Risk, Safety and Insurance on Shoots in Unfamiliar Countries: A Producer’s Briefing

When a crew travels to a country its producer does not know well, the risks change. Roads, climate, health services, local customs and political conditions can all matter. A good plan does not eliminate risk, but it makes it visible and manageable. This briefing is for producers and production managers who carry duty of care for a team abroad. It covers risk assessment, safety planning and insurance, and explains where a local production partner helps. It is general guidance, not legal, medical or insurance advice; always confirm specifics with qualified professionals.

Start with a written risk assessment

Broadcasters and insurers commonly expect a written risk assessment, and writing one is useful even when nobody asks. List the activities (travel, filming near water, working at height, crowds, remote areas), the hazards connected to each, who could be harmed, how likely and serious the harm is, and what you will do to reduce it. Update it as the plan changes and share it with the whole team, not just the producer. A short, clear assessment that people read is better than a long one that nobody opens.

The main areas to think through

• Transport: road conditions, driver hours, vehicle condition, seatbelts, night driving and long distances
• Health: vaccinations, water and food safety, heat, altitude, access to hospitals and a first-aid kit
• Weather: monsoon, storms, extreme heat or cold, flooding and seasonal closures
• Locations: crowds, traffic, water, heights, unstable structures, wildlife and remote access
• Security and local context: official travel advice, local sensitivities, political events and protests
• Equipment and data: theft, damage, power and backup
• Welfare: fatigue, hydration, working hours and mental wellbeing

Use official advice, and local knowledge

Read your own government’s current travel advice for the destination and check for regional or seasonal warnings. Then add what a local team knows: which roads flood, which areas to avoid at night, what the local emergency numbers are, where the nearest decent hospital is. Local knowledge fills the gap between a map and reality. Our logistics service covers travel, transport, equipment movement and safety planning so everyone is in the right place at the right time.

Plan for an incident

Decide in advance what happens if something goes wrong. Who is the incident lead? Who contacts the emergency services, the insurer, the commissioning editor and the families? Where is the nearest hospital, and how do you get there? Write the key numbers on a card that every crew member carries. Run through the plan briefly at the start of the shoot. In a real emergency, a simple plan that people remember beats a perfect one in a folder.

Insurance: what to check

Production insurance is specialised, so talk to a broker who handles film and television. Typical areas include equipment, third-party liability, cast and crew accident, medical and repatriation, travel and, in some cases, the footage or media itself. Check carefully for exclusions: some policies exclude certain countries, activities or conditions such as drones, water, remote locations or political unrest. Confirm that the policy covers where you are going, the activities you plan and the full dates. Ask what the local partner and their crew are insured for, and what they expect you to cover.

Agree responsibilities in writing

When you work with a local partner, document who is responsible for what. Typical points are transport, crew welfare, location safety, equipment, permits and incident handling. Overlaps and gaps cause confusion, especially in a crisis. A clear agreement does not remove responsibility from the commissioning company, but it shows everyone what to expect. The same principle applies to your line producer. Our fixing and line production team plans the schedule, budget and daily running together, so safety is part of the plan, not an add-on.

Permits and permissions are a safety issue too

Filming without the right permission can put crew, equipment and contributors at risk. Confirm what approvals you need, who applies and how long it takes, and carry copies on set. Rules vary and change, so rely on current information from the relevant authority or a local producer. For India, our guide to filming in India is a starting point.

Working with contributors safely

Consider the safety of the people you film, not only the crew. Some contributors could face risk if they are identified, or if footage is shared in the wrong place. Discuss anonymity, blurring, location secrecy and secure storage before filming. Make sure consent is informed. This also links back to research, access and releases.

A short pre-departure checklist

• Written risk assessment, shared with the full team
• Insurance confirmed for the country, activities and dates
• Current official travel advice read and noted
• Emergency contacts, hospitals and incident lead written down
• First-aid kit, water and a plan for heat or cold
• Permits and permissions copied and carried
• Vehicles and drivers confirmed, with rest breaks planned
• Data backup and equipment security arranged

What a local production partner contributes

A local partner cannot take over your duty of care, but they can strengthen your plan. They know the travel times that maps hide, the seasonal hazards, which drivers and vehicles are dependable, how local authorities treat film crews and where to find help quickly. They also bring a human network: someone to call when a vehicle breaks down at night. Ask any partner how they would deal with a medical problem, a vehicle failure and a permit challenge, and listen to the detail in the answers. Specific answers usually mean real experience.

Review as you go

A risk assessment is a living document. Hold a short safety briefing at the start of each shooting day, note any changes in conditions and record near misses so the team learns from them. Agree a clear authority to stop a shoot if conditions become unsafe, and make sure everyone knows they are allowed to speak up.

Talk to us before you travel

If you are planning a shoot in a country you do not know well, tell us the destination, dates and the type of filming. We will explain the practical risks we see, what we would build into the plan and how we would support the team on the ground.

To discuss a shoot, email anshul@stand4productions.com, call or WhatsApp +91 98718 33930, or send your brief through our contact page. We are based in India and work worldwide.