replacing equipment, which is deemed vital to the essential completion of the project.

The ER will provide an emergency phone number for the purpose of contacting ER personnel in the case of an equipment emergency. An equipment emergency is defined as any equipment malfunction that renders the completion of the production impossible or severely hindered. Not knowing how to operate equipment does not constitute an emergency. An equipment emergency is also defined as any vehicle accident involving College vehicles. Accidents involving student vehicles are not Equipment Room emergencies.

The ER shall be responsible for the replacement, repair, or supply of any equipment or expendables that are not available/functioning due to ER personnel error.

The ER is not responsible for in the field replacement of depleted expendables. The ER is also not responsible for instruction in usage of equipment in the field, and is not responsible for user error.

For each production cycle the ER will issue a Loss/Damage Report to each producer. The ER will also issue an invoice both to the producer and to the responsible individual(s) for the cost of replacing or repairing any gear damaged or missing.

Check-in and check-out

The ER personnel will guide students in the checking in and out of all equipment.

The ER will provide the original equipment Check-out/Check-in manifest forms to check against the state of the equipment. Any deviation of the state of the equipment, either in damage or loss, from the Check-out forms will be noted on the Check-in forms and signed by the ER personnel who witnessed the irregularity.

The ER will replace an item if that item is damaged or missing at the time of check-out. If there is no in-kind item available then the damaged or missing item will be noted on the Check-out Manifest.

The ER personnel will be responsible for obtaining the signature of the Check-in student at the end of Check-in.

The ER will place all approved Special Request equipment in the designated Special Request spaces.