SECURING FILM LOCATIONS (In the Entertainment industry. How to secure a film location?

Me preparing for a sand storm Swakopmund, Namibia, Feature Film, Flight of the Phoenix 

/ Photo Credit: Me/Bruce Bisbey

Bruce Bisbey…please follow me at: https://dumbdogproductionsllc.blogspot.com

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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