SceneSource connects production companies with individuals and businesses who have items, vehicles, and spaces available for sale or hire. You don’t need to be a professional supplier. Many listings come from everyday owners with unique or useful assets that productions need.

This guide explains how to list your item, how bookings work, and how to manage hires safely and professionally.

Choosing the right listing type is important, especially for vehicles and high-value items.

For vehicles, unique items, or anything high-value, Request a Quote is strongly recommended This allows you to agree usage, deposits, and terms before confirming the booking.

For simple, repeat-use spaces, Fixed Price / Book Now works well

If you're unsure, Request a Quote gives you more control and flexibility.

1. Request a Quote (Recommended for hire listings)

Production companies contact you with details about their project, and you provide a custom price based on their needs.

This is the most flexible and commonly used approach in the film and television industry.

Best for:

• Vehicles
• Unique or high-value items
• Historic or character locations
• Film and TV productions
• Situations where usage, risk, or duration may vary

How it works:

• You receive an Inquiry
• You review the project details
• You agree terms (usage, dates, logistics, deposit)
• You send a quote
• The hirer accepts and payment is arranged

This gives you full control over pricing and terms.

2. Fixed Price / Book Now

You can set a standard rate and allow users to book your item instantly.

You can choose to list your item as:

• Hourly rate
• Daily rate
• Nightly rate

When a booking is made, it is automatically confirmed at your listed price.

Best suited for:

• Rehearsal studios
• Dance or theatre spaces
• Band practice rooms
• Standardised locations or equipment
• Listings with consistent, lower-risk usage

Important for vehicles and high-value items:

Bookings made using Fixed Price are automatically confirmed.

This means key details such as deposits, usage, and logistics are usually agreed after booking.

If you need to agree terms in advance, you should use Request a Quote instead.

Optional: Selling Your Item

If you want to offer an item for both Hire and Sale, we recommend creating two separate listings

This works well for:

• Props
• Collectables
• Items no longer needed after hire
• One-off assets

How the Hiring Process Works

Most hires follow a simple process:

1. Create Your Listing

Add clear photos and a detailed description of your item, vehicle, or space.

2. Receive an Enquiry or Booking Request

A production company contacts you with details such as:

• Dates
• Usage
• Location
• Requirements

3. Agree the Details

Before or after booking (depending on your listing type), you should clarify:

• Exact dates and times
• How the item or space will be used
• Delivery or collection arrangements
• Mileage or usage limits (for vehicles)
• Access requirements for locations
• Any additional costs
• Deposit requirements

4. Confirm Pricing

Depending on your listing type:

• Send a quote or
• Confirm your fixed rate (hourly, daily, or nightly)

5. Payment and Confirmation

• For quote-based listings → payment is made after terms are agreed
• For fixed-price listings → booking is confirmed immediately at the listed rate

Important: Pricing is a Starting Point

Even with fixed-price listings, the listed rate is often a base price.

Additional costs or requirements may still apply depending on:

• Usage
• Duration
• Logistics
• Risk

Clear communication ensures a smooth experience for both parties.

Deposits & Security Payments

In the production industry, security deposits are standard practice to cover minor damages, late returns, or cleaning fees.

Setting the Amount: We recommend setting a deposit that reflects the replacement value or the insurance excess of the item.

Collection & Escrow: For Request a Quote listings, you should include the deposit amount as a separate line item in your custom quote. These funds are held securely and can be captured if a claim is made.

The Golden Rule: Always agree on the deposit terms and the "return window" (how many days after the hire the deposit will be refunded) via SceneSource messaging before the hire begins. This ensures a digital paper trail exists for your protection.

After the hire:

• Inspect the item promptly
• Return deposits quickly if no issues are found
• Clearly explain and evidence any deductions if required

Best Practices for Suppliers

• Take photos before and after hire
• Communicate clearly with the hirer
• Set expectations early
• Be fair and transparent

Following these guidelines helps build trust and protects both you and the hirer.

What Happens After a Booking

Although the booking is confirmed immediately, you may still need to agree additional details with the hirer after the booking is made.

This can include:

• Delivery or collection arrangements
• Usage details
• Access instructions
• Additional costs (if applicable)
• Damage deposit arrangements

Download the Hire Agreement Template

This simple hire agreement template can be used to confirm the terms of a rental between the supplier and the production company.

The agreement includes space for item details, hire dates, payment terms, deposits, and responsibility for damage or loss.

You can download the template and adapt it to suit your specific hire.

Download Hire Agreement Template