A producer may be asked for a location agreement, a film permit, a certificate of insurance and an additional insured endorsement for the same shoot. Keep a separate line for each document. Receiving one does not establish that the other parties have completed their reviews.
Identify who controls each requirement
Start with the location and the activity you are planning. Ask the property representative and the responsible film office which permissions and documents are required. Confirm whether the shoot involves more than one jurisdiction or authority.
Miami Beach's film office explains that its permitting is separate from neighboring jurisdictions. Its published guidance also discusses insurance and indemnity documents. Use the instructions for the actual location rather than assuming one city's process applies throughout a region.
Build a document list before requesting a certificate
| Document or decision | Question to confirm |
|---|---|
| Location permission or agreement | Who can authorize the planned use, dates and activities? |
| Film permit or other authorization | Which office reviews the activity, and what does it require? |
| Insurance requirement | Who supplies the current written requirements and reviews compliance? |
| Certificate of insurance | Which existing insurance does the certificate describe? |
| Additional insured provision or endorsement | Which actual policy language establishes the requested status? |
| Other agreement or release | Which party or professional must review it? |
Save the current requirements with the request. Include the production's correct legal name, dates, locations and activities, then ask the responsible reviewer to identify any missing information.
Read the certificate's role carefully
The ACORD liability certificate published by New York DFS explains that it provides information and does not alter the insurance policy. Naming a certificate holder does not by itself create additional insured rights. Applicable policy provisions or an endorsement must support that status.
Give the agent the requesting party's actual wording. Ask which policy provision or endorsement addresses it. Typing a requested statement onto a certificate is not a substitute for that review.
New York City's film office, for example, publishes a proof-of-insurance process that includes documents beyond a certificate. Those are New York City requirements. Another location may use a different process, so check its current instructions.
Keep acceptance separate from issuance
Track when a document was requested, when it was issued and whether the recipient accepted it. Keep any correction request with the version it concerns. A certificate arriving in your inbox does not establish that a film office has issued a permit or that a location owner has approved the agreement.
For a multi-location production, repeat the check for each relevant party. If dates, equipment, vehicles or activities change, ask which documents need another review.
Preserve a clear handoff for the shoot
Put the final documents and contact instructions where the responsible production staff can find them. Identify the person who can resolve an unresolved permit, agreement or insurance question before the activity begins.
Our film-permit certificate wording guide and Miami location worksheet offer related preparation. The actual authority's requirements, agreements and policy provisions remain the basis for the review.
Sources
- New York City MOME: Film permit insurance requirements, checked November 3, 2026
- City of Miami Beach: Film and print frequently asked questions, checked November 3, 2026
- ACORD 25 (2025/12): Liability certificate published by New York DFS, checked November 3, 2026