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Refusal of Medical Aid

Overview

The Refusal of Medical Aid form documents situations in which an individual involved in a production declines medical assistance after an incident, injury, or safety-related event occurring during production activity.

Proper documentation of medical incidents is important because productions have a responsibility to maintain clear records related to on-set safety, injuries, and incident response. Recording a refusal of medical aid helps establish accurate documentation of the situation while reinforcing the importance of communication, accountability, and safety procedures within production environments.

Paperwork

Refusal of Medical Aid Download (PDF)

Refusal of Medical Aid Download (DOC)

Instructions

If a person is injured or experiences a medical emergency during the workday, the standard procedure to prioritize getting the person medical attention. There are circumstances, however, where an individual may choose to not get medical aid.

This form should only be used after an injury, illness, or medical incident in which an individual declines first aid, medical treatment, or transport after assistance has been offered. The form exists to document that the individual voluntarily refused care and understood the risks associated with that decision.

The form should be completed as soon as possible following the incident. Producers or set safety personnel should ensure that all sections are filled out clearly and accurately, including:

the date and location of the incident;
the nature of the illness or injury;
the medical aid or treatment that was offered;
the reason the individual declined assistance, if provided.

The injured or ill individual should personally complete and sign the form whenever feasible. A witness should also sign the form.

Signing the form documents that care was declined at the time of the incident and that the individual has released the production from any liability resulting from the refusal of medical aid. Signing the form does not prevent the individual from later seeking medical care.

This form should be retained with the production’s safety paperwork and incident documentation. If the situation appears serious or life-threatening, students should immediately contact emergency services and notify faculty, even if the individual initially refuses assistance.

Production Travel Agreement

Overview

The production travel agreement outlines the expectations, approval procedures, and reimbursement policies associated with travel conducted for production-related purposes. This is used when travelers are expected to pay for eligible travel expenses upfront and then submit the appropriate documentation for reimbursement afterward.

Because production travel involves university funding, liability, scheduling, and financial oversight considerations, expenses must be documented carefully and follow established procedures. The agreement helps ensure that travel is approved in advance, expenses remain compliant with university policies, and reimbursement requests can be processed accurately and efficiently.

Paperwork

Production Travel Agreement Download (PDF)

Instructions

This agreement is for production travel expenses to be paid for by the traveler and then reimbursed. The Producer of the production should assist the traveler with the completion of the form and ensure it is submitted to the Head of Production (or a designated delegate) at least seven days prior to the first day of travel.

Reimbursed travel expenses will be made in the form of a check issued by Florida State University. The check will be mailed directly to the payee within 15 days of all receipts being submitted to the Head of Production (or a designated delegate).

Sample

Here’s a sample of what the completed form should look like:

Picture Vehicle Agreement

Overview

A picture vehicle agreement documents permission and terms related to the use of a privately owned or externally provided vehicle appearing within a production as an on-camera element.

Because vehicles used on camera can involve liability, insurance, scheduling, and property-use considerations, productions must clearly document the terms under which the vehicle is being used. Proper agreements help protect both the production and the vehicle owner while reinforcing professional practices related to permissions, risk management, and production documentation.

Paperwork

Picture Vehicle Agreement Download (PDF)

Picture Vehicle Agreement Download (DOC)

Instructions

The Producer should use this contract agreement with the Owner of a vehicle that will be used as a picture vehicle in a production.

The Producer is responsible for working with the Owner to determine the dates the vehicle will be used.

All other clauses in the agreement must remain unchanged, unless the Producer is authorized in advance by the Head of Production to make specific amendments to the contract.

Disbursement Advance Request

Overview

A disbursement advance request is used when productions seek access to approved funds in advance of anticipated production expenses, purchases, or operational needs.

Advance funding requests require careful oversight because productions must be able to document how institutional or production funds are being used and tracked throughout the production process. Establishing clear advance procedures helps maintain financial accountability, reduce confusion surrounding expenditures, and support more organized production budgeting workflows.

Paperwork

Disbursement Advance Request Download (PDF)

Disbursement Advance Request Download (DOC)

Instructions

This form should be used in instances where a student is issued a disbursement advance for production-related expenses on a production. Advances will be issued to the student’s pre-paid Visa card.

Students are required to submit itemized receipts for all expenses and to return any unused monies.

Performers Time Report

Overview

A performers time report documents the hours, dates, and participation details associated with performers working on a production. These records help track performer involvement throughout production activities and maintain organized documentation related to scheduling and production participation.

Accurate time reporting is important because productions depend heavily on reliable scheduling, coordination, and record-keeping across cast and crew activity. Maintaining organized performer records also supports professional production management practices and helps ensure that participation details are documented consistently throughout the course of production.

Paperwork

Performers-Time-Report Download (PDF)

Performers Time Report Download (XLS)

Instructions

The 2nd AD should complete the Performers Time Report for each production day, ensuring that each performer signs the report before they are dismissed for the day. If a show does not have an assigned 2nd AD, the Producer shall assume the responsibility.

Sample

Here’s a sample of what the completed form should look like:

Performance Agreement

Overview

A performance agreement establishes the terms under which an actor or performer participates in a production, including permissions related to recording, usage of the performance, and the production’s right to exhibit and distribute the completed project.

Clear performer agreements are essential because productions must secure documented permission to use recorded performances within films intended for exhibition, festivals, online distribution, or archival purposes. Proper agreements help protect both the production and the performer while reinforcing professional standards related to contracts, releases, and production legal workflows.

Paperwork

Performance Agreement Download (PDF)

Performance Agreement Download (DOC)

Instructions

The Producer should use this contract agreement with a Performer, in order to have the right to record their voice and likeness for the film.

The Producer is responsible for working with Performer to determine the screen credit in the finished film.

All other clauses in the agreement must remain unchanged, unless the Producer is authorized in advance by the Head of Production to make specific amendments to the contract.

Meal Sign In

Overview

The Meal Sign In form is used to document meals provided during production. The Producer should prepare the form in advance with as much information as possible, and the 2nd AD typically manages sign-in during lunch on set.

Maintaining accurate meal records helps the production document that meals were provided and that cast and crew were accounted for during the workday. This supports both production organization and school oversight, while reinforcing the expectation that productions handle meal periods responsibly and consistently.

Paperwork

Meal Sign-in Download (PDF)

Meal Sign-in Download (DOC)

Instructions

The Producer should prepare the Meal Sign In sheets prior to production by typing in as much info as possible. Then on set during lunch, the 2nd AD will have each Cast and Crew member sign the sheet. Count the number of signatures, and enter that number at the bottom by Individuals Served.

The Producer will also need to turn in the Meal Sign In sheets along with the Reimbursement Voucher to verify those who had eaten the food that was provided on set.

Sample

Here’s a sample of what the completed form should look like:

Location Shooting Plan Agreement

Overview

The Location Shooting Plan Agreement documents the specific guidelines, restrictions, and conditions governing how a production may use an approved location. It’s completed with input from the location owner and addresses the finer details of the shoot, including what activities may take place and what limitations the production must follow while on site.

This agreement helps protect the location owner, the production, and the school by making expectations clear before filming begins. Clear location rules reduce misunderstandings, support safer production planning, and help maintain positive relationships with property owners and community partners.

Paperwork

Location Shooting Plan Download (PDF)

Instructions

In addition to completing a Location Agreement with the Location Owner (or authorized agent), the Producer must also complete a Location Shooting Plan Agreement. This agreement gets into the finer details of how the location may be used and all guidelines and restrictions related to the use of the location.

This includes information about: the quantity of crew members; arrival and departure times; parking; craft service; trash; which rooms can be used or not-used; which items can be moved or not-moved; any safety protocols the location may require; and the names/info of the students that location owners should contact during the shooting day.

Sample

Here’s a sample of what the completed form should look like:

Location Hazard Assessment

Overview

The Location Hazard Assessment checklist is used to identify potential risks at a filming location before production takes place. These may include physical hazards, chemical hazards, biohazards, animal or plant hazards, electrical hazards, fall risks, environmental concerns, or other conditions that could affect cast, crew, equipment, or the public.

This assessment is important because location risks are easiest to manage when they are identified early. Documenting hazards in advance allows the production and school to determine whether additional safety measures, approvals, adjustments, or alternate plans are needed before filming begins.

Paperwork

Location Hazard Assessment Download (PDF)

Location Hazard Assessment Download (DOC)

Instructions

The Producer is responsible for conducting a thorough inspection of every shooting location and completing a separate Location Hazard Assessment form for each site. This form should be completed before the project’s tech scout or director’s prep so that any identified risks can be reviewed with faculty in advance.

When completing the form, be specific and practical. The goal is not simply to identify hazards, but to document how the production might mitigate or manage them. If a hazard is present, clearly describe the precautions the production could take to reduce risk.

Hazards may include:

Physical hazards
Chemical hazards
Biohazards
Animal hazards
Plant hazards
Electrical hazards
Falling hazards
Vehicular hazards
Fire hazards
Airborne hazards
Water hazards
Facility hazards
Societal hazards

The assessment should reflect the actual conditions of the location at the time of scouting. Productions should revisit and update assessments if conditions significantly change prior to filming.

Sample

Here’s a sample version of what the completed form should look like:

Location Agreement

Overview

The Location Agreement is used with a location owner or authorized agent to secure permission for a production to use and photograph a property. It establishes the production’s right to film at the location and documents the basic terms of that access.

This agreement is essential because productions cannot assume permission to film on private or controlled property. Written approval protects the production, the school, and the property owner by clarifying access, usage rights, and the conditions under which the location may appear in the finished film.

Paperwork

Location Agreement Download (PDF)

Location Agreement Download (DOC)

Instructions

The Producer should use this contract agreement with the Location Owner (or authorized agent), in order to have the right to use and photograph the interiors and exteriors of the property.

The Producer is responsible for working with the Location Owner to determine the start and end dates for when the show will have access to the location. (The Producer is additionally responsible for drafting a Location Shooting Plan Agreement with the Location Owner.)

All other clauses in the agreement must remain unchanged, unless the Producer is authorized in advance by the Head of Production to make specific amendments to the contract.