Upcoming Holiday Season: Limited Street Use in Commercial Areas

To: COV Operations, Contractors, Utility Companies, Development Sites, Filming

Please note that the City will be limiting the number of street use requests granted in commercial areas from December 5, 2022 to January 3, 2023.  December is a busy month for commercial areas with increased traffic to stores, restaurants and local attractions. These restrictions will be implemented due to increased demand for street space during the holiday period.

The City recognizes that there is still the need for critical infrastructure upgrades, utility work and ongoing construction work at development sites throughout the city. Please be advised that time sensitive requests for street use will still be considered. However, the City will weigh and consider all factors before specific street use decisions are made; therefore, efforts should be made at this time to schedule accordingly.

We thank you in advance for your understanding. Your cooperation will help us facilitate another smooth holiday season for all.

Yours truly,

Lon LaClaire, P.Eng

General Manager of Engineering Services

cc: Margaret Wittgens Winston Chou

Temporary Special Conditions for Film in Gastown

The Gastown area will have reduced access and special conditions for filming from now until September 30, 2022 due to compounding issues facing the businesses in the area. These issues include significant disruptions related to the demolition and removal of debris from the devastating Winters Hotel fire (more information to come on this), major BC Hydro infrastructure projects, as well as local business and tourism recovery efforts during the peak of the cruise ship season.

Effective immediately:

·         The City will be unable to permit road closures or intermittent traffic control in the neighborhood.

·         There will be a moratorium on the peak business days of Friday to Sunday and holidays.

·         Street parking permitted must be minimal and generally limited to a maximum of one block face (~300-400ft)

·         Frequency and locations of filming will need to be paced to a less frequent volume to ensure adequate “breaks” between film activities.

While we discourage productions from requesting exemptions to the directions above, the Film Office will consider extenuating circumstances provided there is support from affected businesses, or it is demonstrated to have minimal impact on the district.  For example, early morning activities that are completed prior to the start of normal business hours.  

We want to be clear that the decision to enact the conditions above was not made lightly, and is a result of unprecedented neighborhood impacts. Gastown has been a critical and supportive location since the very earliest days of Vancouver’s industry, and it is vitally important that we protect this asset and community goodwill during these difficult circumstances. 

We sincerely thank the industry for your support and look forward to getting through this challenging time and relaxing some of these conditions in the fall.

If you have any questions or concerns regarding this direction, please reach out directly to Jodie Shebib, Acting Branch Manager, Film and Special Events at Jodie.shebib@vancouver.ca or 604-707-5394.

Upcoming Retail Holiday Season 2021 - Street Use Requests

To: COV Operations, Contractors, Utility Companies, Development Sites, Filming

RE: Holiday Season 2021 - Street Use Limitations in Commercial Areas

Please note that to continue to support businesses the City will be limiting the number of street use requests granted in commercial areas from December 6, 2021 to January 2, 2022.

December is a historically busy month for commercial areas with increased traffic to local stores, restaurants and attractions. As demand for street space increases during the holiday period, these restrictions will also help to support businesses through their recovery from COVID-19.

The City recognizes that there is still the need for critical infrastructure upgrades, utility work and ongoing construction work at development sites, but efforts should be made at this time to schedule accordingly. Please be advised that time sensitive requests for street use will still be considered. However, the City will weigh and consider all factors before specific street use decisions are made.

We thank you in advance for your understanding. Your cooperation will help us facilitate another smooth holiday season for all.

Sincerely,

Margaret Wittgens on behalf of Lon LaClaire, P.Eng General Manager of Engineering Services

Important Update: Surface Lot - 700 Carrall Street (aka “The Viaduct Lot”)

September 14, 2021

Attention: Location Teams,

Re: Memorandum - 700 Carrall Street (Viaduct Lot)

The City of Vancouver is entering into a pilot project with Easy Park to rent out our lot at 700 Carrall Street (the “Viaduct Lot”) when it is not in use by film crews. The intent of this pilot project is to generate some additional revenue from the lot as well as to increase the level of security on site (Easy Park will regularly patrol the lot and ensure it is locked after hours). This memo include some important information for film crews regarding the use of the lot moving forward:

• Easy Park will be responsible for ensuring that any proactive enforcement on the lot is suspended and that all pay station pay options are turned off within the lot during the dates/times you have the lot booked. Easy Park will also program the pay station to read “Parking Lot Closed”.

• Film productions may, at their own expense, erect signage advising lot users to the closure in advance if so desired, however this is not required. All signage must be removed once lot is vacated.

•   There is a lock with a numerical code on it at the Viaduct Lot. The code to open this will be provided to you by your film officer. Film productions will be responsible for securing the lock when the location is not in use (example overnight) or when your booking is complete.

• Easy Park has the authority to enforce parking restrictions on pay lots they manage. They will instruct their teams not to enforce on days when filming is booked, however they will respond if enforcement is needed. For example, if your film production a film arrives and finds unauthorised vehicles in the lot. For enforcement you can call 604-682-0555 (24 hours) or email enfops@easypark.ca. Please reference Easy Park Lot #152 to describe the location.

If you have any questions about the use of the viaduct lot please contact me directly or the FASE officer working your file.

Sincerely,

Jodie Shebib

Operations Manager, Film and Special Events

Vancouver Film Office Strategic Planning Session

The Vancouver Film Office would like to alert the local film industry to a partial office closure on Wednesday, March 10, 2021 for the Film Office to engage in a strategic planning session.

We are requesting that location teams plan accordingly for the closure by preparing for an additional business day for permit processing this week. In addition, location teams should expect that staff will have limited ability to respond to emails, review notification letters or discuss film permit details during the planning session.

Sessions such as this are intended to improve our service to the local film industry and we greatly appreciate your understanding and cooperation.

If you have any questions, comments or concerns please contact me directly at jodie.shebib@vancouver.ca or 604-707-5394.

Vancouver Film Office 2020 Holiday Closures

The Vancouver Film Office would like to alert the local film industry to our annual holiday closure. Please note that we will be closed from Thursday, December 24, 2020 at 4:00pm until Monday, January 4, 2021 at 8:00am. During this time there will be no staff in the office available to process film permits so please ensure you plan accordingly.

If you anticipate filming activity during this period, or in the first week of January, please ensure you communicate with your assigned film officer to discuss timelines for submissions.

If you have any questions, comments or concerns please contact me directly at jodie.shebib@vancouver.ca or 604-707-5394

Vancouver Film Office Applications

The following information intended to provide clarity to the Vancouver Film industry regarding the Vancouver film office fees and new online permit application system.

Our new online application system and enhanced service level fees take effect on August 4, 2020. We realise there may be some questions as we transition, the following information should clarify which fees and application system your production will be using over the summer.

1) Film applications submitted prior to August 4, 2020 for filming taking place up to August 18, 2020 will be subject to the current fee structure and application process.

2) Film applications submitted on or after August 4, 2020 will be via our new online applications system and subject to our new enhanced service level fees.

3) Film applications in our current system which will include filming after August 18, 2020 must be resubmitted via the new online application system when it goes live on August 4, 2020.

4) If you are not in the current system but your film production is filming on or later than August 18, 2020 please wait until August 4, 2020 to apply via the new system. If you need support prior to that date (location checks, complicated sequences etc) please contact me directly so that we can arrange to assign an officer to your file in advance of officially opening a file.

If you have any questions, comments or concerns please contact me directly at jodie.shebib@vancouver.ca or 604-707-5394.

EMERGENCY RELOCATION OF THE FILM & SPECIAL EVENTS OFFICE

Due to a flood that occurred at the Film & Special Events office over the May Long weekend, the FASE officehas moved to a new location at 450 SW Marine Dr (Marine Gateway Building.) During this transition, correspondences via phone and email will be responded to, but delayed with slower than usual response times. All inquiries and deposits can now be re-directed to our new office located on the 15th floor at the Marine Gateway Building 450 SW Marine Drive between 8:00am and 4:00pm.

If you have any questions, please contact your assigned Film Officer who can assist you further.

City of Vancouver Film and Special Events Office - New Branch Management

Please join us in welcoming Geoff Teoli who has joined the City of Vancouver Engineering Services as the new Branch Manager for the Film and Special Events office. 

 Geoff brings over 20 twenty years of industry leadership experience including 17 years as a Film Unit / Location manager and more recently as the head of Actsafe, the industry association dedicated to safety for motion pictures, performing arts and live events.  He serves on the Board of the Motion Picture Industry Association of BC and recently completed his Executive MBA at SFU.  He is well positioned to lead FASE branch operations while also advancing important policy initiatives for film and special events currently underway. 

We are excited to have Geoff join our team team and help us lead the Film and Special Events office in becoming a World Class Facility while providing Excellent Customer Service.

Change in Branch Hours

Please note that there has been a change to the regular hours of operation (Monday – Friday) for Vancouver Film Office:

NEW HOURS: 8:00am to 4:00pm (no longer 4:30pm)

This change takes effect Monday June 19th, 2017

If you have any questions or concerns regarding this matter, please contact us at 604-257-8840 or film.office@vancouver.ca

Message from the Senior Manager: Staffing Announcement

Cael Hopwood will be working with another department to assist with the City’s 2017 Canada 150th Birthday events  She will be in this position until October 2017.

Rick Clark (rick.clark@vancouver.ca or 604-257-8848) will be the Operations Manager during Cael’s absence.

Rick has been supervisor for the branch since November 2012. Prior to that, he spent a year here as a Film and Special Event Liaison. Further enhancing his qualifications for the position, Rick has been a member of the VPD Traffic Authority since March 2008 and has worked on many major events in this capacity.

Rick’s primary areas of focus will be client service delivery, process and procedure improvement, and acting as a “go-to” resource for our fantastic staff here at the Film and Special Events branch. I also look forward to Rick’s input on strategic issues such as asset sustainability and stakeholder relationship management.

Celebration of Life for Holly Adems

Celebration of Life Service for Holly will be held at the North Lonsdale United Church
by Minister Robin Jacobson on Friday April 29th @ 2:30pm
Located at 3380 Lonsdale Avenue, North Vancouver, BC V7N 3K2

It is with Great Sadness....

It is with great sadness we inform you of the sudden passing of Holly Adems, of the Ministry of Transportation and Infrastructure. 

Details are few at the moment. Once a date and location for the service is confirmed, we will be sure to pass along the details.

Should you require contact with the Ministry of Transportation, please contact: 

Glenn Calendar
604.660.8322
glenn.callander@gov.bc.ca

Branch Recognition (Gifts)

We want to thank the industry for recognizing the work we do here at the branch. However, we would like to clarify what staff can and cannot accept, per the City of Vancouver’s gift policy.

We can continue to accept head shots, posters, etc. as they supply our work archive. If they are signed, please have the star sign to “the City of Vancouver” as opposed to a specific liaison. (An additional signed edition for a specific liaison is acceptable.)

 In lieu of gift baskets, boxes of chocolates or doughnuts, branded clothing or other recognition, we encourage you to donate to a charity instead. Our liaisons very much support local DTES women’s shelters, sport education and opportunity for underprivileged youth and non-profit food providers. The City’s official charity is the United Way.

 If you have any questions, please do not hesitate to contact Sandi Swanigan, Senior Manager, Film and Special events. (sandi.swanigan@vancouver.ca )

New Film Office Hours

The Film Office hours of operation have been changed to 8:00am - 4:30pm Monday through Friday. For urgent film related matters between 7:00am and 8:00am weekdays, please call the Film Office main line at 604.257.8840. If necessary, Cael Hopwood can be reached at 604.763.1376 and Sandi Swanigan at 604.562.9644. 

New Ways to Pay!

We now accept VISA, Mastercard, and Interac Debit Cards as methods of payment for application/permit fees and deposits in addition to certified cheques. As always, if paying via cash please make sure to bring exact cash, as we are not able to provide change. 

City Organizational Change

Due to organizational priorities and staffing changes, the Film and Special Events (FASE) Branch will now be a part of the Transportation Division in the Engineering Department at the City of Vancouver. The FASE branch’s former home, the “Street Use Division” will be renamed and focused on project and quality management. FASE management will now report to Jerry Dobrovolny, Director of Transportation.

Change Alert: Parking Meter Charges

In 2013, the industry, through a presentation to Council, asked that the City review parking meter rates charged to film productions. Production companies are currently charged 100% of the maximum potential revenue of any used parking meter. 

Using new smart meter data, the City undertook a comprehensive assessment, which included analysis of average occupancy, usage by the film industry and best practices in other jurisdictions.

The Vancouver Film Office is pleased to announce that, beginning July 1, 2014, production companies will be charged 63% of the maximum potential revenue of any used parking meter. This more accurately reflects occupancy at metered areas most used by the film industry. It still ensures, however, that, per our Street and Traffic Bylaw, the citizens of Vancouver are not financially encumbered.

This rate will be reviewed on an annual basis.

Message from Sandi Swanigan, Senior Manager

To our industry stakeholders…

The Film and Special Events Office is now officially its own branch of the City of Vancouver’s Engineering Department.  The new branch will continue to work directly with industry stakeholders to support a sustainable, successful screen arts industry in Vancouver.

Cael Hopwood, Film and Special Events Operations Manager, will continue to oversee operational execution and the team that provides your customer service. She will also work with me to update our permitting procedures and guidelines with the goal of improving your client experience.

My primary focus, however, will be to anticipate, respond to and resolve high-impact, universal industry needs and issues. While the Film and Special Events Branch’s core business is to support and permit location filming, I am very aware that the screen arts industry in Vancouver is an increasingly diverse one. I will, therefore, also be working with key stakeholders to identify ways the City can better support film studios, post-production facilities and other affiliated sectors.

I am confident that a consultative and collaborative relationship with all sub-sectors of the industry will ensure the resulting City support is on target and equitable.  

I am very excited to have this opportunity to work with you.

Regards,

Sandi Swanigan
Senior Manager
Film and Special Events Branch
City of Vancouver