Travel insurance
What to verify in travel insurance policies for film production units working in remote locations with expensive equipment and medevac needs.
When planning remote shoots with high-value gear and potential medevac obligations, a robust travel insurance policy is essential; this guide highlights critical coverage elements, exclusions, and practical tips to ensure protection remains comprehensive yet cost-efficient for producers and crew.
July 19, 2025 - 3 min Read
Insurance for film crews operating far from urban centers demands meticulous coverage that extends beyond standard travel plans. Production teams face unique risks: equipment loss or damage, delays caused by weather, and medical evacuations from hard-to-reach sites. A well-rounded policy should clearly define what constitutes “all risks” vs. standard coverage, noting whether specialty riders are required for high-value cameras, lenses, drones, lighting rigs, and grip gear. Look for transparent conditions regarding elective medical care versus emergency evacuations, and ensure the insurer understands the operational realities of remote locations, including accessibility challenges, heli-evac routes, and potential political or security considerations that might affect response times.
Start by evaluating the policy’s global reach and the geographic exclusions that could affect remote shoots. Many productions travel across countries or isolated regions, where local hospitals may be limited or unavailable. Ensure the policy includes medical evacuation (medevac) coverage with defined service standards: minimum response times, covered modes of transport, and destination facilities capable of handling specialized trauma and burn care for crew with unique medical histories. Verify that the plan accommodates pre-existing conditions, pregnancy if applicable, and any crew member with ongoing treatment needs. Also confirm currency and language support for medical providers in foreign jurisdictions to prevent miscommunication during emergencies.
Transit, storage, and temporary location safeguards for valuable equipment.
The third party liability section deserves careful scrutiny, especially when filming in remote or environmentally sensitive areas. Reputable policies should outline limits for property damage, bodily injury, and third-party claims arising from on-set incidents, including drone operations or stunts. Confirm that coverage extends to contractors and local hires who might not be permanent staff but participate in the production. Review waivers, subrogation terms, and the policy’s defense costs. A robust plan should also describe how equipment in transit—whether by road, air, or sea—remains insured during loading, unloading, and temporary storage at remote sites. Understand the deductibles and whether they apply per incident or per item.
Equipment-specific coverage is essential for expensive gear routinely used in remote shoots. Ensure the policy lists the exact items and their values, including cameras, lenses, steadicams, sound rigs, grip equipment, monitors, generators, and drones with insurance limits that match replacement costs. Look for coverage extensions that address partial loss, transit gaps, and downtime if critical gear is immobilized. Consider uplift riders for high-value fixtures or a scheduled personal property endorsement that prevents blanket depreciation at claim time. Also verify if the policy permits temporary import/export without heavy customs delays and whether in-country partners or production offices can act as authorized claim representatives.
Medical readiness, evacuation protocols, and continuity of production.
Transportation risk must be part of the discussion when remote productions involve challenging terrain or lengthy travel legs. The policy should specify coverage during road transport, air freight, or freight-handling mishaps, including loading and unloading at airports or helipads. Understand whether the plan covers loss due to misrouted gear, incorrect packaging, or handling errors by carriers. Storage during layovers or on-site accommodations should also be addressed, with explicit limits for on-site security, climate control, and theft protection. Given remote locations often lack immediate repair options, confirm that the insurer has a network of approved repair partners and clear procedures for authorizing urgent replacements to minimize production downtime.
Medevac needs are a top concern for productions in remote regions with limited medical infrastructure. A rigorous plan should define what constitutes a medical emergency warranting evacuation and the expected response timeframe. Check the inclusion of air or ground ambulance transfers, standby medical staff arrangements, and the cost protections for patient repatriation when local facilities cannot provide adequate care. Some policies require pre-approval for medevac, while others permit emergency authorization by on-site supervisors or a designated medical advisor. Ensure the policy outlines post-evac return-to-work provisions, continuity of care, and coverage for accompanying crew or family members during extended evacuations.
Contingency planning, permits, and on-site safety compliance.
In remote settings, weather-related disruptions can jeopardize both crew safety and sensitive equipment. The insurance plan should address weather-related delays, flight cancellations, and the cost implications of rebooking travel or rescheduling shoots. Look for coverage that includes trip interruption or cancellation caused by Force Majeure, political unrest, or curtailment due to natural disasters. A clear claim process helps reduce downtime when weather interrupts planned shoots. The policy should also detail how to handle incremental costs such as hotel extensions, ground transportation, and additional crew per diems, ensuring the production minimally bears financial risk while waiting for operational conditions to improve.
Liability exposure extends beyond the on-set moment; remote shoots often engage local communities and environments. Evaluate whether the policy provides environmental liability coverage if filming affects protected areas, wildlife, or cultural sites. Ensure coverage extends to property damage or injury incurred by third parties due to the production’s activities, including the use of heavy equipment near watercourses or fragile ecosystems. The policy should specify defense costs and settlements covered, plus any exclusions related to high-risk stunts or hazardous materials. It’s prudent to confirm whether the insurer requires adherence to local permitting, security measures, and on-site safety protocols as a prerequisite for coverage.
Comprehensive coverage strategies that support remote, high-value shoots.
Permitting and regulatory compliance are critical to avoid policy gaps. Many insurers require documented evidence of valid filming licenses, location agreements, and compliance with aviation or drone regulations. Ensure the plan supports multi-jurisdiction shoots, with clear addenda for each country’s rules on importation, temporary export of equipment, and work permits for international crews. It’s important to know whether the insurer provides guidance on risk assessments, on-site safety plans, and emergency contact lists. A well-structured policy should incentivize proactive risk management, offering riders for enhanced safety training, protective gear, and site-specific hazard controls that align with the production’s methodologies.
Crew welfare and medical support beyond evacuation are sometimes overlooked. Good policies offer access to a network of medical providers, mental health resources, and telemedicine options suitable for remote deployments. Confirm whether the plan includes 24/7 medical assistance and clear channels for coordinating with local authorities during emergencies. Additionally, verify coverage for travel delays caused by labor strikes or visa issues that hinder crew mobility. A comprehensive package should cover incidental expenses such as meals, lodging, and communication costs during extended recovery periods, ensuring morale remains intact and the project stays on track.
When shopping for policies, compare not only price but also service quality, claim responsiveness, and insurer stability. Look for providers with robust networks in the geographic regions you frequent, and ask for recent references from other production teams. Review the policy’s exclusions list, especially regarding high-risk activities like night shoots, heli-operations, or water-based work near hazardous shorelines. Confirm whether the insurer requires pre-approval for expensive repairs or replacements and whether there are caps on daily hotel allowances or per-diem policies for extended periods away from home base. A policy that demonstrates flexibility and transparent communication is a valuable ally throughout a demanding shoot.
Finally, collaborate with your broker to tailor a policy that aligns with your production’s risk profile and budget. A proactive approach includes conducting a pre-shoot risk assessment, inventorying all equipment with serial numbers, and organizing a centralized claims contact protocol. Ensure the insured value matches your total replacement cost, including any specialized gear or bespoke rigs. Confirm that the policy remains valid across travel routes and time zones, and verify the renewal process to keep coverage uninterrupted as the production expands or relocates. By anticipating scenarios from medevac to weather delays, a thoughtfully designed plan reduces financial exposure and supports creative continuity on difficult remote projects.
