The success of any international film production in Spain depends, to a large extent, on the figure of the Executive Producer or Line Producer. This professional is the financial and logistical architect of your project on the ground, ensuring that the creative vision stays within budget and on schedule. Hiring a Line Producer or Unit Production Manager (UPM) in Spain means gaining access to in-depth knowledge of the local system, including tax incentives and the best production company services. This guide provides you with the key steps to identifying, selecting and hiring the best partner for your shoot.
How to hire a reliable line producer in Spain
Finding a line producer with the right experience is a process that requires a good strategy. The Spanish audiovisual industry has highly qualified professionals who are accustomed to working with the standards of international film production companies.
Spain Film Commission and regional film offices
The Spain Film Commission and regional film offices are your first point of contact. They can guide you and put you in touch with professionals operating in different autonomous communities. This is a direct way to access line producers who know local legislation and have experience with regional tax incentives.
Professional associations and trusted directories
Organisations such as producers’ unions and specialised professional directories (such as Crew United) are excellent sources for finding line producers with verified credits. This is one way to ensure that you are contacting professionals who have a proven track record in the industry.
International producer networks and referrals
Word of mouth remains vital. Consult your international film production networks for direct references. A producer who has already worked with a Spanish line producer can offer you the most honest perspective on their performance, especially in terms of cost and team management.
Shortlisting criteria
Once you have a list of candidates, you need to apply rigorous filters to narrow it down. The criteria should focus on specific experience and financial reliability.
- Film credits: Meticulously review the credits of the films and series they have worked on, paying particular attention to projects of a similar scale and genre to yours.
- International experience: Look for proven experience working with international production companies and handling foreign reporting and insurance protocols.
- Region-specific experience: Experience in the region of Spain where you plan to shoot is crucial, as costs, permits, and equipment can vary dramatically between communities.
- Compliance history: It is vital to confirm that they have an impeccable track record of compliance with labour, tax (including VAT management) and on-set safety regulations.
- Budget reliability: Ask for examples of previous budgets and compare them with the final figures to assess accuracy and the ability to manage money strictly.
What to send and what to request from your RFP/briefing
In order to receive an accurate and useful proposal, your request for proposal (RFP) should be as detailed as possible.
Project snapshot
Send the essential information: the script or a detailed treatment, the format (series, feature film), the estimated shooting and post-production dates, the key locations, and the draft of your film production budget.
Deliverables to request
Request specific documents to assess the candidate’s competence: a preliminary shooting schedule, a cost breakdown (using your standard budget format), lists of proposed production equipment, and an initial permit strategy.
Special requirements
Detail any unusual requirements: intensive use of VFX, filming with minors, stunt scenes, night shoots, or the need for drones for film recordings and other specialised technical services.
Decision timeline and evaluation criteria
Be transparent about your process: clearly state the deadline for submitting proposals, the date on which the final decision is expected to be made, and the main criteria you will use to evaluate the proposal.
How to evaluate proposals
You will receive different proposals, so you need a structured method to evaluate them. Don’t just focus on the final figure, but on the quality and transparency of the details.
- Transparent budget and assumptions: The budget should be clearly broken down, with no ambiguous figures. Understand what costs are included and what assumptions have been made (e.g., the number of shooting days or the amount of overtime expected).
- Equipment availability and access to suppliers: The proposal should demonstrate that the Line Producer has access to the best technical film crews in the UK and quality professionals.
- Risk analysis and contingency plan: The candidate must have identified the main logistical, financial or meteorological risks of the project and how they plan to mitigate them, including an adequate contingency percentage.
- Fees and payment terms: The fee structure must be clear (daily, weekly or percentage of the budget) and the payment terms must be transparent.
- Verified references and film credits: Always verify references with previous clients and confirm credits in reliable databases.
Contracting a line producer in Spain
The contracting phase requires you to clearly define expectations for both parties. A solid contract will protect your project.
- Scope of work and deliverables: Clearly define responsibilities, from pre-production to closing accounts.
- Duration, territory and exclusivity: Specify the exact duration of the contract, the territory of work and whether the Line Producer can work on other projects simultaneously.
- Confidentiality and data protection: The agreement must include strict clauses on the confidentiality of information and compliance with European data protection regulations (GDPR).
- Insurance and safety requirements on set: Ensure that the producer is aware of your insurance requirements (such as audiovisual production insurance) and your safety standards on set.
- Rules for cancellations, overtime, travel and per diems: Define clear rules for overtime, per diems and travel policy, a critical aspect of cost management.
- Invoicing, VAT and payment schedule: Clarify the terms of invoicing, VAT (Value Added Tax) handling and payment dates linked to specific project milestones.
Freelance line producer vs production service company, what to choose?
The decision between hiring a freelance line producer or a production services company depends on the scale and complexity of your project.
- Freelance Line Producer: Ideal for medium-sized productions or projects that already have much of the structure in place. This is a more flexible option and often more economical in terms of direct fees. The Line Producer will be responsible for hiring the rest of the team as freelancers or through service companies.
- Production Services Company: This is the best option for large-scale productions or those that require a ‘turnkey’ solution. These companies already have internal teams, established relationships with suppliers, and experience in managing large budgets and complex customs and logistics procedures.
In many cases, the production services company will provide you with the Line Producer and Film Unit Production Manager as part of their service package, simplifying the hiring process.
Timeline: from selection to pre-production
Time is money in film production, and proper planning is essential.
Recommended lead times in Spain
For medium to large productions, a minimum of 12 to 16 weeks from hiring the Line Producer to the start of filming is recommended for solid pre-production.
Steps before pre-production starts
Before the Line Producer commences formal pre-production, they must conduct preliminary location scouting and finalise a version of the budget and shooting schedule for final approval.
Onboarding and first actions
The Line Producer’s first actions will be to open local bank accounts, select key crew members (such as the Director of Photography, if not already hired) and begin the process of obtaining permits and equipment rental contracts.
Red flags to avoid
Keep an eye out for these signs that could indicate future problems in the management of your project.
- Lack of clarity in the budget and assumptions: If the Line Producer cannot accurately explain where every pound is going or makes unrealistic financial assumptions, it is a red flag regarding the reliability of their film production budget in the Spain.
- Unverifiable screen credits or missing references: A professional line producer should have a track record that can be confirmed by previous references. Evasion or a lack of clear references are a sign of inexperience or previous problems.
- Unclear compliance or insurance: Vagueness about how labour laws, liability insurance or set safety will be managed is a risk that can have serious legal and financial consequences for your international production.
