Me preparing
for a sand storm Swakopmund, Namibia, Feature Film, Flight of the Phoenix
/
Photo Credit: Me/Bruce Bisbey
How to Secure a Film Locations?
Location scouting is a vital process in the pre-production
stage of filmmaking and commercial photography. Once scriptwriters, producers
or directors have decided what general kind of scenery they require for the
various parts of their work that is shot outside of the studio, the search for
a suitable place or "location" outside the studio begins. Location
scouts also look for generally spectacular or interesting locations beforehand,
to have a database of locations in case of requests.
Selecting and booking your shooting location can be a
daunting challenge. Is a permit required? How do you get the owner’s
permission? What does your location scout need from you? How do you handle
insurance? Do you need a film location release?
RESEARCH INCENTIVES AND PERMITTING COSTS
Before you start scouting individual locations, consider
which cities would make the best hosts for your film, as some region offer tax
or rebate incentives.
CONSIDER SHOOTING LOGISTICS FOR THE LOCATION
Your shooting region should be accessible to your cast and
crew. Some shooting locations may be beautiful, but if the transportation or
lodging costs are too high, you may need to pass on it. A good location scout
can help guide you in this regard.
CONSIDERATION OF WEATHER
Local weather conditions can figure heavily into a
location's viability and affect many areas of production scheduling, so
contingencies and alternate, budgetary-efficient plans should be made well in
advance of any shoot day with a possibility to be affected by weather. A
location with potential to be affected by weather should always be cleared and
placed, in advance, with the property owner's understanding and consent
"on weather hold" or under the condition that production will only
confirm use of the location and commence photography pending viable weather
conditions. The aim, in addition to the obvious goal of attaining the correct
aesthetic for the shot in acceptable and safe working conditions is also geared
toward providing greater flexibility of crew scheduling, equipment, vehicle,
etc. rentals and other production aspects and minimize inconvenience to the
owner and in the event of cancellation or postponement by production due to
weather, eliminate or minimize cancellation fees as may be part of an agreement
between production and the location.
WHY YOU SHOULD CONSIDER HIRING A LOCATION SCOUT
You can either hire a location scout, or go out on your
own. Although it may cost a bit extra to hire a location scout, the amount of
time it’ll save you could pay for itself. It really comes down to the
opportunity cost. Hiring a professional can save you time…
- Searching for locations…
- Cold calling and coordinating with the owner…
- Taking and organizing location photos…
- Considering potential issues…
- Summarizing location notes…
- Identifying and negotiating costs…
LOCATION SCOUTING CHECKLIST AND REQUIREMENTS
Every location comes along with its own logistical
considerations. Here are some of the most common questions to ask yourself. Suitability
of a location to the task at hand takes into consideration many factors,
including:
- Overall aesthetic…
- Financial cost to production…
- Logistic feasibility including but not limited to distance
from base of operations or other locations scheduled…
- Availability of parking and facilities to keep crew and
talent (principal actors or models and extras) safe and dry at all times…
- Availability of electrical power or feasibility of
bringing in generators for lights and electrical equipment.
- Available light (indoors or outdoors) and weather
conditions (outdoors)…
- Permission from and cooperation of location owner and
neighbors, local government and law enforcement…
- Does this location fit the scene…
- Can you control the location…
- Are there lots of noise from airplanes or a nearby highway…
- Are there lots of visible trademarks and logos that might
become a problem for the production, such as in a grocery store or bar…
- Does it offer the resources you need (e.g. running water,
restrooms, access to power, crew parking, etc.?)…
TIP
If you’re short on time, you or your location scout can
bring copies of your location agreement release form with you. When you find a
location that you like, have the owner sign the location agreement release
right on the spot.
HOW TO EFFECTIVELY COMMUNICATE WITH THE LOCATION OWNER
PITCHING A PROPERTY OWNER (SCRIPT BELOW)
If you’re going to be shooting in a private location, now
it’s time to call up the property owner. For a primer on how to conduct
yourself professionally in this initial conversation, the folks at Indy Mogul
have put together great video. We’ve transcribed the script for you below:
“Hi, is the manager or owner in please?”
(Allow them to respond. If they’re not in, leave a
message.)
“Okay, let me just leave my name and number if possible.
My name is [your FULL NAME]. I’m an independent film
producer.
We’re doing a [SHORT FILM] that we’re going to be
submitting to film festivals and online. We’re going to be shooting in June. We
need the use of a convenience store for a couple of scenes, and we’d like to
film in your store.”
(Allow them to respond.)
“We wouldn’t need it for too long. It’ll probably take
[1-2 nights] depending on how it goes, preferably after you guys close, like at
[10:30 AT NIGHT] so we wouldn’t interrupt your business.
(Then ask if they have any questions. If you’re leaving a
message simply conclude with the following…)
So let me give you my number just so you have it.
Hopefully you can pass it along to the owner. The number is [YOUR NUMBER].
Thanks!”
ASK IF THEY HAVE ANY QUESTIONS.
Most property owners have never seen a film production
before so they’ll have a bunch of questions.
Describe your production accurately. Don’t tell them
you’re a small indie crew when you plan to show up with forty extras!
If you’re operating on a tight budget, you’re more likely
to secure the location for free if you get creative with compensation (such as
meals, credit, or if it’s a business, a shout out on their business website or
social media channels.)
Side Note: Be empathetic. A film crew can be very
disruptive when a production enters a business or home. People who aren’t in
entertainment don’t realize just how long or chaotic production can be. I’ve
seen many situations where people invited us to shoot, expecting the whole
thing would only take a few minutes, unprepared for the twelve-hour workday.
SET A TIME TO DELIVER THE LOCATION RELEASE FORM.
Once the property owner agrees, you’ll want to get it in
writing just in case they change their mind. A location release form is a
requirement before you step foot on their property with any equipment, and it
protects both parties.
Try to execute on the agreement as soon as possible before
the shoot; at least a week or two in advance.
You could simply email a location release form. However,
keep in mind the location owner is giving you a place to shoot – a little extra
attention and face-to-face time can go a long way to secure the location and
ensure a smooth experience on set.
PRO TIP: LOCATION RELEASE FORM
For a quicker signing experience, fill in as much
information as possible on the location release form prior to sending (or
seeing) the location owner. Once the agreements are fully executed, make sure
the location owners receives a copy.
Anatomy of a Film Location Release Form (with Free
Location Release Form Template)
Here are the major sections of a typical location release,
which you’ll also find in our Location Release Form Template.
IDENTITY:
This is where both the location and the filming project
are identified. Make sure to include the location name (if available) and the
full address — nothing vague here. If required, add a note about where within
the property you have permission to film, a necessity if you’re only permitted
to access certain areas.
RIGHT OF ACCESS:
This defines what the production company is allowed to do
at the location.
TIME OF ACCESS:
This defines when and for how long the location owner will
permit the production to access their property. Push for as much time as you
can here.
It’s common for location owners to get upset if you go
over schedule, and either demand more money or kick you out.
COMPENSATION:
Define exactly what and when the production will
compensate the location owner for use of the location.
ALTERATIONS TO LOCATION:
Over the course of production you might need to make
changes to the location (e.g. painting the walls, hanging pictures, etc.).
Regardless of whether or not the location owner will notice your alterations,
you need to get permission to make these changes, and change things back at the
production’s expense.
There’s typically language in this section stating that
the location owner has authority to permit modifications to the property, or
frees you from responsibility in the event of ill-described ownership. For
example, if your friends are letting you shoot in their apartment (that they
are renting), they technically do not have the legal authority to permit you to
modify the apartment. Therefore, if you modify it, and your friend gets in
trouble, this clause keeps you out of trouble.
RELEASE:
This is why this document is called a “Location Release
Form” (some people also call it a “Film Location Agreement Form”). This section
gives production permission to depict the location on-screen!
LEGAL DETAILS:
Usually the last section of a Location Release Form, this
is where the agreement is localized to the laws of a particular state
(typically, the state that you’re shooting in; not necessarily the production
company’s home-base.)
There’s usually a clause here with language about
“successors, assigns, heirs, executors, etc.”, which is important for
maintaining your chain-of-title. This allows you to transfer the permission the
contract grants to someone else.
SIGNATURES:
As with any contract or agreement, both parties need to
sign the agreement before it’s legally binding. Typically, the location scout
doesn’t have the legal authority to bind the company into agreements – even
location agreements. The producer should therefore sign all necessary
documents.
Once you’ve filled out the location release form template
and your location owner signs it, you can secure your location permit from the
city or county!
Be a good steward of your shooting location
When shooting, remember this is someone’s home or
business. Treat it with care.
- Protect fragile things like hardwood floors or glass
furniture by laying cardboard or furniture pads…
- Don’t walk on the grass unless you’ve been given
permission to do so…
- When finished, return everything to its original condition…
- Take out the trash at the end of the day…
- If you are a good steward, the location owner is more
likely to treat the next filmmaker with kindness and generosity. We all benefit
from that…
Wrapping Up
We love to provide resources and templates to filmmakers.
Just please remember, this article should be construed as informational, not
legal advice. Studio Binder does not provide or offer legal advice to its
readers. Studio Binder, its editors and authors will not be held responsible
for any legal issues the reader might encounter based on the subjects found in
this post. As always, we recommend you consult a legal expert for advice on
release forms and agreements. This disclaimer assigns you, our readers, all
responsibility for your own decisions.
Sources,
References & Credits: Google, Wikipedia, Wikihow, Pinterest, IMDB, Linked
In, Indie Wire, Film Making Stuff, Hiive, Film Daily, New York Film Academy, The
Balance, The Numbers, Film Maker, TV Guide Magazine, Media Match, Quora, Creative
Skill Set, Investopedia, Variety, No Film School, Daily Variety, The Film
Agency, Best Sample Resume, How Stuff Works, Career Trend, Producer's Code of
Credits, Producers Guild of America, Film Connection, Entertainment Careers, In
Deed, Glass Door, Pay Scale, , Business Insider, Slate, Copy Blogger, USA Today,
Merriam-Webster, Job Monkey, Studio Binder, Arnon Shorr, Location Managers
Guild International (LMGI), Association of Location Scouts and Managers (ALSAM),
UK Guild of Location Managers (GOLM), Crossroads United Locations Department
Workers (ULDW)
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