- Trafalgar Square Filming Guidelines

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Trafalgar Square Filming Guidelines

Date Added: August 27, 2008 06:42:45 PM

Author: Bobby

TRAFALGAR SQUARE – FILMING AND PHOTOGRAPHY GUIDANCE

Introduction
The Mayor
Using the Square
Application Form
Fees
Facilities
Health & Safety
Contacts

Introduction
Trafalgar Square is one of the world’s most famous landmarks. Nelson’s Column is gleaming after its recent restoration and the two large decorative fountains that dominate the square are recognised around the world. You may be familiar with it as a venue for cultural festivals, concerts and demonstrations but it may be just what you need for your next film location. Back to top

Since the Mayor took over running the square in 2000 it has been increasingly used as a location for a wide range of filming - both large and smaller scale. Brimming with history this conservation area and listed public space provides spectacular views of the surrounding area including the National Gallery and its newly renovated portico, down to Whitehall and the spires around Parliament Square. Back to top

Most recently the square has been used as a location for such diverse shoots as 28 Weeks Later, Bollywood production Salaam-E-Ishq and the revival of the classic comedy St. Trinian’s proving time and again the versatility of the space for filmmaking. Back to top

The Mayor’s Partnership with Film London
The Mayor has worked hard to make the square a film-friendly location as part of his overall strategy to support Film London and film makers working in the capital. London is a global centre for film and the filming that takes place on the square provides world-wide audiences with enduring and powerful images of the capital. Back to top

As part of this support the GLA works closely with Film London and has signed up to the Location Filming in London Code of Practice. This can be found on-line at Film London’s website (Click here)

Using the square for your filming/photography
The first point of contact is through the Greater London Authority (GLA) website (click here) that sets out what you need to know to make your filming a success.

All film requests are then dealt with through a one-stop point of contact in the Squares Management Team at the GLA (details at the end). As well as high profile and complex film shoots there are also many smaller film shoots for drama, documentaries and commercials and we are happy to discuss all applications to see what can be achieved. Back to top

Application form and guidelines
There is an application process for filming and photography on the square and all the forms and guidance can be found at the following link under ‘Managing and booking the Square’. In order to secure a date for you the GLA requires a completed application form. (Click here for application form)

Application Process
There is a straightforward process for filming on Trafalgar Square and following steps are followed when assessing filming on the square

•    Availability confirmation and initial assessment of scale and any issues around public access for the shoot. This can be done by contacting the Squares Management Team on 020 7983 4813.

•    Application form should then be sent to secure the requested time/date

•    Assessment by the GLA regarding application and plans submitted and confirmation of date requested and the agreed fee for the use of the Square based on plans

•    When plans have been agreed by the GLA the filming is signed off and a permission letter is issued

•    Production company agrees to the terms and conditions set out in the letter and returns a signed copy to the GLA

•    Feedback from or to the GLA on any issues after the shoot is completed in the form of a debrief email

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Fees and charges
The basic fee for filming and photography on Trafalgar Square is £500 (+VAT) per hour and is charged from arrival to departure from the square and on an hourly basis. This fee allows applicants exclusive use of the square for the agreed period and means that no other activities take place during the period. A reduced rate is available for charities, students and some other activities. There is also 24 hours a day Heritage Wardens service on site and contractor support on the square during regular contractor hours which can include access to power, wet downs and cleaning on the square.

Filming that may have a larger impact on the square could incur a fee of up to £1,000 (+VAT) per hour. This is on the occasions where the activity requires the closure of the square for larger shoots and public access to the space is greatly restricted. Large film shoots will need to be discussed in detail as early as possible with the Squares Management Team.

Cancellation process
There is also a cancellation process for filming and this is dependant on how close a cancellation is to the agreed date and whether time has been spent by the GLA on assessment of the application. Further information is included in the terms and conditions for the use of the square contained in the application form.

Public Liability Insurance
A copy of Public Liability Insurance is required for the use of the square and the minimum requirement is £5 million cover value. For large scale or complex shoots £10 million cover value may be required and will be confirmed by the Squares Management Team during assessment of the application.

Copyright and waiver agreements
With regards to copyright of any images produced on or of Trafalgar Square the Greater London Authority does not or will not request revenues from the broadcast or publication of any material filmed or photographed on the square by applicants.

GLA representatives are not permitted to sign any waivers or agreements with regards to the use of filming or photography on the square. The GLA grants permission to applicants to have an activity on the square for the time agreed with the GLA.

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Availability
There is one-to-one support from the Squares Management Team in ascertaining available dates on the square. Monday to Friday are often an ideal time for filming and photography due to the large number of events on the space at weekends and bank holidays. The quietest period on the square during the day is in the morning if a shoot requires greater control of the space and the control of the public in the frame.

Facilities and assistance on site
Heritage Wardens on site 24 hours a day, seven days a week
There are Heritage Wardens on site 24 hours a day, seven days a week. The Wardens are key ambassadors on the square, providing public information and ensuring public safety on the space. They also act as a key contact for your shoot whilst on site and can provide advice on public access and act as a liaison between the other contractors located on the square.

Café/Catering

One of Trafalgar Square’s best kept secrets is the café on the square, which has been designed to be an integral part of the square, and provides visitors with an intimate venue to enjoy a drink and snack in London’s most famous public space. The Squares Management Team can put you in touch with the café management to discuss catering opportunities for your cast and crew also and confirm costs and rates for your production. This is especially useful for shoots with either a large crew or number of extras as the café provides food and drink on site.

If a production needs to bring a catering facility for cast and crew on site they should liaise with the Squares Management Team to assess.

For more information on the café please (Click Here)

Public toilets
There are also public toilet facilities on site open from 8am to 8pm everyday on the square. These hours can be extended for early morning shoots at a cost making it easier and cheaper for you with regards to toilet provision for larger shoots.

Power access
Trafalgar Square has access to power on the square and information is included in the Trafalgar Square Venue Pack, which is available on request and includes power specifications and location of power on the square.

Water access and wet downs
During contractor hours the GLA can provide access to water standpipes and provide wet downs on the space saving on the need to bring water bowsers with the production. This access is dependant on any government policies on water conservation such as hosepipe bans.

Fountains
The square’s fountains are in operation everyday from 8.30am to 11pm barring any maintenance that may be required. Our engineers are on site from 8am to 5pm Monday to Friday and two hours per morning at the weekend. The engineers can control the fountains and switch on and off at the touch of a button if needed. The fountains are interconnected and can only be switched off at the same time and not independently of each other. The GLA does not permit colouring or other chemical changes/additions to the water content of the fountains for environmental and safety reasons.

Parking
There is parking available on site located on the South West corner of Trafalgar Square and the GLA provides two places for essential vehicles saving the need to park elsewhere and bring equipment to and from the space. For larger shoots where further essential vehicles are needed the Squares Management Team can assess what is possible for the production.

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Health and Safety and management of filming/photography

Risk assessments and method statements
For any activities which may be considered a risk to the public and those attending the Squares Management Team require method statements and risk assessments. Activities can include stunts, effects or the use of camera cranes. For further guidance please (Click Here)

Closure and management of the square
To close any part of the square the Squares Management Team requires site plans detailing areas for potential closure along with stewarding and barrier/hazard tape plans.

Byelaws and safety on the space
There are byelaws in place on the square and written permission is required for any elements contained in the byelaws for filming/photography. A copy of the byelaws is contained in the application forms.

For any activities that may relate to the pigeons, fountains and Nelsons column please provide detailed information on the proposal. There is a byelaw in place restricting the feeding of pigeons and the GLA instructs members of the public not to enter the fountains, or climb on the lions or Nelsons Column for reasons of safety.

Sound levels
If your production includes any playback material for the shoot such as music for a dance sequence then please liaise with the Squares Management Team to assess. You must ensure that the LAeq (5min) noise level does not exceed 75dB one metre from the nearest affected neighbouring buildings façade as determined by the GLA under the Premise License conditions for the square.

Infrastructure
Any requests for vehicles, camera cranes, jimmy jibs, track way and cable to be placed on the square needs to be assessed by the Squares Management Team. The GLA needs to evaluate with regards to protection for the conservation area and listed fabric of the space and also public access and safety.

Protection of the stonework is required and the use of plywood or rubber matting is preferred where any infrastructure is in danger of marking or damaging the stonework. There is a 4-ton point load limit on Trafalgar Square and for all vehicles and camera cranes weight loading information is required for the Squares Management Team to assess and grant approval.

High profile attendees and facilities
If the production has high profile cast members the Squares Management Team will need to assess any crowd safety issues resulting from their attendance. If a production requires any cast trailers on site the Squares Management Team needs to assess this alongside parking of any other essential vehicles for the production. Other options include hiring rooms in either hotels and bars very close to the square and the Squares Management Team can provide contact details.

Children
If any children are involved in the production on the square clearance must be given by the Squares Management Team and they must be supervised at all times by a parent or guardian or by Criminal Records Bureau (CRB) registered supervisors.

Any filming involving the employment of and performance by children (whether paid or unpaid) must be cleared through the Westminster City Council’s Education Welfare Service. It is advisable to use children whose parents/guardians have given prior permission and signed a release form and have also been cleared through Westminster City Council Education Welfare Service.

Animals
For any productions that involve the use of domestic animals or working animals information must be provided to the Squares Management Team for assessment.

The use of animals in central London may require assessment and clearance by the City of London Animal Health Inspector who can be reached on 020 8897 6741. A charge will apply for this service and is the responsibility of the production. All animals should have professional supervision at all times.

With regards to the use of exotic animals it is unlikely that the GLA can grant permission under its policies on animal welfare.

Staging and Infrastructure
If your event proposal includes a screen stage or any built infrastructure (such as an installation) on Trafalgar Square, the Greater London Authority (GLA) will have to clear any infrastructure with regards to weight loading limits on Trafalgar Square.

Any infrastructure over one metre in height that is built on the square requires comment or clearance from Westminster City Council Building Control and they may need to clear the infrastructure as a temporary structure.

If any staging or screens/cranes are truck mounted and pre-built then this type of infrastructure does not require Westminster City Council Building Control clearance.

To check if your infrastructure needs temporary structure clearance please visit the Westminster Website or call Westminster Building Control on 020 7641 7078. Westminster City Council usually requires four weeks notice of any applications to install a structure on Trafalgar Square. The GLA will require a copy of written confirmation from Westminster City Council that the stage/infrastructure is cleared for installation on Trafalgar Square.

North Terrace
The GLA gives permission for use of the main part of the square and Westminster City Council gives permission for use of the north terrace outside the National Gallery. As you would expect we work together on larger shoots that cover both areas.

See the Trafalgar Square floor plan below and online at FilmLondon which clarifies the areas managed by the Greater London Authority and Westminster City Council:

www.filmlondon.org.uk/uploads/documents/doc_267.doc

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Contacts and information

For filming/photography enquiries please contact:
Squares Management Team
Greater London Authority
City Hall
London SE1 2AA
Tel: 020 7983 4813
Fax: 020 7983 4241
Email: trafalgar.square@london.gov.uk

OTHER USEFUL LINKS/CONTACTS

Westminster City Council Special Events Team
Westminster City Council are responsible for the North Terrace (outside the National Gallery) and the surrounding area outside Trafalgar Square. They can be reached on 020 7641 2390 or at filming@westminster.gov.uk

Trafalgar Square Filming Guidelines

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