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What are the best sources and tools for finding and comparing location scouting rates?

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Location scouting is a crucial part of pre-production that can make or break your film or video project. But how do you find and compare the best rates for different locations, especially if you have a tight budget or a specific vision? In this article, we'll share some tips and tools to help you navigate the location scouting process and get the most value for your money.

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Jeff Clark

Location Scout / Location Manager / Fixer / Producer & All-Around Production Professional

1 Know your needs and goals

Before you start looking for locations, you need to have a clear idea of what you want and need from them. Think about the genre, style, mood, and message of your project, and how the location can enhance or contrast them. Consider the practical aspects, such as the size, layout, accessibility, availability, and safety of the location, as well as the legal and logistical requirements, such as permits, insurance, contracts, and fees. Make a list of your must-haves and nice-to-haves, and prioritize them according to your budget and creative vision.

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2 Research online sources

One of the easiest and fastest ways to find and compare location scouting rates is to use online sources, such as websites, apps, directories, and databases that specialize in location services. Some examples are Wrapal, Peerspace, Giggster, and FilmLocationsWanted. These platforms allow you to browse, filter, and book locations based on various criteria, such as type, category, price, features, and reviews. You can also contact the owners or managers directly and negotiate the terms and conditions of the location use.

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Jeff Clark

Location Scout / Location Manager / Fixer / Producer & All-Around Production Professional
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I believe the wording here is misleading. Location Scouts charge separate rates than the actual Film Locations referenced in this article. Location Scouting can be done by anyone of course, but a true Location Scout has access to so many more film location resources than the average Producer or Production Assistant. For instance; I might charge $800/day for scouting locations in California, but the Location itself might charge a Site fee of $5,000/day. Of course, privately owned locations are negotiable and can very greatly in cost depending on activity and impact.

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3 Use offline sources

Another way to find and compare location scouting rates is to use offline sources, such as personal contacts, referrals, recommendations, and word-of-mouth. You can leverage your network of friends, family, colleagues, peers, and mentors in the film or video industry, and ask them for suggestions, tips, or feedback on locations they have used or know of. You can also consult local film commissions, tourism boards, chambers of commerce, or location scouts who have experience and connections in the area you are interested in.

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4 Compare apples to apples

When you have a shortlist of potential locations, you need to compare them not only based on the rates, but also on the value they offer for your project. Don't just look at the headline price, but also factor in the hidden costs, such as security deposits, cleaning fees, overtime charges, cancellation fees, or extra services. Compare the locations based on the quality, suitability, convenience, and availability they provide for your project. Use a spreadsheet or a tool like Location Rate Calculator to help you compare and calculate the total cost of each location.

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5 Negotiate and communicate

Once you have decided on the best location for your project, you need to negotiate and communicate with the owner or manager to finalize the deal. Be respectful, professional, and honest, and explain your project's goals, needs, and budget. Ask for discounts, incentives, or concessions if possible, but also be realistic and flexible. Don't be afraid to walk away if the location is not worth it or if the terms are not favorable. Make sure to get everything in writing, and confirm the details before you sign the contract.

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6 Plan and prepare

The last step in finding and comparing location scouting rates is to plan and prepare for the actual shoot. Visit the location beforehand, and scout it with your crew, equipment, and storyboard. Check the lighting, sound, power, and internet conditions, and test them if possible. Identify any potential issues or challenges, and find solutions or alternatives. Coordinate with the owner or manager, and inform them of your schedule, crew size, and special needs. Follow the rules and regulations of the location, and respect the property and the people.

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Jeff Clark

Location Scout / Location Manager / Fixer / Producer & All-Around Production Professional
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It’s always a good idea to work with a location scout who is familiar with the area. They often know of road closures, local regulations, nearby construction projects, permitting hurdles, or any number of obstacles that could interfere with your shoot.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best sources and tools for finding and comparing location scouting rates?

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1 Know your needs and goals

2 Research online sources

3 Use offline sources

4 Compare apples to apples

5 Negotiate and communicate

6 Plan and prepare

7 Here’s what else to consider

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