Filming Office Contact Information for Film Notices, Polling Letters, and Inquiries

The Film Office no longer monitors the general phone line at 604-257-8840, or the general email film.office@vancouver.ca. We would like to provide you with some helpful information and links to help expedite the notification process and make sure that the Film Industry is in alignment with the City’s expectation to provide up to date and accurate contact information.

‘Notification of Filming’ Letters

Going forward, all ‘Notice of Filming’ and ‘Polling’ letters should have both the general phone line and email removed and replaced with the City of Vancouver Film and Special Events website. Business owners and residents can direct any questions or concerns they may have regarding filming in the City of Vancouver on the on-line form available on the website which is monitored regularly.

** Samples of neighbourhood notification letters are available for download and preview. **

** Information regarding polling guidelines and sample letters are available for download and preview. **

New Application Process Timeline

A friendly reminder that the processing timeline for applications of all production types can take up to three (3) business days. This allows the Film Office sufficient time to prioritize screening and processing of all applications and assignment to the first available Film Liaison. If you have locations that requiring vetting before you are assigned a liaison, you are encouraged to visit the City’s website and submit an inquiry online.

A Message from City of Vancouver's Building and Trades Division (RE: Electrical Inspections)

A reminder that the use of any generators that has a services rated more than 500 KVA will require an electrical permit, whether filming is done in studio, on location including City streets, sidewalks, and plazas. For more information about Electrical Permits, please click on this link.

Once your application has been approved and electrical permit is issued, you are able to begin your work. However, all work must be inspected to have your permit finalized. Inspections ensure that construction and trades work:

• Matches the work described under the permit

• Complies with relevant bylaws

• Meets safety, accessibility, and green building goals

Since production reliance on generated power is so high, requests for electrical inspections are a critical and an important step to take to ensure that your shoot day is smooth with zero risk of delay or being shut down.

There are multiple ways to book or cancel an electrical inspection; including:

• On-line if you have an existing online account and are the permit applicant or contractor

• Contact 3-1-1 (outside Vancouver 604-873-7000)

Information about inspections, fees, and contact information can be found on this link.

Work Requests for Productions

Due to the volume, complexity and resources needed in order to facilitate work orders, the Vancouver Film Office will require a minimum 7 days of advanced notice (prior to the date in which the work is needed to be completed) to process all work orders, including: 

• Street Furniture Removal

• Banner Removal

• Sign Removal

• Electrical requests (lights turned on or off for filming, light standard removal)

• Tree trimming

• Bus stop moves

• Mobi Removal (note: Mobi requires a minimum of 7 days notice for removal free of charge, anything less than 7 days has a cost per the company)

Any requests made under this time frame will be accomodated only if resources are available. 

A quick reminder that the City of Vancouver has an idling bylaw.  There is an opportunity to improve compliance within the film industry. For your convenience regulations and exceptions are posted below. Parking Enforcement and Vancouver Police Department are responsible for ticketing vehicles in violation.  This includes vehicles on private property.  

Idling Regulations

Idling means running the engine of a motor vehicle when the vehicle is not in motion. Under section 2.7 of the City of Vancouver's Motor Vehicle Noise and Emission Abatement Bylaw 9344, it is illegal to idle a vehicle:

·         For more than three consecutive minutes in a 60-minute period, or 

·         While unattended and unlocked

Idling Exceptions

The idling regulation applies to all vehicles, except when a:

·         Vehicle is attached to equipment, and the equipment needs power from the engine in order to run, for a commercial or public purpose

·         Emergency vehicle in the course of performing its duties, including training

·         Motor vehicle assisting in an emergency

·         Armoured vehicle used to transport money or valuables, while loading or unloading

·         Motor vehicle in the course of a race or parade approved by Vancouver City Council

·         Bus while passengers are loading or unloading

Good Corporate Citizenship!

We are setting new film permit records every month so we know you are busy! But with the increase in volume has come an alarming rise in resident and business complaints regarding issues that would not arise if guidelines and established practices were being conformed to.

Please, please, please:

•  Only set up and film in the locations and times/dates outlined in your permit.
•  Start and stop work at the permitted time. Do not exceed the noise bylaw without permission  from the Vancouver film office .
•  Park equipment and trucks within the area outlined in your permit.
•  Ensure that crew are not parking on the street.
•  Inform and be granted permission before moving City of Vancouver parking signs and  infrastructure.
•  Consult and inform BIAs. Between construction (both private and City), events and filming they  are under enormous pressure in the summer.  They also have limited resources and do not have  staff dedicated to answering/addressing film inquiries, so as much lead time as possible is  appreciated.  Please copy your Film Liaison on your initial correspondence with BIA. 
•  Any impediment to rush hour traffic without a permit is a serious infraction and generates an  inordinate amount of negative public feedback. Please do not do this! 
•  Treat citizens with respect. The cause of their frustration may not lie only with the film industry,  but it is you they have decided to speak to. It is expected that they will be treated with civility  and compassion.

Frustrated citizens are reaching out to media and senior management. The City is getting media requests regarding those complaints as well as questions about our practices and procedures and how we enforce them. Citizens are also claiming to have photographic evidence showing various infractions. They seem more willing to share that documentation with the media than with the film office.

All of this feedback must be responded to by film office staff, who would ideally be processing your permits rather than dealing with complaints. 

Ultimately, the industry controls how welcome filming is; it is an industry that is only as good as its reputation. While we wholeheartedly support filming, the City also has an obligation to address the concerns of the our citizens. Non-compliance by even one production brings undesirable scrutiny, which can lead to changes and ramifications for all.

Water Use for Film Production

Due to current restrictions, please note the following:

Hydrant water for wetting down streets is not available. The use of potable water for this purpose will incur a fine and possibly other actions by the City of Vancouver. Please source your own untreated non-potable water for such uses. The only acceptable use of hydrant water is for safety purposes as needed in conjunction with stunts or other flammable activities. Please contact the Film Office or Vancouver Fire and Rescue Services for further information.

Sustainable Practices

The City wants to share this good news story with the industry and thank you all for the efforts you make to be sustainable corporate citizens! Enjoy! And let us know any of your stories; we are happy to share them!

Location Checks

Location checks are critical in order to make sure that the Film Office can secure your desired filming location. The Film Office aims to provide timely, detailed, and accurate information to Location Managers and Scouts. Location checks involve a multitude of steps including: 

• Checking our calendar to ensure there are no conflicts in the desired area
• Checking for complaint history in the neighborhood
• Checking for filming history in the area, when it was last used and any issues associated with recent filming 
• Checking for road construction, utility, or various other projects in the area that might impact potential filming 
• Making sure the location is not a "hot" location, or a recurring location for another production 

While sometimes this process is straight forward and Liaisons are able to provide a quick answer, other times these checks can be quite detailed and require a thorough look. The average location check takes about 10 minutes for each location. Please be mindful of this when clearing locations with the Film Office, and where possible, request to clear a limited list of your most desired locations to ensure timely response. 

Keep Local Businesses Informed

Keep local Business Improvement Associations in the loop about filming. If you are filming in in a Business Improvement Association zone, make sure to make contact and inform them about your proposed activity. Business Improvement Association contact information can be found here. 

Review! Review! Review!

Please be sure to review your paperwork prior to submitting it to your Film Liaison. This includes:

• Making sure your street use requests are accurate
• Street use requests match what is written on your residential notification letter
• Street use requests match what is indicated on your maps

When the information is clear and concise, it allows your Film Liaison to provide faster service for you! 

Maps

Please submit maps with all polling results and film location packages. This allows your Film Liaison to better understand the footprint or scope of results. Below is an example of a clear and concise map.

Work Truck Parking

In most instances, the Film Office is not able to allow work truck placement on both sides of a street. This creates a "tunnel" effect which usually results in complaints from the neighbourhood.