Filming Steps and Forms

Specifics are listed below. For the City of Brantford, please be sure to name:

• The Corporation of the City of Brantford, 58 Dalhousie Street Brantford , Ontario, N3T 2J2.

Any work involving the Brantford Police Services should also name:

• The Brantford Police Services Board, 344 Elgin Street, Brantford, Ontario, N3S 7P6.

Insurance Specifics

Nature and Amount

The Production Company, during the term of the Film Permit, at its expense, shall take out and keep in full force and effect the following insurance policies:

• Commercial General Liability Insurance insuring all obligations and Production activities as described the Film Permit application and all City applications. The policy will be extended to include bodily injury, property damage, personal injury and advertising injury, premises and operations, contingent employer’s liability, and blanket contractual to a limit of not less than five million dollars ($5,000,000) per occurrence and a combined aggregate limit of not less than ten million dollars ($10,000,000). Where applicable, the policy shall include or be endorsed to include coverage for the following exposures or hazards if the Production activities include the following:

1. Hostile fires;
2. Rigging and;
3. Non-owned unmanned aircraft systems (drone);
4. Use of explosives, pyrotechnics and other incendiary devices; and,
5. Filming operations airside: the policy will provide coverage for aviation premises liability exposures to respond to liability arising out of or associated with filming activities while conducted airside.

• Tenant’s Legal Liability insurance to a limit of not less than one million dollars ($1,000,000);
• Non-owned automobile liability insurance to a limit of not less than two million dollars ($2,000,000).
• Where applicable, standard form Automobile Insurance that complies with all requirements of the current legislation of the Province of Ontario, having an inclusive limit of not less than two million dollars ($2,000,000) per occurrence in respect to the use or operation of vehicles owned, operated or leased by the Production Company. In the event the vehicle is operated airside, the policy will not include a tarmac exclusion, if applicable; and,
• Where applicable, all-risk Property insurance in the name of the Corporation of the City of Brantford for property in the care, custody and control of the Production Company and used for the purposes of the Production. The policy shall have limits of not less than the full replacement cost, not be subject to a coinsurance and deductible clause. The policy will be maintained in effect until ten (10) days after the date of the completion of the Production.

All policies of insurance shall:

1. Contain a cross-liability and severability of interest clause, as may be applicable;
2. Be written with an insurer licensed to do business in the Province of Ontario;
3. Provide that at least thirty (30) days prior written notice, fifteen (15) days in the case of automobile insurance and ten (10) days in the event of non-payment of premiums shall be given to the City by the insurer before the insurer of the Production Co. takes any steps to cancel or terminate the insurance or any part thereof;
4. Be non-contributing with and apply only as primary and not excess to any other insurance or self-insurance available to the City and;
5. Any deductible and self-insurance amounts will be borne by the Production Co.
6. Be endorsed to name The Corporation of the City of Brantford and where applicable, the Brantford Police Services Board as additional insureds.

Proof of Insurance

Within ten (10) days and prior to the issuance of the Film Permit, the Production Company shall provide proof of insurance. Proof of insurance shall be on a form of a Certificate of Insurance, signed by an authorized representative of the insurer. Certificates of Insurance evidencing renewal or replacement of policies shall be delivered to the City within fifteen (15) days prior to the expiration or replacement of the current policies, without demand by the City.

Additional Insurance

The City reserves the right to require the Production Company to purchase such additional insurance coverage as the City may reasonably require. The City reserves the right to request such higher limits of insurance or otherwise alter the types of insurance coverage requirements as the City may reasonably require from time to time. If the Production Company maintains higher limits than the minimums above, the City requires and shall be entitled to coverage for higher limits maintained by the Production Company Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. It is the sole responsibility of the Production Company to determine what additional insurance coverage is necessary and advisable for its own protection or to fulfill its obligations under the Film Policy.

Please provide your COVID-19 Health and Safety production plan and protocols in addition to the Ontario Section 21 Health and Safety Committee COVID-19 Guidance Document.

It is important to circulate notifications letters to public stakeholders (residents, businesses, institutions, etc.) impacted by filming activities. You must use our Notification Letter and Code of Conduct Template (Word .docx) which will be shared by the City upon request. Please update, sign, and submit with the Film Permit Application or as directed by our team. Once approved, distribute to affected areas as noted by City staff. If city streets (right of ways) are being impacted, the Notification Letter will be required for that application as well.

When filming in the downtown, the letter should also be emailed to the Downtown Brantford Business Improvement Area, Wilfrid Laurier University, Conestoga College, and the Chamber of Commerce Brantford-Brant.

Please also share the Code of Conduct with all cast and crew on location in Brantford.

If signatures are required for filming activities in sensitive areas (i.e. frequently filmed, highly impacted residential and/or business neighbourhoods, or environmental areas), please use the template to be provided by the City and follow the steps for notification and signature collection. The package should include the notification letter, the signature form, and mapping of the impacted area (i.e. impact maps or "Book 7" maps). Finally, share a copy of each stakeholder's completed form with the City.

Please provide the following:

• Aviation liability insurance form with a minimum coverage of $2 million (the policy shall endorsed to name The Corporation of the City of Brantford, 58 Dalhousie Street Brantford , ON N3T 2J2 and where applicable, the The Brantford Police Services Board, 344 Elgin Street, Brantford, Ontario, N3S 7P6 as additional insureds);
• Pilot certificate for operations (advanced);
• Drone registration from Transport Canada; and,
• A flight plan (where applicable).

Contact us for a copy of our approved location agreement / indemnity agreement.

When available, please provide a Certificate of Good Standing from the Workplace Safety Insurance Board (WSIB).

Apply for a Right of Way Permit if you need to any closure, occupancy, or control activities that impact City roads, sidewalks, or traffic.

Adjacent roads or sidewalks impacted in the same way (e.g. full closure vs lane occupancy vs ITC) and with the same start/end times can be included on the same permit.

The Permit Process includes the need for:

• proof of insurance, application payment (e.g. credit card at the end of the online application is the most popular method);
• security deposit(s) of at least $2,000;
• detailed impact diagram;
• notification letter;
• traffic control plan (following Ontario Traffic Manual – Book 7); and,
• proof of parking arrangements (if applicable).

Please note the following is also required, where applicable:

• Any roads or sidewalks occupied by a film production must make arrangements for snow and debris to be removed prior to reopening/release.
• Access for affected curbside waste collection must be arranged.
• A response plan must be provided to remove vehicles or obstacles on the closed roadway in the event of an emergency.

If filming activities of any sort in public spaces extend beyond 7 am to 11 pm, a Noise Exemption Permit may be required. If excessive noise is expected after 9 pm and before 7 am, a Noise Exemption Permit may be required. Noise Exemption Permits require a minimum of 12 business days to process and circulate.

• Complete the Noise Exemption Application if you require after hours activities that may impact local residents and businesses. 

Complete the Paid Duty Officers application from the Brantford Police Service and please share a copy with the Film Liaison.

NOTE: Paid duties are a minimum of 3 hours per officer.  If cancelled between 12-48 hours prior to the scheduled paid duty, there will be a 3 hour minimum, per officer. If cancelled with less than 12 hours notice, all scheduled hours will be payable to each officer.

If any of the following are planned, please contact us to help you obtain the necessary permits and approvals:

• explosives, pyrotechnics, hazardous materials;
• fires, burning, or smoking;
• simulated gunfire;
• mock police or military weapons, officers, vehicles;
• dust, debris, or chemicals; or,
• fast driving or stunt scenes.

To obtain a Burning Permit, an application and a fee (approx. $250) will need to be submitted. The process involves a review of all details including safety requirements and necessary restrictions. The following details will be needed:

• Planned dates and times
• Site plan with dimensions
• Details on materials being burnt
• Size of the fire or fires
• Extinguishing method (Brantford Fire Services can provide support at a cost)
• Approved Fire Safety Plan

Apply for a tent permit if tents will occupy a space of 60 square metres (645 square feet) or larger, or if a group of tents spaces are less than 3 metres (10 feet) apart with a combined area of 60 square metres (645 square feet) or larger.

While this doesn’t often apply to most filming projects, there is a connection between the IATSE Local 129 (representing Brantford employees at the Sanderson Centre) and the IATSE film local in Toronto. There is an arrangement between the Brantford local and the Toronto local about the use of additional/local crew if required for performance platforms and stages. This is applicable only to City facilities and lands, but it may be something to keep in mind if your crews are IATSE.

Please contact us for additional support related to parking, facilities, public spaces, building modifications, special or road lighting, hydrants, signage removal, etc.