Jeff Rice will no longer be the VPD EOPS Sergeant as he is moving on to another department. His replacement is Matt Clarke, and he can be reached at 604.717.3082 or matt.clark@vpd.ca.
Filming in the DTES: Community Liaison Requirements
PLEASE NOTE: It is currently required that an experienced community film liaison with overdose (OD) intervention training be hired when filming on the DTES.
The City is currently experiencing an overdose crisis centered largely on the Downtown East Side (DTES). Fentanyl-laced drugs are commonplace and, therefore, more people are choosing to do drugs in public spaces (streets, alleys) where they are more likely to be noticed and receive life-saving help.
Filming the DTES is still supported by the City and many stakeholders, but residents and organizations have raised recent concerns regarding production practices during the fentanyl crisis.
It has always been strongly recommended that production companies employ a knowledgeable, experienced community liaison to ensure impacts on the resident population are mitigated. Sensitivity to the current conditions is of highest priority and has elevated the employment of a liaison to a requirement.
PLEASE NOTE: The hiring of a trained, experienced liaison does not in any way indicate that a production company has the responsibility to administer medical assistance. The addition of an experienced, community based employee will provide:
Vigilance – alert to emerging situations, able to inform productions and/or individual staff
Connection – knowledge of whom to contact or recommended practices
Advice- the provision of context, protocol and support to film crew working on the DTES
The Director’s Guild of Canada Location Caucus will help productions connect with providers of liaison services.
City of Vancouver film liaisons will be reinforcing this message as well as requesting the name of the individual(s) hired.
Productions filming in the DTES should also:
take note of and immediately notify authorities of people in crisis;
clear impediments to any volunteer or emergency agency providing assistance to those in crisis; and
be aware that witnessing and/or helping with overdoses can potentially be traumatic to production staff. The DGC will be working with DTES outreach workers to revise training and education material regarding this issue.
The City and the DGC believe the above measure is in the best immediate and long-term interests of the industry and the DTES residents and its outreach organizations.
This is applicable to filming:
North of Pender and South of Railway/Alexander/Water
East of Cambie and West of Clark Drive
The City reserves the right to apply this requirement in other adjacent or identified areas at its discretion.
Please contact Sandi Swanigan, Senior Manager of Film and Special Events, at sandi.swanigan@vancouver.ca with questions or comments.
Filming Impacts to Business Areas: December 9th 2016 to January 1st, 2017
Beginning December 9, City construction and utility companies will be performing essential work only in key business areas. This will allow holiday shoppers unimpeded access to parking and building access.
Location filming is essential to the productions filming in Vancouver. The City asks, however, that productions take extra consideration regarding filming footprints, particularly parking impacts.
Between December 9 and January 2, 2017, film office Liaisons and Management will be looking for productions to present the smallest impacts possible to businesses, particularly in regards to on-street parking. Please expect questions regarding high-impact filming during the holiday shopping season.
Yaletown Filming December 9, 2016 to January 1, 2017.
Filming in Yaletown will only be allowed from Sunday through Thursdays between and inclusive of the dates above.
Permits will not be given for Thursday, Friday and Saturdays.
NOTE: In 2017, Yaletown filming will have restrictions similar to Gastown in 2017 during certain periods. Dates will be announced in early 2017.
Notification of Filming in Chinatown
The Film Office has recently had a meeting with the Vancouver Chinatown BIA. They have brought to our attention some concerns about notification of filming.
The BIA reiterated that they, as an organization, support filming. However, the Chinatown BIA has an extra encumbrance in that they must translate all the notification they are given. As such, 48 hours or two business days (which has been the standard practice) is not enough time for translated notification.
Going forward, the Film Office asks that productions:
- Ensure notification is given to the Vancouver Chinatown BIA regarding upcoming filming at the earliest possible opportunity
- Provide the BIA a Notice of Filming no less than a minimum 72 hours prior to filming activity
- Send an electronic version of the film notification (in word format) to: . The subject line should start with “FILMING” in all caps. This organization receives a lot of email, they will scan for this subject title daily within their emails to make sure they are addressing filming as soon as possible.
If you have any questions about this process, please do not hesitate to speak with a Film Liaison.
Lot 9 Parking Infractions
The Film Office fought to allow circus parking on lot 9 (the "Cirque" lot), and in those negotiations it was decided that the permit conditions are that no personal crew vehicles are to be parked on the lot. This lot has very specific zoning and is closely watched by the residents in the area who are strongly opposed to the use of the lot for filming/parking purposes.
That being said, there have been far too many infractions lately, and the residents are not accepting apologies and are escalating their complaints. Each infraction results in an email and phone call from the residents association's representative. These complaints take a considerable amount of time to rectify.
Starting on October 1st, second infractions by either the production or the locations staff will result in the revocation of the filming permit. WestPark would not be obligated to refund any money, as the production is in non-compliance with the agreement.
This is unfortunate, but is truly a situation where the bad behavior of the few could jeopardize the accommodation of the many. There is not much more tolerance in the Planning and other departments with regard to these infractions and in short, we need to protect this much used and critical asset.
Important Dates and Police Availability
Please note the following Celebration of Lights dates:
- Saturday, July 23rd
- Wednesday, July 27th
- Saturday, July 30th
Additionally, Pride Parade takes place on Sunday, July 31st.
There will likely be no Police availability on these days, please consider this for all filming.
Application Processing and Liaison Assignment
As a measure to ensure equitable service for all and to assist the industry in their planning, please note the following:
3-Day Processing
Please allow 3 business days for your application to be processed. Processing applications does take time as information needs to be manually entered into two distinct software systems, a file and the accompanying paperwork needs to be set up and workloads/inflow of applications need to be assessed prior to assigning your file to a liaison.
Unassigned Projects
There has been an increase in location managers and scouts approaching liaisons with requests before any application has been received and/or the application has been processed and assigned. Liaisons do not provide location checks or soft holds for unapplied, unassigned productions. Doing such work is unfair to the established clients liaisons and staff are already working for. We encourage you to look at the Sensitive Locations List on this blog for scouting information. We have also included information regarding significant construction in the City on the Road Ahead page. And we still welcome your general inquiries regarding filming in the City.
Application Fee Payment
Research has found that we are processing and assigning applications only to have the production cancel without paying the application fee. This is particularly true of shorter, smaller productions such as commercials, promotional, and music videos. The application fee is mandatory and non-refundable and is the fee to help offset the staff hired to manage applications and invoices. Should your production cancel, you will be required to pay the application fee.
2016 Cruise Ship Schedule
This time of year cruise ships start arriving to our ports with tourists either embarking or disembarking ships. This creates a heavy volume of people around the port, therefore traffic control and closure options may be limited on heavy volume cruise ship days. Click here to download the cruise ship schedule for 2016.
Note: Black and red dates as shown on the document indicate dates with a high volume of people anticipated.
Paying with Credit Card
We can now process credit card payments for permit or application fees over the phone!
Filming Notification Letters
In order to provide responsive , timely service to the City's residents, businesses and other stakeholders, please ensure that:
- The name and position of a contact who will be on set for the entirety of the filming period and reachable through crew by radio (e.g. Assistant Location Manager) and/or
- Direct LM cell number
is/are included in all filming notification letters.
When notification letters are distributed less than 2 businesses days before filming commences, a direct contact cell phone of the ALM or LM must be provided in the letter. (Business days being Monday through Friday, 9:00am-5:00pm).
Parking "Footprints"
The year has but just begun, and already the numbers show that filming activity in Vancouver is 40% higher than our previous record. With an average of 60+ productions filming in Vancouver, space is an issue. When planning production needs while on location, please be very mindful of the amount of space you are requesting. Only essential vehicles should be brought to set, other (larger) vehicles should be kept in a private lot. Remember: parking is typically the number one concern for residents and businesses. Filming locations need to be preserved as much as possible and reducing the size of the "footprint" is one way to help.
Curfew Extensions
The Film Office is noticing a significant increase in requests for curfew extensions in Vancouver. Curfew extensions are generally an invasive process, one that many residents/businesses find more fatiguing than the actual filming itself. We ask that all attempts are made at keeping filming within the generous hours of the filming curfew: 7:00am-11:00pm on weekdays, 7:00am-12:00 midnight on Fridays, 8:00am-12:00 midnight on Saturdays, and 8:00am-11:00pm on Sundays. Polling for curfew extensions should occur only when absolutely necessary.
"No Stopping" Signage for Filming
The Film Office and Traffic Operations work very hard to make sure film signage is installed on time and without error, however issues can arise from time to time. In order to make sure that productions are guaranteed to get what they need, we ask that the following guidelines are followed when checking signage.
1) Signage must be checked 24 hours (by noon) prior to the shoot date. Example: check signage by 12:00 noon on Wednesday, for filming taking place on Thursday.
2) If filming on a Saturday, Sunday, or holiday, please check all signage by no later than 12:00 noon on the Friday prior.
If there are any missing or erroneous signs, please be sure to contact your liaison right away, or call the main film office line at 604.257.8840. If given appropriate notice of an issue, the Film Office can work with Traffic Operations on a solution.
Please note:
Productions cannot contract out for or create their own signage. Productions are permitted to cone off their designated approved parking areas (must have permits on set with them), however without signage, any coned off areas are not enforceable. Any unofficial signage that is not created and installed by City of Vancouver will be removed and remain unenforced.
CURFEW EXTENSION RESTRICTIONS: Arch Alley
Between August 1 and September 1, 2015, there will be no curfew extensions granted to filming in or adjacent to Arch Alley. This is due to frequency in the last 3 months.
Important Process Change: Notification to BIA's
The Film Office continues to receive feedback that the BIAs are not being notified and consulted with regarding filming. This has resulted in serious conflicts and impacts in Yaletown and Gastown. The Film Office recognizes that filming in these areas are important to the industry and it continues to advocate for filming use. We need to ensure that the notification step has been taken, so the Film Office asks that you copy your film liaison on the email sent to the BIA representative when filming in BIA areas. We will not be able to issue a permit without on-record confirmation that your production has reached out to the BIA.
The Film Office apologizes for introducing this extra step in the process, but believe it may prevent further negative perceptions and backlash from businesses and the associations against the film industry. Any concerns should be forwarded to Kendrie Upton from the DGC at kendrie@mac.com. She will discuss feedback with the Film Office Branch Manager, Sandi Swanigan.
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.
Cruise Ship Season
This time of year cruise ships start arriving to our ports with tourists either embarking or disembarking ships. This creates a heavy volume of people around the port, therefore traffic control and closure options may be limited on heavy volume cruise ship days. Click here to download the cruise ship schedule for 2015.
Note: Black and red dates as shown on the document indicate dates with a high volume of people anticipated.
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!
Cruise Ship Season Restrictions
Due to the volume of people cruise ships often bring into the downtown Vancouver core, often we are unable to facilitate traffic control or closure requests when ships are in port. The following are black out dates, dates that closures or traffic control in the Cordova/Waterfront area will not be permitted:
- Monday, May 1st
- Saturday, May 9th
- Saturday, May 30th
- Sunday, August 20th
Additional to black out dates, the following are dates with an exceptional volume of people expected. We are unable to guarantee traffic control and closure options on these dates:
- Saturday, May 16th
- Monday, May 18th
- Friday-Saturday, May 22nd & 23rd
- Monday, May 25th
- Saturday-Monday, June 6th to 8th
- Saturday, June 13th
- Saturday- Monday, June 20th to 23rd
- Saturday, June 27th
- Saturday-Monday, July 4th to 6th
- Saturday, July 11th
- Saturday-Monday, July 18th to 20th
- Saturday, July 25th
- Saturday-Monday, August 1st to 3rd
- Saturday, August 8th
- Saturday-Monday, August 15th to 17th
- Saturday-Sunday, August 22nd and 23rd
- Saturday, August 29th
- Monday, August 31st
- Saturday, September 5th
- Friday-Saturday, September 11th and 12th
- Monday, September 14th
- Saturday, September 19th
- Tuesday, September 22nd
- Sunday-Tuesday, September 27th to 29th