Permits and permissions for destination filming

For destination filming, start by finding out who manages the place. Then check each activity you want to film, such as camera positions, cables and drones, against that party’s rules. Ask in writing and ask early.

Who might you need to ask?

Different parties control different things. The same site can involve more than one.

Each venue and site is different, so treat the “what to ask” column as the checklist.

Which rules are published?

Two sources are worth reading.

• Venues: the KL Convention Centre’s event guidelines, version 3.0 dated 15 May 2024, ask for advance notification of commercial filming and recording. They also say camera positions and cable runs are coordinated with the venue. Other venues have their own rules, so ask each one.
• Drones: the Civil Aviation Authority of Malaysia (CAAM) says standard drone applications should be made at least 14 working days before the activity, and that Sabah and Sarawak need additional authorisation.

Our guide to drone coverage as a conditional event option goes further, and the drone coverage planning checklist helps you track what is needed. Drone footage is available on request, confirmed for each event.

How should you plan the timing?

Work backwards from the event date.

1. Name the place and the manager: a resort, a convention centre, a local park or an island site.
2. Ask the venue in writing for its filming policy and what notice it needs.
3. List what you want filmed: ceremony, speeches, arrival, drone shots, interviews.
4. Decide the drone plan early, because the authority sets the lead time.
5. Share the replies with your videographer before the site visit at the latest, and keep copies.

The venue filming questions checklist covers the practical items, and our venues guide gives the wider picture.

What does this look like for a real destination?

Here is an illustrative example, not a client story. A company plans a three-day team retreat on Langkawi, an island in Kedah. It wants a highlight film, a drone shot of the group on the beach and interviews at the resort.

• The organiser asks the resort for its filming policy and for the areas where interviews are allowed.
• The beach is outside the resort. The organiser asks who manages it and whether commercial filming needs approval.
• The drone request is made early, and a ground-level alternative is planned in case approval does not arrive.
• The crew receives the replies before travel, and the budget reflects the outstation costs.

Travel and island costs are covered in our guide to planning filming across Malaysian regions and the outstation filming budget worksheet. Tell us the venue and date, and we confirm the crew and travel.

What do we prepare for you?

Rules, and who applies for each approval, can change, so confirm them in writing. We prepare the crew and equipment details, follow the venue’s rules and plan a backup.

For the people being filmed, see permissions to discuss before filming an event.

What we confirm for your event

• Which approvals to expect for this place, and who applies for each.
• How much notice we need from you for the venue and for any drone work.
• The backup plan if a drone shot or a camera position is not approved.

The filming and publication responsibilities checklist helps you record the answers. To plan your event with us, see our event videography service.