In this post, I will discuss techniques I have used to successful and unsuccessfully approached businesses and individuals, while making a student film.

First of all, let me say, every individual and organisation is different, some people you will approach one way, and some another. These tips are designed to get you thinking.

Contacting a business

When contacting a business for the first time, I like to start with either a phone call or a face-to-face conversation. Make sure you have a note pad and pen. Jot down any relevant information, including the person’s name you are talking to. It’s a good idea to have an outline of your production, making it relevant to the business. An example of this would be if you were dealing with a train station (for the record, I have done it, and it was one of the worst experiences I had. But don’t let that stop you from trying and experiencing it for yourself). People that run train stations want to know things like this:

Proposed day/time/duration of shoot
Location preferred
Equipment involved
Power requirements
Actors
Script and scene summary

The reason they want a script is because they don’t want to look bad. If the film is about blowing up the station, there is a strong possibility that they will say no. Although this was specifically for a train station, keep in mind that most locations will require similar information. If you can have the information ready, before they ask, it will make you look professional and organised.

Never be defensive. Remember, you are asking them for a favour, so always be nice.

After providing them with the information, I got an email back like this:

We have considered your proposal and advise that charges would have to apply. We handle numerous commercial filming and photography activities at the facility and in addition to the need to generate income, the impact on resources (administration, safety arrangements, safe working processes, security, management time, marketing agency time) requires application of fees.

The best we could do is suggest our agency consider a student rate but it would still cost you well above what I suspect you want to pay.

Let me know if you wish to proceed further with your inquiry.

After receiving this email, I decided to no longer pursue the location. You may communicate your idea succinctly, represent yourself well, and still get an answer that says ‘NO’. So, I just want to tell you that it happens to everyone, so expect it, and take it in your stride. All you can do is provide all the information, everything they want to hear, so it’s harder for them to say no.

When dealing with a large organisation, try and contact a person, not a info@randombusiness.com. I have found that these email addresses rarely reply.
How can you get a contact person? Call the organisation, talk to reception. “hello my name is [insert name here], I am making a student film and would like to know which person in your organisation I should speak to”. Normally they will say the persons name, followed by “I can transfer you through”. Before they transfer you through, ask if the person has a direct number. You will see why in a second. They will probably say yes, give you the number, then transfer you through, you will then get through to an answering machaine. Leave a message. Make sure you say your name, the school you attend, that you are making a film/magazine/photography, and ask then to contact you back, followed by your number. Sometimes they will call you back that day, sometimes a day later, after 3 days, call the direct number.

One of the most important things to remember is to be persistent. You are the most passionate person about the project.