Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: No

Date of Decision: October 15, 2025

Purpose: Tower Hamlets is a highly sought-after location. Under the current contract, Tower Hamlets has maintained its position as the second most filming days of 33 London boroughs. This contract aims to appoint a Film Location Management company to oversee and co-ordinate all filming activity across council managed assets to ensure filming activity is safe, well managed and to generate income to support council services. The appointed contractor will be required to provide all staffing to process film licenses and provide marketing and online resources to promote assets. This will be an open tender, and bidders will be required to offer a percentage split to the council for undertaking the management of the council’s filming contract and demonstrate that they have the skills and expertise to safely deliver the activity and increase filming income.

Content: DECISION   1.     Notes the improved contract management arrangements put in place for the proposed Film Locations Management contract.   2.     Agrees the procurement of a replacement Film Locations Management contract (to take effect on 1 April 2026 for a period of three (3) years with an option to extend by two (2) years based on the parameters set out in section three of this report.   3.     Authorises the Corporate Director Communities in consultation with the Mayor to award a contract to the winning bidder following the procurement referred to in recommendation 2.   4.     Authorises the Director of Legal Services and Monitoring Officer to execute and enter into all necessary agreements.   5.     Notes the Equalities specific considerations as set out in Paragraph 4.   

Reasons for the decision: The decisions are required as the current contract relating to film locations management is due to expire on 31 March 2026. In line with the Council’s Constitution and Procurement Procedures, the Mayor in Cabinet is asked to agree the contract strategy for a replacement contract. 

Alternative options considered: Insource the management of film locations:   Bringing film locations management provision in-house would require the Council to establish a dedicated service, creating new staff posts, and allocating a revenue budget. Initial setup costs include infrastructure and a location image library (see exempt Appendix 1).   Film activity is subject to industry fluctuations, such as the recent global writers' strike. Outsourcing avoids financial exposure linked to staffing and operational overheads. External providers offer flexibility to scale resources in response to market downturns and upturns and have experts from the industry that can promote and position Tower Hamlets as a leading borough for filming. As the provider receives a percentage of the revenue, it is in their interest to ensure a high turnover of filming activity and income.   Given the specialist nature of film services and the need for industry connectivity, outsourcing remains the recommended option, offering operational resilience, commercial growth, and reduced financial risk, while allowing the Council to retain strategic oversight.   Reduce the term of the contract:   This is a highly specialised market with a limited number of providers offering film location management services. Therefore, it is recommended that the Council pursues a three-year contract, with the option to extend for a further two years (24 months). This contract duration reflects the commercial realities of the sector. There are significant initial set-up costs for the appointed contractor, including the development of a location image library, implementation of payment and booking systems, and allocation of staffing resources. A shorter contract term may deter potential bidders or result in less commercially favourable proposals, as providers would have limited time to recoup their investment.