A checklist for booking a car for a commercial or photoshoot

Commercials and photoshoots move quickly, and the car is often one of the last things locked. A missed detail, such as a badge the client can't show or a car that won't fit through the studio door, can cost time on the day. Use this checklist to make sure nothing slips.

• ☐What's the idea behind the shot, and what should the car say about the brand or character?
• ☐Make, model and year, or how flexible you are on them
• ☐Colour, and any colours to avoid (a competitor's brand colour, for example)
• ☐Condition: showroom, well kept or lived-in
• ☐Left- or right-hand drive, if the car will be driven or shot from the side
• ☐Any must-haves, such as a convertible roof, a period interior or a roof rack

If you're not sure what you want, browse our catalogue of cars and save a few you like.

• ☐Who needs to approve the car: director, photographer, agency, client?
• ☐Photos of each option, inside and out, ready to share
• ☐A deadline for the final decision, leaving time to confirm with the owner

• ☐Are other manufacturers' badges and logos acceptable in the frame?
• ☐Do dealer stickers, modern accessories or personal items need removing?
• ☐How will number plates be handled: covered on set, swapped for prop plates for off-road use only, or changed in post?
• ☐Has the owner agreed to any covering or removal of badges?

These are decisions for the agency and client, but the earlier they're raised, the easier they are to solve.

• ☐Date or dates, plus a backup date if weather matters
• ☐Call time, expected wrap and any night work
• ☐Location, including the address, access, parking and load-in
• ☐Studio shoots: door width, floor loading, and whether the car can be driven in or must be pushed
• ☐Will the car be static, driven past camera or driven by talent?

• ☐Who drives: the owner, talent or a precision driver?
• ☐Is the owner staying on set to look after the car?
• ☐Is anyone climbing on, sitting on or leaning against the car? Agree this with the owner first
• ☐Rigging: suction mounts, car mounts and lights all need the owner's agreement

• ☐Does the owner's policy cover the car for filming or photography?
• ☐Does the production's insurance cover hired-in vehicles and the people driving them?
• ☐If the car is driven on public roads: is it road legal, taxed or exempt, and insured for that use?
• ☐Terms agreed for cancellation, overruns and extra days

• ☐Will the car be driven to set or delivered on a trailer?
• ☐How long does it need to get there, allowing for traffic?
• ☐Is there safe parking for the car and any trailer?
• ☐Older cars: allow time for warming up, and avoid long periods of idling

• ☐Cleaned and valeted before arrival
• ☐Fuel or charge level agreed
• ☐Interior checked for wear if it will be on camera
• ☐Any agreed dressing done in advance, not on the day

• ☐A named contact for the car on set
• ☐Microfibre cloths for fingerprints and dust
• ☐Shade or covers in hot weather, and a plan for rain
• ☐Watch for reflections of crew and lights in paint and chrome
• ☐A quick check of the car with the owner before it leaves

• ☐Walk round the car with the owner at wrap
• ☐Note any marks or issues straight away
• ☐Say thank you. Owners who have a good experience are much more likely to say yes next time

• Be flexible where you can. Being open on model or colour often gives you a better car for less hassle.
• Build in a margin of time. Cars and owners don't always run to a tight call sheet.
• Keep the owner informed. A short message the day before goes a long way.

For brand work with older cars, see our page on vintage cars for commercials. For smaller, faster shoots, see cars for music videos and photoshoots. When you're ready, send us a brief and we'll come back with options.