Taking your production overseas? While an international shoot can be an exciting opportunity, securing smooth travel and comfortable living arrangements for your cast and crew is critical. Without proper planning, you could be facing logistical chaos, unexpected expenses, and exhausted team members before the cameras even start rolling. Here’s what to keep in mind to ensure your production runs smoothly when it comes to travel and housing abroad.
Visas & Work Permits: Get Them Sorted Early
Every country has different visa and work permit requirements, and some can take months to process. Some locations have film-friendly policies, while others require extensive documentation, sponsorships, or union negotiations. Start this process as early as possible to avoid last-minute surprises. Working with an experienced travel management company and an immigration consultant can help navigate the red tape and keep your production on schedule.
Flights & Transport: More Than Just Getting There
Booking flights is just the first step. Think about the entire travel experience:
- Group Bookings & Flexibility: Productions often change. Work with your agency to identify airlines that offer flexible group bookings to accommodate schedule shifts.
- Baggage & Equipment: Will your team need extra luggage allowances or special handling for gear? Factor this in when choosing airlines.
- Airport Transfers & Local Travel: Arrange reliable transportation from the airport, and consider whether your crew will need rental cars, vans, or shuttle services for daily commutes.
- Local Traffic & Infrastructure: Some locations have limited roads or heavy congestion—what looks like a 30-minute drive on paper may take hours in reality.
Housing: Finding the Right Fit for Your Crew
Accommodations can make or break the morale of your team, so choose wisely:
- Hotels vs. Rentals: Hotels offer convenience, but for long shoots (>30 days), serviced apartments or short-term rentals may be more comfortable and cost-effective.
- Location Matters: Being too far from set can wear on your crew. Prioritize proximity to filming locations (20 minutes or less is preferred) while balancing access to groceries, restaurants, and downtime activities.
- Lease Flexibility: Productions change. Negotiate rental terms that allow for swapping people in and out, extensions or early terminations without excessive penalties.
- Amenities & Comfort: Fast Wi-Fi, laundry facilities, and a stocked kitchen can make a huge difference for long stays.
Per Diems & Cost of Living: Plan for Local Expenses
Managing costs in a foreign country means being mindful of exchange rates and daily expenses:
- Per Diem Distribution: Decide whether crew members will receive cash, prepaid cards, or direct deposits.
- Cost Variations: Some cities have high costs of living—your per diem in Atlanta won’t stretch as far in London or Tokyo.
- Banking & Payments: Check whether local ATMs and banks accept foreign cards, and consider setting up local bank accounts for major expenses.
Health, Safety & Insurance: Be Ready for Anything
- Healthcare Access: Research local hospitals and clinics. Make sure your team knows where to go in case of an emergency.
- Health Insurance Coverage: Many U.S.-based insurance policies won’t cover international care, so ensure you have coverage that includes emergency medical evacuation if needed.
- Vaccinations & Medications: Some countries require vaccines or have restrictions on bringing in prescription medication. Get informed before departure.
- Safety Considerations: Be aware of local crime rates, natural disaster risks, and any necessary security measures, especially in remote locations.
Cultural & Legal Considerations: Avoid Unwelcome Surprises
- Local Customs & Expectations: Something as simple as tipping, meal timing, or appropriate dress codes can vary widely by country.
- Housing Regulations: Some places have strict rental laws, including deposit requirements and tenant protections.
- Travel Restrictions: Check for any rules regarding movement between regions, especially in politically sensitive areas or during major events.
Wrapping Up
International shoots can be thrilling, but they require careful planning when it comes to travel and living arrangements. Get these details right, and your cast and crew will be comfortable, well-rested, and ready to bring your production to life. Overlook them, and you might find yourself managing more stress than scenes. Safe travels and happy filming!
Contact us for a free consultation on your next international shoot.
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