Finding the right locations for your film scenes can make a big difference in the quality and impact of your story. Locations can set the mood, create realism, enhance the theme, and support the narrative. But how do you find the best locations for your film scenes? Here are some tips and steps to help you scout, secure, and shoot your locations.
The first step is to know your script inside and out. What kind of locations do you need for your scenes? How many locations do you need? How long do you need them for? What are the practical and creative requirements of each location? Make a list of the locations and their details, such as the type, size, style, lighting, sound, and accessibility. This will help you narrow down your search and budget.
An example would be to highlight your locations on your script and analyze whether it would be better to do minimal work on locations for exterior shots compared to studio sets for interior. You will also need to consider how many scenes need to be shot per location. Most films are shot by location not by scene order.
Be willing to rewrite and simplify. This is the beginning of your dream or nightmare. I think you plan best with the script, and think through how you envision the scene. Do you really need it, or can you find an easier and more fundamental way to work with fewer locations? I don't really like hypothetical questions because it is hard to know until you have the script and are going into the location. I could have all my ducts in a row and then get denied for a specific location. Simplicity for me works best.
The best locations start with the best story. It's also which locations fit best from both a script and budget POV. If you need a perfect beach, you're not going to the Caribbean if you're West Coast. Does Hawaii make more sense over Cabo from a look/feel when considering budget? If you must stay in So Cal, Bolsa Chica State Beach is a much cheaper permit than LA (but it's outside of the zone so crew travel is a consideration). Or, when casting houses, for example, you'll look not just for cinematic qualities but also spatial orientation to fit the kind equipment required. More importantly, what matches the characters in your script: i.e. is the vibe of the couple more Mid Mod, Ranch, super contemporary, or DIY/Off the Grid, etc?
For every scripted story, there is always a location or more locations and this is based on the directors visual presentation of that particular scene So, firstly, how did the director visualize the story? This can come from the script conferencing with the art director and lighting designer
Obviously, the key to great locations is hiring a great Location Manager... but if you're shooting something at an indie level and can't afford one, you'll first have to have your schedule and budget ready to go. Once you know what your location budget is (and don't forget to include things like trash removal, layout board and, possibly, cleaning) you can begin to seek out places that fit the film's aesthetic. You'll want to have a number of places to show the director for each location - places whose owners you've already spoken with and who are amenable to a shoot. You'll need to drill down with the owner after the scout. Will the Art Department need to augment anything? Now you need to contract.
The next step is to research online for potential locations. You can use websites, apps, and platforms that offer location services, such as Peerspace, Wrapal, or LocationHub. You can also use Google Maps, Street View, and Earth to explore different areas and see what they look like. You can also search for local film commissions, tourism boards, or historical societies that may have location databases or contacts. Online research can save you time and money by giving you a preview of the locations and their availability.
Many larger film hubs will have dedicated film liaison companies who exclusively manage locations for filming. They will have location photos on their website and you will know the location is available and open to filming. They will be happy to field any initial inquiries and if you send them your brief they will let you know if they rep anything suitable. Our film location company in Vancouver, BC Canada manages art galleries, hospitals, houses, industrial warehouses and the cities airport to name a few!
In my experience contacting the local chamber of commerce might give you a list of willing participants. It will also introduce you to Main Street coordinators and the local historical society. These connections will keep things in an orderly manner.
The third step is to scout in person the locations that you have shortlisted from your online research. Scouting in person allows you to see the locations in real life, check their suitability, take measurements, photos, and videos, and talk to the owners or managers. You should scout at the same time of day and weather that you plan to shoot, and bring your director, cinematographer, and production designer if possible. You should also scout for alternative or backup locations in case your first choice falls through.
Always let the local law enforcement know you’ll be checking on locations and moving around town taking pictures and examining locations. Small towns will appreciate the gesture and go out of their way to help you navigate in the right direction. Small towns also use community boards (Facebook etc) to communicate things to the local community leaving no doubt that your scouting is perfectly acceptable.
To add to Lisa Lee Martin's input. I always make sure I have a professional scout letter created that has the production contact info on it, along with a link to the scout's and/or my credits and when possible the local and/ or state film commission or chamber whom our project has already alerted that we have scouts out looking for locations. The letter should have a general description of what we are looking for included in it as well as stating that the chosen property will be insured and compensated. This letter can be shared, left with properties and emailed out. This always saves time and yields many more options.
The fourth step is to secure the location by getting permission, contracts, and permits. You should always get written permission from the owner or manager of the location before you shoot, and negotiate the terms, fees, and rules. You should also get contracts that cover the liability, insurance, and damages of the location. You may also need to get permits from the local authorities, such as the city, county, or state, depending on the location and the scale of your production. You should secure the location as early as possible to avoid any last-minute changes or cancellations.
I always bring location release forms just in case along with my checkbook. Deposits at the time of securing locations is expected. Take photographs of said release forms and be sure to list quite clearly what your desires are for using said location. Leave no doubts for what, when, where or why. Make and sign two copies; one copy for the location manager and one for production.
The fifth step is to prepare the location by doing a tech scout, a location survey, and a pre-production meeting. A tech scout is when you visit the location with your key crew members, such as the director, cinematographer, sound mixer, gaffer, and production manager, and plan the technical aspects of the shoot, such as the equipment, power, lighting, sound, and safety. A location survey is when you document the location with photos, videos, sketches, and notes, and share them with your crew and cast. A pre-production meeting is when you discuss the location with your crew and cast, and go over the schedule, logistics, and expectations.
I agree. I would also like to mention bringing and walking through your shot list. Be sure to check in with the local enforcement every time you are at said locations. It will keep the town informed and keep your team safe from misunderstandings. Showing up with your team will be exciting and no doubt the town or city will notice your presence. Always contact the local law enforcement.
The sixth and final step is to shoot the location by following your plan, respecting the rules, and being flexible. You should arrive early, set up your equipment, and test everything before you start shooting. You should follow your schedule, communicate with your crew and cast, and monitor the quality and continuity of your shots. You should also respect the rules of the location, such as the noise level, parking, trash, and access. You should also be flexible and ready to adapt to any changes or challenges that may arise during the shoot, such as weather, traffic, or interruptions.
I have found through searches for abandoned or interesting structures yields a goldmine of locations. I once found a conference center that looked so boring on the outside. On the lower level was a series of space age concrete corridors that matched to look and feel we were looking for. Space was granted to us for free during a weekend.