Overview
Location scouting is the process of identifying potential filming sites and is distinct from tech scouting. This task is typically led by the Producer, Director, and Production Designer, though any crew member may initiate contact with a property owner. However, only the Producer is authorized to finalize agreements and handle all official paperwork.
Safety
When showing up at someone’s home, be sure to take safety precautions. Not everyone appreciates having strangers show up at their front door.
- Always carry your student ID for identification.
- Print and distribute our Location Pamphlet to introduce yourself as a film student.
- Check out a magnetic “Location Scouting Vehicle” sign from the ER to display on your vehicle.
- Whenever possible, scout in pairs.
- Evaluate safety risks at each location—consider hazards, neighborhood security, and any factors that may pose risks to your cast and crew.
Finding Locations
Start your search virtually with Google Maps and Street View. To identify property owners, use the Leon County Property Appraiser website. From there, you may need additional online research to find their contact information.
You can also scout in person by driving around and visiting locations directly. Be mindful of appropriate times—avoid early mornings, late evenings, or peak business hours when visiting homes or establishments.
Communication
Always approach property owners with professionalism and respect. Key discussion points include:
- The production schedule, including prep days (tech scout, set dressing, photoboarding, etc.).
- The areas you wish to use (filming spaces, staging areas, green rooms, craft services, parking, etc.).
- The script content, especially if it includes sensitive material.
- Any location rental fees or requirements for on-site personnel.
Location Rental fees
Most locations are generously provided free of charge. However, exceptions may include commercial venues (e.g., hotels) or businesses requiring a staff presence during filming. If fees are involved, confirm the exact cost upfront.
Documentation
When you find a location you plan to use, be sure to complete the following:
- Location Hazard Assessment Form – identify any potential hazards.
- Hazard Notification Form – if hazards are present, outline mitigation steps for each.
- Location Shooting Plan Agreement – personally ask the property owner the listed questions and fill out the form. Do not hand them a blank copy. After completion, have them sign Page 2 and provide them with a copy.
- Location Agreement – finalize by having the property owner sign this document as well.