1. The Location Department
The Complete Guide to Film & Digital Production:
The People and The Process
Lorene M. Wales, Ph.D.
© 2017 Taylor & Francis

2. Location Manager Pre-Production
Discusses the location looks with the director and producer.
Works with location scouts to find possible locations.
Compiles pictures, or video of each possibility and puts pictures in a folder, CD, drive, or DVD and presents shots to director and producer.
If good, will arrange see it on a formal location scout.
May have to approach owner(s) of a site, and try to glean interest in having a film crew come and shoot on their property.
Supervises location scouts.
    
© 2017 Taylor & Francis

3. Location Manager Pre-Production
If location is chosen, will work with owner to work out pay.
Informs owner of shoot dates and has owner sign a location release agreement. A location is not locked until this is done.
Arranges for payment to location owner.
Arranges for access to the location.
Supervises the tech scout.
© 2017 Taylor & Francis

4. Location Manager Production
Lets crew into location
Makes sure there are no violations of the location. The location team will constantly be watching to make sure the location is being used as agreed upon.
Follows up with the location owner if there is any damage to the location.
Makes sure any damages to locations are paid.
© 2017 Taylor & Francis

5. Location Manager Wrap Makes sure all locations are left in good order.
Publishes a final location list.
© 2017 Taylor & Francis

6. Location List
© 2017 Taylor & Francis

7. Assistant Location Manager
Puts together and maintains location list.
Informs neighbors that a crew will be in the area.
Sees to any details of the location not covered by the location manager.
Procures security, fire, or police as necessary.   
© 2017 Taylor & Francis

8. Assistant Location Manager
Orders portable lavatory facilities as needed.
Stays on set if the location manager is gone.
Keeps the location owner happy.
Provides copies of all location releases and permits to the AD’s for the set box. May assist the location manager in following up after the shoot is done there to make sure location was left in good order.
© 2017 Taylor & Francis

9. Location P.A.’s Mark the area with signs that lead to the location.
Mark the location with signs for parking.
Put out traffic cones as needed.
May be required to stay overnight at a location, if this is not covered by security.
© 2017 Taylor & Francis

10. Location Scout - The Event
Calls each location and sets up a time for the crew to arrive and inspect the location.
Puts together a cooler with drinks and snacks for the crew, to be put in a van.
Coordinates with the transportation coordinator to arrange for a van and driver for the day, which will transport the crew to each location.
Puts together maps to each location, for anyone who may not travel in the van.
Determines a call time to leave for the scout and informs each person.
The van then sets out to visit each location.
© 2017 Taylor & Francis

11. Location Considerations
What are the creative considerations? Are the colors right? How much may need to be altered?
Is the location available when you need to shoot?
Do you need any permits? If so, which ones?
How much will the permits cost?
Is there adequate parking?
Are there lavatory facilities that would be available to crew, or, will the production need to rent port-a-potties?
Are there any safety considerations?
Will you need security? Police? Fire?    
© 2017 Taylor & Francis

12. Location Considerations
Based on what needs to be shot what are the restrictions?
Are there any sound considerations, like frequent air or ground traffic?
Are there any time restrictions??
What is the electrical situation? Will a generator be needed?
Are there proper staging areas for eating, equipment, and extras holding?
Is there adequate parking for all the trucks?
Is there easy access for the trucks?
Would shooting occur on a first floor?
Is there any normal business that my impede shooting?
Are there any neighbors (residential or business) close by that will be affected?
© 2017 Taylor & Francis

13. The Tech Scout
Director – Determines what areas camera will and will not see.
Producer – Makes sure all personnel are working to determine their needs.
Director of Photography – Takes light readings and discusses general lighting setups with the gaffer.
1st AD – Makes notes of safety considerations, Works with location manager, key grip, and gaffer to determine staging areas. Staging areas include extras, eating lunch,, wardrobe, makeup, grip equipment, lighting equipment, and sound equipment.
Gaffer – Determines access to electricity or, where a generator will be staged so as not to interfere with sound.
© 2017 Taylor & Francis

14. The Tech Scout
Key Grip – Works with 1st A.D. to determine where grip equipment will be staged.
Transportation Coordinator - Will make a sketch showing where all production vehicles, including trucks, vans, and personal vehicles will park.
Production Designer – Works with art director and set decorator to finalize needs.
Sound Mixer – Makes notes on where boom will be placed for various shots. Determines if any special equipment may be required to achieve good sound. Checks for any conditions that may hinder sound such as air conditioning, construction etc.
© 2017 Taylor & Francis

15. Other Location Issues Maps Security Fire Police Heating/AC
Location vs. Studio
© 2017 Taylor & Francis

16. Location Paperwork Film Permit Location Release Agreement
Certificate of Insurance
© 2017 Taylor & Francis

17. Location Team Hierarchy
Location Manager
Assistant Location Manager
Location Scouts
Location P.A.'s
© 2017 Taylor & Francis

18. Conclusion
The location department on a shoot must be staffed by people who are diplomatic and creative at the same time. A good location manager makes sure that all locations are treated properly and accurately fit the vision of the director.
The location team provides support in the form of perfect maps, security, fire, heating or air conditioning, and police if needed. Shooting on location or in a studio has different advantages and disadvantages.
All location paperwork must be secured and include the location release agreement, the film permit (if shooting in a city) and the certificate of insurance. Securing a location requires working with the location owner as well as the city to secure the proper permits.
© 2017 Taylor & Francis