How do you report location scouting for film production?

1 What is a location scouting report?

A location scouting report is a document that summarizes the information and details of each location that you have scouted for your film production. It usually includes photos, videos, maps, notes, and ratings of the locations, as well as any relevant legal, logistical, and technical issues. A location scouting report helps you communicate your vision and recommendations to your team, as well as compare and contrast different options.

2 How to prepare for location scouting?

Before you start scouting locations, you need to have a clear idea of what you are looking for and what your budget and schedule allow. You should read the script carefully and identify the key scenes, locations, and requirements. You should also research the locations that match your criteria, using online resources, local contacts, or location agencies. You should make a list of possible locations and prioritize them according to your preferences and needs. You should also prepare a scouting kit, which should include a camera, a tripod, a measuring tape, a GPS device, a notebook, and a checklist.

3 How to scout locations?

When you visit each location, you should take photos and videos from different angles and perspectives, capturing the overall look and feel of the place, as well as any specific features or elements that are relevant to your story. You should also take notes of the dimensions, layout, lighting, sound, and access of the location, as well as any challenges or opportunities that you notice. You should also talk to the owners or managers of the location, and ask them about the availability, cost, permissions, and restrictions of using the location. You should also scout the surrounding area and check for any nearby facilities, services, or hazards that might affect your production.

4 How to rate locations?

Once you have scouted all the locations on your list, you should rate them according to a set of criteria that reflect your goals and priorities. A numerical scale, a color code, or a star system can be used to indicate how well each location meets your expectations and needs, and you should also consider the pros and cons of each location in comparison to the others. Visual appeal, practicality, cost, availability, and compatibility are all important criteria for rating locations; for instance, visual appeal looks at how attractive, interesting, and suitable the location is for your story and genre, while practicality assesses how easy it is to access, use, and control. Additionally, cost considers how much it would cost to rent, secure, and maintain the location; availability examines how flexible and reliable the location is in terms of dates, times, and duration; and compatibility evaluates how well the location matches with other locations, scenes, and characters in your script.

5 How to format and present your location scouting report?

Once you have gathered all the information and ratings of your locations, it's important to format and present your location scouting report in a clear, concise, and professional manner. You can use a template, software, or website to create the report, or design your own layout. The report should include a cover page with the title of your project, your name and contact information, and the date of the report. Additionally, there should be a table of contents with the names and page numbers of each location. Furthermore, a summary page should be included with an overview of your scouting process, main findings and recommendations, and rating system. Each location should have its own page with name, address, contact information, photos, videos, maps, notes, ratings of the location as well as any legal, logistical or technical issues or solutions. Lastly, an appendix should be included with any additional documents such as permits, contracts or waivers. After completion of the report it is important to present it to the director, producer and crew in a meeting or conference call where you can explain your rationale and answer any questions. You should also share the report electronically using email, cloud storage or a dedicated platform. It is also important to update the report as needed based on feedback and decisions from your team.

6 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?