A useful film medical cover enquiry explains the production’s activities, schedule and working locations. That gives the provider a better basis for discussing suitable personnel, equipment, attendance and costs.
Sending only a filming date and crew number often leaves important questions unanswered. A clearer brief helps both sides understand the proposed service and the assumptions behind the quote.
This checklist focuses on preparing that brief. It does not prescribe a staffing level or replace a first-aid needs assessment. Medical provision should be discussed against the production’s circumstances, rather than selected from a crew-number rule of thumb.
1. Identify the production and decision-maker
Give the production name, company and type of shoot. A commercial, drama, factual programme or other production may involve different working arrangements even where filming takes place at the same venue.
Include a named contact who can answer questions and agree the booking. Make clear who can confirm changes if the usual contact is unavailable.
If details are confidential, say so and agree an appropriate way to share the information the provider needs.
2. Share dates, working hours and booking status
List the proposed dates and expected hours, including any night work or split schedule. Explain whether the dates are confirmed, provisional or being held while another decision is made.
Distinguish the time filming starts from the time medical attendance is requested. Let the provider clarify arrival, preparation and release arrangements within the quote.
Flag likely schedule changes early. It is easier to compare proposals when each provider is working from the same version of the timetable.
3. Describe each working location
Provide the address and the actual working area, not just the name of the wider site. A large estate, studio complex or rural location may contain several separate activity areas.
Share a location plan where available. Note restrictions, remote access or any features the provider should discuss with the location team.
If filming moves during the day, explain the order and expected timing of those moves. Do not assume a booking based at one address automatically covers a separate working location.
4. Explain the relationship between set and unit base
Tell the provider where set, unit base and other active areas will be positioned. Their relationship can matter as much as the total distance across the location.
Explain which areas operate at the same time and whether people are working away from the main unit. An additional team, separate interview position or distant base should be visible in the brief.
This information helps the provider discuss coverage and competing demands. It should not be left until the booked clinician arrives.
5. Provide expected numbers and relevant requirements
Give the expected numbers of cast, crew and other people involved, identifying changes across the schedule where known.
Flag relevant requirements such as child performers or other considerations that should be discussed through the appropriate production process. Do not send confidential medical records in a general quotation email.
Crew numbers are useful context, but they do not decide the provision on their own. HSE’s first-aid guidance for employers explains that arrangements should reflect the workplace, workforce and risks.
6. Describe what is actually being filmed
Use plain language to explain the proposed activities. A sequence description is often more useful than a label such as “standard filming day”.
Include the broad setup, planned movement and relevant interaction with equipment or vehicles. Explain what remains under development.
The quotation stage is not the place to minimise an activity because you are concerned it may affect the price. A provider needs an accurate picture to discuss an appropriate service and identify unanswered questions.
7. Flag specialist sequences and existing providers
Highlight water work, height, stunts, fire effects or other specialist activities. Identify the relevant department contacts and any providers already involved.
Medical cover and specialist safety support address connected but different parts of the production plan. Do not assume that booking one automatically includes the other.
Where relevant, discuss the interfaces with water safety personnel or fire and rescue support. Explain who is coordinating those conversations.
8. Include prep and wrap requirements
State whether support is needed before or after the filming days. Prep, rigging, rehearsals and clearing equipment may involve separate activities and different groups of people.
List those dates and hours rather than adding “prep if needed” at the bottom of the enquiry. If the requirement is undecided, ask the provider what information would help define it.
This is also the point to distinguish Unit Medic and Prep Medic requirements within the proposed schedule.
9. Share the current risk and medical planning information
Provide the relevant current assessments and plans, subject to confidentiality and secure handling. Label documents that are provisional or awaiting specialist input.
Tell the provider who prepared them and who can answer questions. Avoid presenting an old document as the current plan simply because its layout looks complete.
Ask what further information is required before the service can be confirmed. HSE’s film and TV guidance sets production safety within a wider process of planning, managing and reviewing risks.
10. Describe access and communication arrangements
Share the intended access point, parking arrangements and any site permissions needed. Distinguish the postal address from the entrance the team will actually use.
Explain the available radio and telephone arrangements and flag known limitations. Where access or communication plans are still being agreed, identify who is resolving them.
These details help the provider understand the practical working environment. They also create an opportunity to identify assumptions before the booking is finalised.
11. Ask what the film medical cover quote includes
Request a clear description of the proposed service, not just a total price. Useful questions include:
- What personnel and attendance are being proposed?
- What equipment or facilities are included?
- Which locations and activities does the quote cover?
- What preparation or planning input is included?
- How are travel, overtime and schedule changes handled?
- What information must be confirmed before the booking proceeds?
- Are any specialist services being quoted separately?
Compare proposals against the same brief. Different assumptions can make headline prices misleading.
A simple enquiry format
Use the eleven headings above as a briefing document. Mark each item confirmed, provisional or awaiting information, and add a version date.
Keep the schedule and supporting documents together so the provider can identify the current information. When the plan changes, send a clear update rather than relying on an old email chain.
If coordinating several safety services is taking time away from production management, CS-15’s Safety Coordinators can help bring the agreed personnel and arrangements together.
Get a proposal based on your production
A well-prepared film medical cover brief makes the next conversation more useful. It helps the provider explain the proposed service, identify outstanding questions and make the quotation assumptions clear.
Explore CS-15’s Film and TV Medical Cover service, then send your production brief to discuss your dates, locations and activities.
