PROCESS CHANGE ANNOUNCEMENT

New Film Notification and Polling Template

Beginning February 1st, 2020 the Vancouver Film & Special Events Branch will launch an entirely new film notification template. This totally new style of a notification is a fillable PDF with all of the mandatory boilerplate language locked, leaving only open fields for you to add the variable details related to the permitted activities.  It also has standardized headings, a multi-language translation request, and bears the City of Vancouver emblem.   

The template also requires brevity in describing your filming activity, focusing on key activities and parking, while eliminating any non-essential details and redundancy.  During a small pilot launch in the fall of 2019 these features proved to reduce the time required to create and approve a notification and made it easier for the public to find the key information that they need to understand any impacts on their day-to-day activities.

The notification forms that have been updated are:

1.      Basic Film Notification

2.      Film Curfew Extension – No Polling Required  (previously referred to as the “Reverse Polling” letter

3.      Film Curfew Extension – Polling Required (previously referred to as the “Polling” letter

Useful information about neighbourhood notification as well as a downloadable PDF of the new template is available on the City’s website. Your Film Officer will also send the PDF’s by email directly to Locations Teams that are actively working on a production.  The old letter style templates will be phased out over the month of February with the new templates becoming mandatory for all productions on March 1st, 2020.  

We will work with locations teams to answer any questions regarding how to complete the from and supply you with sample completed notification if needed.

*Please note that other than the new template, all other requirements related to distribution of notifications and the City’s Polling Guidelines remain unchanged.

Acts of Goodwill / Charitable Acts

The Vancouver Film Office is currently working on a year-end report on film activity within the City. The report will include a variety of information such as city specific film statistics, labour data, neighborhood specific information as well as some provincial statistics.

This report has traditionally been an economic focused document, however this year we will be including other areas of interest including the social benefits of the film sector.

If your show has been a part of a goodwill gesture or charitable act within the City of Vancouver we would appreciate you sending us the details. Examples could include:

·         Donations to Vancouver based charities

·         Extraordinary engagement with community groups, schools or residents associations

·         Sponsored community initiative or celebration

·         Any other positive impact story

Portions of this report may be made available to the public so please stipulate if you require your identifying show details to be made private.

If you have any questions or concerns about this project, or to send in your information, please contact me directly at jodie.shebib@vancouver.ca, or 604-707-5394.

VPD EOPS Contact and Rates

To book or schedule VPD for film related purposes including traffic control/safety/weapons of vehicle escort please send all inquiries to the Vancouver Police Department EOPS general email at eops@vpd.ca. You will then be contacted by either Mike Keller or Malcolm Newlands from the VPD to discuss your request and schedule accordingly.

VPD would also like to note the updated charge our rates in 2020 for VPD & Traffic Authority.

Constable - $136.78/hr

Sergeant - $170.99/hr

Staff Sergeant - $191.50/hr

Inspector - $218.84/hr

Traffic Authority - $60.80/hr

Minimum four (4) hour call out for all levels of VPD/TA, rates also subject to GST (5%)

Filming Impacts to Business Areas: December 9, 2019 to January 2, 2020.

Holiday Season 2019 - Street Use Limitations in Commercial Areas

Please note that the City will be limiting the number of street use requests granted in commercial areas from December 9, 2019 to January 2, 2020.

These restrictions will be implemented due to the increased demand for street space during the holiday period. December is a busy month for commercial areas with increased traffic to stores, restaurants and local attractions.

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 weight 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.

Important Message from Coast Mountain Bus Company

Due to the current Coast Mountain Bus Company Labour Action and Overtime ban for Maintenance Staff and Operators (forthcoming) and for the foreseeable future, CMBC will be unable to dieselize trolley routes with the exception of previously planned Special Events or emergency requests. Additionally, Pole Pullers cannot be guaranteed during this time can be filled.

No Generator Use Policy at the Vancouver Art Gallery

Effective September 1st, 2019, there will be a no generator use policy at the Vancouver Art Gallery including the North Plaza and along 700 blocks of Howe and Hornby.  This requirement is now feasible with the recent retrofitting of multiple 100A, 200A and 400A tie-ins to Cam-Lok connections.  For more details on the location of these tie ins and how to access them, please coordinate with Location Fixer during your prep time.  (Sai Frame +1.778.223.7950 / sai@locationfixer.ca and Ally Lee-Dudley +1.778.952.0602 / ally@locationfixer.ca )

Exceptions will only be made for extreme situations when lighting requirements demand more power than is available; for example major exterior night shoots with significant lighting requirements.

This initiative supports the City of Vancouver’s Climate Emergency action plan and goal to be the greenest production center in North America.

Important Update to Film Permit Application Process

Effective July 1st, 2019, the City of Vancouver Film & Special Events Branch will be asking productions to indicate the location of Circus parking and generator placements when working on location in the City.   While this information has always been a required field in our applications, there is a renewed effort to ensure the data is collected and analyzed.  Locations teams will be provided with a form that can be completed and sent to their assigned Officer along with the standard permit application.

 The data we collect will be used to inform the City of Vancouver in analysis of parking supply/demand gaps and strategic initiatives to establish electrical power “hubs” in key locations around the City.  In order to have a complete picture of the parking and power needs throughout the City, this data will be collected for all locations in the City; including:

·         Public Streets, Plazas, and Parking Lots

·         Vancouver Park Board Sites

·         Private Land and Parking Lots

·         Vancouver School Board Sites

·         Any other location within the City

Officers from the Film & Special Event Branch will also be visiting production sites as part of this initiative to verify the accuracy of the information collected and learn more about the parking and power requirements of the industry, now and in the future.

New Contact for Downtown Vancouver Business Improvement Association (BIA): Film Notifications

Please note that all Downtown Vancouver filming and special event related notifications (ie. Notices of Filming, Polling, Road Closures, etc.) should no longer be directed to Jason Corlett at the Downtown Vancouver BIA.  Nika Fischerova with the BIA will now oversee these matters and work exclusively with productions and organizers of events.

Please update your records for Downtown Vancouver BIA contact information.

Nikola Fischerova| Membership Engagement and Events Lead
Downtown Vancouver Business Improvement Association (DVBIA)
Suite 325-1130 West Pender Street | V6E 4A4
t/ 604.685.7811 x201 e/ nikola@dtvan.ca

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.

Film Office Contact Information and Inquiry Process

Please note the Film Office will no longer be monitoring the general phone line at 604-257-8840 or the general email (film.office@vancouver.ca)

Going forward, all inquiries and questions relating to film and locations can be submitted using the following link. To submit an inquiry, please visit:

www.vancouver.ca/doing-business/film-permits  

Alternatively, you may call 311, or 604-873-7000.

A Message from City of Vancouver Traffic Operations Management

The Summer of 2018 has begun, and already the numbers show that filming activity in Vancouver are high and expected to climb.  The City's Traffic Operations team are stretched to its maximum capacity and have asked the Film Office to share some important updates and reminders regarding street use for film related activity; with regard to street use request timelines and signage removal in particular.   

While the Film Office understands the need to remove posted signs for filming and continuity of picture, the removal of any sign and/or mount will require permission is still considered as 'tampering with City property' and will require prior permission granted by your liaison.  Additionally, all signs that are removed from their positions must be returned to their original spots once filming is complete, including any signage that has been removed not intended for your film set, including any 'temporary no stopping' for past or future/active City or external agency permits scheduled for the same vicinity or surrounding area(s).  Failure to do so have negative impacts; including:

• Lost or misplaced signs that are moved to an area which the staff from Traffic Operations cannot locate, or taken/stolen by the public.

• Other internal City Departments or external agencies who have requested parking in the same vicinity lose their parking on the street, resulting in work delays and failure to meet crucial deadlines and completion of delivery for their projects.

Due to the volume, complexity and resources, the Vancouver Film Office are required to provide the Traffic Ops department a minimum of 72 hours notice (3 days) to accommodate any street use permit requests, including any street use that is prep related. Any requests made under this time frame will be accommodated only if resources are available, but in no way guaranteed.

Please inform your liaison if you have any questions or concerns.

New Contact Details for BC Hydro (333 Dusnmuir)

Our office has received numerous complaints and comments of concern from BC Hydro located 333 Dunsmuir; with specific concerns regarding parking and Intermittent Traffic Control on the roadways and alleys surrounding their facility.  Based on our office's recommendation, they have appointed a contact person with whom Locations Teams can speak to directly and discuss upcoming filming and its potential impacts to their 24/7 operations.  They wish to be advised about filming that will impact the following blocks and streets:

** 500 Homer, 500 Hamilton                                                                                                    ** 300 W Pender, 300 Dunsmuir                                                                                              ** Alley East of 500 Homer or Alley West of 500 Hamilton                                                        ** Alley South of 300 W Pender                                                                                              ** Alley North of 300 Dunsmuir (adjacent to BC Hydro)

All notices related to filming that have impacts (including parking, closures, ITC, picture, etc.) on the following blocks be emailed directly to the appointed contacted at BC Hydro.  Going forward, please ensure that all NOTICES OF FILMING/POLLING LETTERS are directed to David Ingleson (Contract Manager, Facilities Management @ BC Hydro) at David.Ingleson@bchydro.com. 

David Ingleson is also available on his office phone at 604-623-3507 (if necessary)                                                                

Curfew Extension Permits

Currently, the City of Vancouver Film Office is unable to identify the number of curfew extensions it provides, therefore unable to produce corresponding data when necessary. Additionally, some permits (as they are currently) may be unclear when describing activities permitted prior to the filming curfew, as opposed to what is allowed after filming curfew hours. Current curfew hours are: 

• 7:00am to 11:00pm Monday through Thursday,

• 7:00am to 12:00 midnight on Fridays,

• 8:00am to 12:00 midnight on Saturdays,

• 8:00am to 11:00pm on Sundays

As a solution, Film Liaisons will provide an additional permit for activity outside of normal curfew hours. The cost for the additional "curfew extension" permit will remain at the normal permit price of $150.00/permit. 

The benefit of this change will: 

• Provide clarification that an extension to the filming curfew is granted

• Provide clarity about what activity is permitted specifically outside of curfew hours

• Provide an ability for the Film Office to extract information regarding curfew extensions in a clear and timely manner

• Ability to provide accurate data and give guidance in relation to curfew extensions

The requirement for an additional permit for activities outside of curfew hours will take effect as of Tuesday, September 5th. 

If you have any questions, please contact your Film Liaison or call our main office line at 604.257.8840. 

New Contact for Downtown Vancouver Business Improvement Association (BIA): Film Notifications

Please note that all Downtown Vancouver filming and special event related notifications (ie. Notices of Filming, Polling, Road Closures, etc.) should no longer be directed to Charles Gauthier at the Downtown Vancouver BIA.  Jason Corlett within the BIA team will now oversee these matters and work exclusively with productions and organizers of events.

Going forward, please email all notices to jason@downtownvancouver.net.

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

FASE Branch Closure

Please be advised that the FASE office will be closed for staff training from 12:00 to 4:00pm on Monday, May 29th. 

Election Day Hours

Please be advised that the Film and Special Event office will be closing at 4:00pm on Tuesday, May 9th due to the Provincial Election. 

2017 Cruise Ship Calendar

Please click here to view the 2017 Cruise Ship Calendar. The cruise ship volume may mean limited ability for traffic control/closures around the downtown/waterfront business district. Please work with your Film Liaison for further information.