Workplace flu vaccination for film & television

Start with the production schedule

A production workforce may be split between a studio, locations, an office and post-production. Base the enquiry on people likely to be present at each address, not the total number on the production’s books. Give us the call-sheet constraints, location moves and the person who can confirm a workable clinic window.

Can we include freelance crew and short-term contractors?

Set the funding policy before inviting people. Tell HYL which cast, crew, freelancers and production-office staff you want to cover so the service scope and clinical eligibility can be confirmed.Family members, visitors and under-18 performers are not automatically included in an adult employee clinic.

Can the clinic operate at a studio or location base?

Propose a private room or suitable cabin, away from filming and public traffic. Share access, parking, security and emergency-route details in advance. A green room or changing area may be unsuitable if it cannot provide confidential conversations and an appropriate treatment space throughout the session.

How do we handle changing call times?

Choose a production contact who can coordinate changes with the pharmacy. Agree a primary session window, how late headcounts can change and what happens if the location or shoot date moves. Walk-ins depend on stock and clinical capacity; do not promise the pharmacist can remain indefinitely if the schedule slips.

What should the invitation say?

Explain that the production is paying for the agreed group, participation is voluntary and medical information goes directly to the pharmacist. Use individual slots or small release groups so a department is not called away together. Crew should be able to ask clinical questions without discussing them with a line producer.

What will it cost?

Your rate is confirmed in a written quote based on headcount, location and clinic arrangements. The clinic fee covers pharmacist attendance, travel to your workplace, clinic setup and temperature-controlled vaccine transport. Beyond 100 miles of central London, we run full-day clinics only, whatever your team size, and travel or overnight costs may be added to your quote. The vaccination charge is based only on vaccinations administered. Around 15 people at one location is the general economy guide.

Send us a production brief

• Production or employer name and billing contact.
• Studio or location address and expected attendance.
• Preferred windows, fixed calls and likely location changes.
• Private-room details, security and site induction requirements.
• Who is included, and any accessibility needs to plan for.

Read the production-planning article or use the clinic checklist.