FILM LOCATION DEPARTMENT (Scouting)

FILM LOCATION DEPARTMENT (Scouting)

Location scouting is a vital process in the pre-production stage of film-making 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. Location scouts often negotiate legal access to filming locations.

Typically ideas for what a filming location should or could be are discussed between production department and locations department (it could be at this point that the locations department is actually created), then research is begun to actually find and document that location using location scout(s).

The location scouts and other Locations Department staff (see below), working under the supervision of the Location Manager, generally strive to provide as many potentially useful/viable ideas and/or options as possible for review by production; often the Assistant Director, Production Manager and subsequently, the Director or even the Executive Producer in the case of narrative film-making.

Once a consensus on locations with the most potential is reached, arrangements are normally made for some of the heads of the other Production Departments to tour those location(s) to confirm suitability. This tour is commonly called a "tech scout", "recce" or "go-see".

During this time the Locations Department (most likely the Location Manager in situations requiring the most responsibility) will have contacted and begun negotiation with internal and external parties that may affect ability to film at the location. This is known as "clearing the location": investigating and confirming availability and fees to be paid to a location owner or agent, obtaining a certificate of insurance, obtaining any needed film permits (may involve fees).

Also, there might be distribution of "resident letters" or "filming notifications". These are notices to neighbors, advising them of intent to film in the area (often a local requirement). These steps result in "locking down": making sure that all details and existing or potential issues are addressed. While it is the Locations Department's job to anticipate and minimize problems associated with a location, it is also the Locations Department's duty to advise other Production Department heads of intractable problems that need consideration so contingencies can be planned. This may lead to a decision to use an alternate location. This might involve additional planning and budget allocation for additional location scouting.

Solving location problems can be challenging, requiring hard work for long hours, keen communication skills, focus, ability to "think on one's feet" or "multitasking", take action quickly and responsibly as well as using technical skills. Familiarity with local resources and a network of capable support are needed.

The Locations Department's duties often extend beyond pre-production and into actual production as well as after filming at the location has completed; a Location Manager and/or other Locations Department members are often needed during actual shooting and at wrap to be a general point of internal contact for matters related to the Locations Department such as ensuring smooth crew movement to and from the location, answering locations-related questions/ solving misc. problems as may arise, coordinating crowd control and as an external point of contact between production and such parties as perhaps the property owner, neighbors, local film office/government and law enforcement.

Locations Department personnel are always the last crew to leave a location and the credo is to leave the location in the same (if not better) condition than it was found.

LOCATION DEPARTMENT JOB TITLES AND JOB DESCRIPTIONS

A film crew might have the following titled positions staffed in regard to the Locations Department. Many of the positions often "cross over" or a member of the department might "wear several hats".

LOCATION MANAGER

Oversees the Locations Department and its staff, typically reporting directly to the Production Manager and/or Assistant Director (or even Director and/or Executive Producer). Location Manager is responsible for final clearing (or guaranteeing permission to use) a location for filming and must often assist Production/Finance Dept.(s) in maintaining budget management regarding actual location/permit fees as well as labor costs to production for himself and the Locations Department at large.

ASSISTANT LOCATION MANAGER

Works with the Location Manager and the various departments in arranging technical scouts for the essential staff (grips, electric, camera, etc.) to see options which the Location Manager has selected for filming. The Assistant Location Manager will be onset during the filming process to oversee the operation, whereas the Location Manager continues preproduction from elsewhere (generally an office) on the upcoming locations. (Note: On most location-based television shows, there will be two Assistant Location Managers that alternate episodes, allowing one to prep an upcoming episode while the other is on set with the current one.)

LOCATION SCOUT

Does much of the actual research, footwork and photography to document location possibilities. Often the Location Manager will do some scouting himself, as well as the Assistant Location Manager.

LOCATION RESEARCHER/COORDINATOR

On a large film crew someone might be assigned exclusively to do research work for the Locations Department, freeing the Location Scout(s) to concentrate on photographing location possibilities or other tasks. This person's job might be to do internet or public library research and contact resources to assess said resource's interest in being involved in the film project and if such interest exists, the location researcher might be responsible for setting up an appointment for a location scout to go there.

LOCATION ASSISTANT

Hired by the Location Manager to be on-set before, during, and after the filming process. General responsibilities can include arriving first at the location to allow the set dressers into the set for preparation; maintaining the cleanliness of the location areas during filming (on larger budget projects this can include securing and supervising a contract clean-up crew or assigning such duties to a set PA); limiting the impact of a working production crew on the location grounds; fielding complaints from neighbors; and ultimately, at the end of the filming, managing on-set time and crew with regard to the closure of the location within contractually-permitted time constraints. There are generally one to three assistants on a shoot at any given time.

LOCATION PRODUCTION ASSISTANT

This position exists generally on larger budget productions. The Locations PA is the assistant who is almost never onset, but instead is always "prepping" a location or "wrapping" a location. That is, when a location requires several days of set up and breakdown prior and following the day(s) of filming.

PARKING COORDINATOR

Typically hired by Location Manager on an as-need basis to supervise Parking Staff in order to secure and coordinate crew parking including equipment trucks and personal vehicles. Locations Department and Parking Department might work together with local law enforcement to coordinate traffic control if the scene being filmed involves roadway right-of-way in any way.

PARKING STAFF

Parking Staff hang up the brightly colored signs that declare No Parking and then sit in their cars (with an orange cone on the top) to ensure that no one parks in the coned off areas.

WASTE REMOVAL

Location Department's disposition is to be the last to depart a location upon wrap and to leave the location in exactly if not better condition as it existed upon arrival. A waste removal company might be hired on an as-need basis.

METHODS

• A location scout typically takes descriptive, panoramic photographs or video of location possibilities. A good location scout will make photos of a location possibility that reflect the aesthetic goals of the production and will also include visually descriptive utilitarian photography and information in his presentation, documenting much more than just what will potentially appear onscreen.

• Additional descriptive information might include (as might be relevant)

• Reverse/alternate angle (photographing toward where camera might be), panoramic photography, to show space available for camera, lighting, video assist, hair and makeup (and clients on a commercial shoot)

• Geographic coordinates, compass directions, other map data as may be applicable

• Ambient lighting conditions at various times of day (or night), solar data, i.e., angle of sun at different times of day

• Photos of holding/staging areas and available parking and/or parking restriction signage

• Hand sketches of street/building layout(s), building/room floor plan(s), room or area dimension data

• Crew/vehicle access data, i.e., doorways, hallways, elevators, stairs, availability and information of personnel needed for access

• Notes regarding ambient sound conditions

• On the shoot day, if a set is to be "dressed" (props/furniture added or (re)moved), Locations Department and/or Art Department/Property Master Staff/Prop Stylist will photograph the specific areas to be affected so as to assure that the location will be returned to its original state once filming is completed.

Sources: Google, IMDB, Wikipedia, Pinterest, LMGI, ALSAM, Oxford Dictionaries, Creative Skill Set, Video Maker, Work Chron, Media Match