Practical guide · Hotels
How should you prepare your hotel for a UGC collaboration?
By the Séjournée editorial team · Sources checked on · Updated on · Published on
Preparing a hotel for UGC means making the brief achievable without disrupting paying guests. You need a ready room, confirmed access, a contact person and filming rules understood by the team.
The creator can manage filming. They cannot know that a terrace has been booked privately, the spa requires a reservation or the room featured in the brief is unavailable.
Good property-side preparation prevents the stay from becoming a series of last-minute workarounds.
Before the stay: make the programme realistic
A week ahead is a useful planning reference, not a mandatory deadline.
Review the brief with reception, housekeeping and the managers of featured services. For each important scene, establish:
- whether the space will be accessible;
- the easiest filming time;
- who prepares or opens it;
- whether guests could be identifiable;
- the alternative if filming becomes impossible.
Name a contact person and a backup. Providing only the switchboard number is not a filming plan.
Create a short operations sheet
| Item | What to confirm | Suggested owner |
|---|---|---|
| Room | Actual category, condition and availability | Reception and housekeeping |
| Restaurant | Timing, dishes and access | Restaurant manager |
| Spa or pool | Slot, occupancy and rules | Facility manager |
| Arrival | Check-in, parking and luggage | Reception |
| Staff participation | Willingness and authorisations | Management or project contact |
| Contingencies | Indoor alternative or rescheduling | Collaboration contact |
Share a concise version with the creator. Keep confidential hotel information in internal systems: no guest lists or general access codes in widely shared documents.
Prepare the room without misrepresenting it
Housekeeping should be complete before the agreed slot, with the items required by the brief ready.
Check bedding, mirror marks, lights, curtains, remotes, personal belongings and bins. Consider background noise if the creator will record speech.
Do not stage an experience that guests cannot actually book. If the scene includes a paid extra or a specific room category, the eventual communication should make that clear.
The objective is to show the real offer in good conditions, not invent a different one.
Brief staff and protect guests
Explain what will be filmed and what will remain out of scope. Staff should not discover their participation when a camera is placed in front of them.
Avoid busy areas where permissions have not been arranged. Pay particular attention to children, audible conversations and reception screens.
Service Public’s image-rights guidance provides a reference for identifiable people in France. Resolve sensitive cases before filming.
The day before: confirm feasibility
Send a one-page confirmation covering:
- arrival and departure times;
- contact person;
- room category and included services;
- agreed filming slots;
- restrictions and excluded areas;
- the contingency plan.
If a change affects an essential scene, explain it immediately. “Do your best” is not an adequate solution for a closed pool when the pool is the main subject.
The complete UGC collaboration checklist puts this check in the wider workflow.
On arrival: align, then allow time to work
Hold a short orientation to introduce the property and confirm sensitive points.
Do not add a long list of new requests while handing over the key. If another department wants extra content, assess the workload and quotation implications first.
Then give the creator room to work. Your contact person should remain available, without needing to appear beside every shot.
Prepare the end of the stay too
Before departure, check that essential scenes have been captured. This does not replace final-edit approval, but can prevent an impossible return shoot.
Choose the person who will consolidate feedback and retain the final brief, including agreed changes.
For publication permissions, use the hotel UGC usage-rights guide, drawing on Article L131-3 of the French Intellectual Property Code.
A well-prepared collaboration does not require a film crew. It requires the right people to confirm the right information.
Frequently asked questions
Do you need to close spaces for filming?
Not necessarily. Agree specific areas and time slots compatible with normal operations. Any closure must be arranged in advance with the responsible manager.
Which room should the creator receive?
A room matching the content brief. If the video shows an upgraded category, identify it clearly rather than presenting it as a standard room.
Who should accompany the creator?
One available contact person is often sufficient. They organise access and answer questions; continuous supervision is unnecessary unless the assignment requires it.
What should you do about poor weather?
Identify indoor alternatives and any rescheduling conditions before arrival. A major change to the filming programme may require an additional agreement.