The on-set protocols every production should follow
Picture cars demand more care, more communication, and more structure than most departments realise. Whether they’re hero vehicles, background assets or static set dressing, they introduce risks, timing constraints, insurance boundaries and continuity challenges that only run smoothly when proper protocols are followed.
Picture cars are both props and machines. They need to look perfect, operate safely, and stay compliant with usage approvals agreed between the production and the independent Vehicle Owner. On-set protocol isn’t optional — it’s how you avoid delays, disputes, liability issues, and unnecessary costs.
This guide sets out the essential protocols every production should follow, aligned with the Stars on Wheels Terms & Conditions and film-industry best practice.
Stars on Wheels is the booking platform; the contract is between you and the independent Vehicle Owner. Protocol helps keep usage within approved boundaries, which is essential for insurance and liability protection.
1. Only approved drivers may move or operate the vehicle
The biggest insurance risks occur when cast or crew interact with the vehicle without approval. Owners — or their appointed drivers — should always retain control unless the Owner has confirmed otherwise inside SOW messaging.
Never allow unapproved:
- ×Cast driving or steering during takes.
- ×Movement by runners, trainees or background artists.
- ×Repositioning by non-transport crew due to time pressure.
2. Protect the vehicle from equipment, rigging and crew movement
Picture cars attract gear — lights, flags, reflectors, camera rigs, sound blankets, tracking arms. Every piece of equipment increases the risk of damage unless managed with precision.
On-set protection protocols:
- ✓Clear a 1–2 metre “no-kit zone” around the vehicle until rigging is approved.
- ✓Use protective covers for rims, bodywork and interior trim.
- ✓Avoid leaning lights, flags or stands against the car.
- ✓Ensure all suction mounts or rigging are pre-approved and placed safely.
Scenario: the “just rest it here” mistake
A spark leans a poly board against a vintage door. The wind shifts. The board slides and scratches the trim. Result: continuity loss, repair cost, insurance claim and time lost — all for a preventable moment.
3. Stick to the agreed usage — no improvisation
Usage determines insurance. If the vehicle is used beyond what was agreed, the Owner’s insurance may not apply. Any change must be discussed and approved inside SOW messaging.
Always confirm before allowing:
- ✓Additional driving or increased speeds.
- ✓Wet work, rain bars or atmospheric FX.
- ✓New camera mounts or interior rigging.
- ✓Repositioning onto slopes, mud or soft ground.
4. Keep all updates inside SOW messaging — not WhatsApp
On-set decisions can change rapidly. To stay protected under the Terms, all key updates must be recorded within the SOW platform where they can be timestamped and referenced if needed.
Use SOW messaging to confirm:
- ✓Revised call times or arrival windows.
- ✓Location access changes.
- ✓Updated movement or rigging plans.
- ✓Approval for last-minute scene adjustments.
5. Allow Owners to lead on mechanical safety decisions
Owners know their vehicles best — especially classics, rare imports and high-value hero cars. They understand how engines behave under repeated starts, how brakes cope with gradients, and which movements could cause mechanical failure.
Respect Owner decisions on:
- ✓Whether a move is mechanically safe.
- ✓Cooling breaks for older engines.
- ✓Idling limits, especially during hot or cold weather.
- ✓Steep ramps, uneven surfaces or tight turns.
Scenario: the overheating hero car
A vintage BMW is asked to idle for 25 minutes under hot lights. The Owner warns that the car needs a cooling reset. Production pushes on to make the take. The engine overheats — causing mechanical damage and avoidable repair costs.
6. Establish a picture-car safety zone on set
A designated zone around the vehicle reduces accidents, protects continuity, and ensures no-one obstructs movement during takes.
Your safety zone should:
- ✓Keep heavy equipment at a safe distance unless rigging is approved.
- ✓Identify safe approach paths for camera, grip and lighting.
- ✓Prevent cast or crew from leaning on panels or bumpers.
- ✓Protect doors, interior surfaces and chrome from incidental damage.
7. Avoid delays — they cost Owners money and productions even more
Delays create overtime, risk insurance issues, and add mechanical strain. Most delay-related disputes stem from unclear communication or unrealistic call times.
Prevent delay issues by:
- ✓Setting realistic arrival windows.
- ✓Keeping Owners updated when running behind.
- ✓Confirming revised timings inside SOW messaging.
- ✓Avoiding rushed repositioning through restricted access routes.