Managing access, call times & location restrictions
Picture cars move differently to other departments. They need space, time, controlled access and accurate communication to land safely on set. This guide breaks down how to manage call times, restrictions and tricky locations — keeping your schedule tight and your liability limited.
Access issues are one of the biggest causes of picture-car delays — height barriers, tight courtyards, one-way systems, pedestrian zones, security gates, restricted timings and unexpected gradients all affect whether a vehicle can physically get to set.
This guide explains how to plan call times, manage access safely, avoid unnecessary costs and stay within the SOW Terms & Conditions.
Stars on Wheels is the booking platform; the contract is between you and the independent Owner. All access updates must be shared in writing inside SOW messaging for full protection.
1. Get call times right — they protect the schedule
Picture cars need more lead-in time than most departments. Call times must account for travel, traffic, parking, unloading, cleaning, continuity checks and final positioning. Under-estimating this is a guaranteed way to build friction into the day.
Best practice for setting call times:
- ✓Give the Owner realistic arrival expectations — not optimistic ones.
- ✓Factor in local traffic patterns and road closures.
- ✓Allow buffer time for ID checks, slow site entrances or busy studios.
- ✓Confirm whether the vehicle needs pre-rig or pre-clean before camera.
2. Share access info early — it changes everything
Most picture-car issues stem from incomplete or late access information. Everything from the height of a barrier to the width of a gate can change what vehicle is suitable, or whether the Owner can physically deliver it.
Always share the following:
- ✓Exact access route (including restricted roads).
- ✓Height barriers, bollards, narrow entries and weight limits.
- ✓Steep gradients or multi-storey ramps.
- ✓Surface type (cobbles, gravel, mud, wet grass, shiny studio floors).
- ✓Loading/unloading zones and waiting restrictions.
Scenario: the courtyard that wasn’t mentioned
A period film books a long American classic. On arrival, the Owner discovers a narrow stone courtyard with a sharp turn. The car physically cannot enter. Result: schedule impact, forced reposition, potential cancellation fee — all avoidable with early info.
3. Understand location restrictions — they affect insurance & timing
Some locations impose restrictions that directly affect risk, movement and insurance. If these aren’t disclosed early, productions can unintentionally breach the agreed usage terms.
Common restrictions affecting picture cars:
- ✓No-idle zones or limited engine-running allowances.
- ✓Pedestrian-only hours.
- ✓Quiet zones where engine noise is restricted.
- ✓Limited nighttime access.
- ✓Surfaces not suitable for older or heavy vehicles.
4. Keep communication inside SOW messaging
When schedules change — and they will — the safest place to confirm updates is inside SOW messaging. This ensures the Owner has formally acknowledged the new plan, protecting both sides.
Use SOW messaging for:
- ✓Updated arrival windows.
- ✓Revised access routes.
- ✓Last-minute restrictions or location changes.
- ✓Any deviation from the originally agreed plan.
5. On-set coordination: who’s responsible for what?
Smooth on-set logistics depend on clear role separation. Picture cars touch multiple departments — transport, camera, ADs, locations, grip and sometimes SFX.
Roles & responsibilities:
- ✓Transport / Owner: vehicle movement, safety and mechanical care.
- ✓Locations: access control, barriers, stewards & permissions.
- ✓1st / 2nd AD: call times, staging area comms and workflow pacing.
- ✓Camera / Grip: rigging clearance and safe working distances.
Scenario: AD schedules arrival before location opens
Owner arrives early as instructed. Security won’t allow entry until 07:30. The vehicle queues, burns time and risks overtime claims. A single missed line on the call sheet caused it — easily avoided with clear department alignment.
6. Avoid the most common access & call-time mistakes
These mistakes cost productions time, money and goodwill — and they show up on almost every rushed shoot.
Common pitfalls:
- ×Setting unrealistically tight arrival windows.
- ×Forgetting to mention height or width restrictions.
- ×Failing to secure parking for the vehicle between takes.
- ×Assuming the Owner can “figure it out on the day”.
- ×Not informing the Owner when staging or filming positions change.