Location scouting is an important part of the pre-production process and should not be rushed. Scouting can take a lot of time and patience, because it’s important to find a place that will suit the project’s artistic vision. Make sure that the script is finalized and approved before scouting, and have in mind a rough idea of the shot list. Below are all the steps to consider before locking in a location.
Online Research
There are many websites that list properties or spaces available for rent, such as Locations Hub, Peerspace, Airbnb, Mint. It’s best to have your shoot date and location budget already locked in, this way you can adjust the parameters to find options that are available on that date and that fit within your budget.
Begin searching for locations online as soon as possible, to see more options before spaces become booked up.
Key Considerations When Scouting Locations Online:
- Ensure there’s enough space for crew, equipment, and desired setups
- Consider how natural lighting will change throughout the day
- Look for architectural features that support your script and creative vision
- Confirm the space has adequate power access for gear
- Make sure a bathroom will remain accessible for the entire shoot day
- Check for convenient and sufficient parking
- Avoid locations near airports, train tracks, or other noise sources
- Determine what permits may be required—especially for outdoor shoots
And don’t hesitate to reach out to the owner or host with any questions—clear communication early on can prevent surprises later.
Scouting in Person
It’s best to begin the location scouting process at least two weeks before the shoot to finalize key pre-production details. Once you’ve selected your top three options, start by visiting your first-choice location. Consider working with a location scout who can capture videos and photos of the space and help evaluate its strengths and challenges. When scouting, assess each space with both a creative eye and a logistical mindset. Visit during the same time of day as the planned shoot to better understand the natural lighting conditions. Take photos of anticipated shooting directions and setups. Whenever possible, include your director, director of photography, gaffer, and production designer in the scout—they’ll offer valuable input on how well the location supports the visual and practical needs of your production.
Whenever possible, include your director, dP, gaffer, and production designer in the scout—they’ll offer valuable input on how well the location supports the visual and practical needs of your production.
if the location meets all your creative and logistical needs, go ahead and lock it in. If not, move on to scout your second and third choices until you find the right fit.
Locking in a Location
Once you’ve selected a location that meets all your creative and logistical needs, reach out to the owner to confirm the booking by submitting the rental fee or deposit, and securing any required permits. You’ll also need to provide a certificate of insurance to confirm liability coverage and protect against any potential property damage. For legal clearance, have the owner sign a location release form. Be sure to reassure them that your crew will treat the space with care and leave it in the same condition it was found. About ten days before the shoot, start monitoring the weather forecast to anticipate any conditions that might impact production.
