What to Know Before Filming at a New Location

Photo Credit: Anuat Morales // iStockPhoto

By Jessica Mathis

Film locations can be the unsung hero of a film, and it’s why they are a huge part of pre-production. Finding the perfect location is an art in itself, and there’s a lot more to look at than its aesthetics. It might seem obvious, but many a filmmaker has run into issues with locations once they’ve arrived to begin shooting. I’ve been in situations where I had no control over locations, and I ran into issues like power grids going down, sudden tree removal crews arriving and working loudly next door, or insufficient space for gear and crew.

Here are five things to think about when selecting your next location to make sure you keep your crew safe while meeting all the needs of your production.   

Key Takeaways:

• A location’s legal and logistical factors matter just as much as its visual appeal.

• Overlooking sound, light, or accessibility can derail your shoot.

• Asking the right questions early can prevent costly mistakes on set.

Permits and Legal Requirements

It doesn’t matter if you’re utilizing a property that is free or paid; there will always be some legal element. Some locations are managed by a city film office, others by organizations or corporations. For others, you’ll be working with private owners. Regardless of ownership, you’ll need to consider the same legal elements. 

Ask:

• What do they want in exchange? They may want to be compensated financially or through exposure or other means. 
• What kind of insurance do they have, and what kind will you need?
• What permits are needed, and are there regulations to consider? Some have city, state and federal regulations. 
• Who is the actual legal owner (not manager) that can sign your location release and agreement?

You could be shut down, fined or even face a lawsuit if the proper permissions aren’t in place. Insurance coverage also typically requires legal documentation and location agreements to be in place. Make sure the agreement clearly states what you can and can’t do on-site—including modifications, number of people, parking, and noise.

Sound and Noise Pollution

A location might be beautiful, but you might not realize it’s on a flight path or next to a dog kennel. Even trains outside may be a source of constant interruptions. Sound is one of the most overlooked aspects of location scouting, especially for indie filmmakers capturing live audio.

Ask:

• What are the acoustics of the room like? Do they match the scene you’ll have? If you’re building a small set in a warehouse or bigger room, will it sound too “big” with a bunch of reverb? Lots of glass and hard surfaces can cause the same issues.
• What transportation issues are there? Do large semis come by regularly hauling screeching rigs? Are you under a flight path for freight delivery planes to and from the airport?
• Are the walls thick enough to block general traffic and pedestrians?
• Do the owners or surrounding neighbors have plans for yard maintenance, construction, etc. during your planned shoot dates?
• What kind of electrical interference could there be? Some locations have extremely loud HVAC from fridges, freezers, etc.

Poor quality sound can kill a movie. There’s only so much cleanup that can be done in post. Visit the location with headphones and a portable recorder, or a camera at the same time of day that you plan to shoot. Then, listen to the playback for noises like HVAC systems, traffic, loud neighbors, or even echoes. Talk with the owner, but also do some investigation with others in the area.  

Lighting Conditions

Sometimes, the holy grail of location scouting is great natural light. Other times, uncontrolled light can be a nightmare. A location could be absolutely gorgeous to the human eye but impossible to light well. 

Ask:

• Are there reflective or textured surfaces that will make it difficult to light? 
• Is there a lot of tree cover?
• Are there flickering fluorescents or other lights that could cause a problem, and can they be disabled? 
• How do the cardinal directions relate to sunrise and sunset that will shift natural light throughout the day?
• Based on the lighting needs, is the location big enough for the set and crew and camera and lights you will need, and what are the power options?

After sound, lighting is one of the biggest failures in independent film. A location will directly impact how much gear you need and therefore your budget. It’s best to visit the location at various times of day so you can assess the light quality with your camera.    

Access, Parking, and Crew Accommodations

One of the biggest hurdles to using a location can be easy accessibility. A remote forest mountain cabin might look incredible on screen, but it may be really difficult to get vehicles up the hill, and providing bathrooms and other needs might be a problem. You should always consider these basics: parking, bathroom access, food options, and weather protection.

Ask:

Is there easy access to the location for all types of necessary production vehicles?

What is that access like during different types of weather?

Are there bathrooms or can portable bathrooms be easily delivered and set up?

Is there room for the crew to spread out their gear?

Is there room on-site or nearby for a base camp?

Where will people park?

Is there shelter nearby for unexpected weather? 

Are there hotels or meals nearby? 

What quiet areas are available for actors?

Are there emergency services within range?

You want to make sure you can provide everyone’s needs on site or nearby, and you want to know that emergency teams can get to you easily if something happens. Some of these elements may also impact your insurance coverage.

Infrastructure and Ownership Details

We’ve covered permits and access, but let’s talk about infrastructure. You want to know who owns the space, what insurance is in place or necessary, and what utilities are available.

Ask:

Who owns the space and can sign off on agreements? 

Is there a board or process for all decisions to be approved?

Who manages the space and who will be your point of contact?

What modifications can be made?

Are there any damaged areas or danger zones?

What are the electrical and plumbing capabilities of the location?

Is there internet access or the ability to install it? 

Remember that the tenant renting the space may not have permission to grant you access. You can’t always assume a location has what you need or even basic utilities like running water. You’ll need to make sure all those provisions are part of your understanding and agreement. You may want to have a gaffer or electrician come and evaluate the power grid to make sure it is safe and sufficient for your needs. You don’t want expensive interruptions or relocations. 

Keeping these elements in mind should help ensure that your location is more than just a beautiful backdrop. Happy hunting!

Takeaways:

• A beautiful location means nothing if it’s unusable or unsafe.

• Legal clarity, infrastructure, and crew needs must be non-negotiables.

• Choose locations that serve your story and your set like professionals.

Jessica Mathis (AKA Divinity Rose) is an award winning screenwriter/performer/producer from Louisville, Kentucky. She is the CEO of She Dreams Content Development and Production, which focuses on female-forward projects in comedy, docustyle and genre entertainment.

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