Introduction

Behind the scenes of every film or TV show, there's an entire world built to transport the audience into the story. The setting, or location, plays a crucial role in creating the visual atmosphere and authenticity of the world being presented on screen. This is where the Locations Department steps in, working diligently to find, secure, and manage the perfect places for shooting. In this blog, we'll give you a thorough introduction inside the Locations Department. 

What is the Locations Department?

The Locations Department is an integral component of film and television production responsible for scouting, securing, and managing the locations where scenes are filmed. It's a multifaceted department that collaborates closely with other departments, ensuring the vision of the director and the production team comes to life. In fact, the locations department is the only other department, besides the AD Dept, that has to work with every other department within the shooting crew.

 

Once a location is selected the Locations Department is responsible for contacting the governing authorities of the town, state, or county the production wishes to shoot in to begin their permitting process. Depending on how big the production is, the location department will get a feel for the permitting process before they even choose a location to ensure time and resources aren’t wasted on prepping a location that wouldn’t satisfy the show runner or director.

 

If all goes well in the scouting process, once all of the locations are selected, the locations department then organizes a tech scout so that all of the department heads can see the locations for themselves and determine what resources needed to complete the scenes. As they progress through a location and the scene is discussed by the director, the department heads are formulating their plans. Once they determine an execution plan, they alert the locations department. It’s important to understand that department heads, even directors, can’t get everything they want.

A lot of locations come with some degree of limitations. For example, filming in an old building as old buildings come with all kinds of issues that may affect the way you shoot the scene. The locations department must be aware of those issues so they can convey them to the interested parties and those departments would adjust their plans accordingly. For example, something as simple as putting small holes in the wall is a discussion (and it’s a very consistent one, especially with the art department). The location might also be in a sensitive neighborhood, so there could be noise limitations, and the Locations Department has to make sure that certain kinds of equipment isn’t being used because of the level of noise it produces.

(Studio binder walks you through the Tech Scout process. Watch video here.)

Parking is basically an issue everywhere you go, so locations need to develop a plan for parking and do their best to maintain it during prep and shoot days. If you find yourself shooting in a park or an area with a lot of natural grass, then heavy equipment becomes an issue. The Locations department would tell everyone that trucks can only go to the designated areas and the Location Assistant, managing the set, would have to stay on top of this on the prep and shooting days.

Ensuring rules that have been established by the authority issuing the permits or the location is an invaluable part of the job of someone in locations. The locations department is the bridge between the production and the real world. They must balance the interest of both, which is probably the toughest part of the job. It’s also what makes the job interesting and a great stepping stone to becoming a producer. A lot of producers come from the Locations Department because you have to know and understand every department and know how the needs and wants of those departments intersect with the real world.

 

(Aputure does a good job of giving you a glimpse of the location scouting process. Watch here.)

The number one job of the Locations Department, outside of finding an awesome location that fits the scene perfectly, is to return the location back to the owners in the same state as production received it. This ensures not only that your show could possibly return but that other shows have the opportunity to shoot there as well and our industry remains in good standing with the people who we depend on to make all of this madness.

Roles

1. Location Manager: The location manager is the head of the Locations Department. They work closely with directors and production designers during the location scouting process, negotiating contracts with property owners, and overseeing the logistics of the shoot. Typically Location Managers are not on set.

 

2. Key Assistant Location Manager: The Key Assistant Location Manager is the right-hand person to the Location Manager. They work closely with the Location Manager to ensure that all the logistical details for a shoot run smoothly. This includes coordinating prepping and wrapping of sets with various departments, overseeing the setup and teardown of the location, and addressing any on-set location issues that may arise during the day of shooting.

 

They also assist in acquiring permits and managing the location team. This position doesn’t exist everywhere, it depends on which state or region you are working in. In some places they are just Assistant Location Managers or ALM’s.

 

3. Location Scout: Location scouts are the eyes and ears of the department. They search for suitable locations based on the script's requirements, take photographs, and provide essential information for the decision-making process in regards to location.

 

4. Assistant Location Manager (ALM): The Assistant Location Manager or ALM, works closely with the Location Manager. Their responsibilities include assisting in the coordination of location logistics, coordinating between various departments, managing paperwork and permits, and ensuring that the production adheres to all contractual and legal obligations regarding the location.

 

They often handle communication with property owners, local authorities, and neighbors to maintain positive relationships. ALM’s also manage the locations assistants. They determine which locations a Location Assistant is assigned to. As the De-Facto on set location manager they help resolve any issues Location Assistants can’t deal with on their own.

 

5. Location Assistant: Location Assistants are the on-set locations department representatives and are extensions of the ALM. Their duties start with being assigned a set to manage. Once prepping of a location begins, they establish contact with the shooting location representative (or the House rep as we like to say) and getting the lay of the land of the surrounding area, if necessary. Once the Prep crews arrive, they oversee the process of prepping the location.

 

While overseeing the Preparation of a set, Location Assistants must work with the various departments to make sure they have what they need to do their jobs. That includes, access to all the necessary areas, access to water and a bathroom, permission to alter the property in a way that has not been agreed upon in the contract, parking of trucks, lifts, prop cars, and other production related vehicles.

 

Depending on where you are shooting, Location Assistants need to be aware of the restrictions of the area, whether its safety related, a law, or just common sense. If there is the potential for any kind of disruption on shooting day an Assistant should know about it, despite your best efforts it doesn’t always work out that way.

 

Location Assistants also deal with contracts. They are usually involved with finding and signing up spaces for holding, catering, and green rooms. If production will be disrupting the traffic for local businesses, Location Assistants are also responsible for signing contracts with those businesses to help limit the financial blow of a low traffic day, if applicable.

  

6. Location Coordinator: There is a ton of paperwork generated by the Locations Department and it needs to be organized and tracked properly, which is typically the job of the Locations Coordinator. They manage an endless barrage of material generated by the Location Managers, Assistant Location Managers, and Locations Assistants. Their most important job is overseeing the permitting process. This is imperative, because production can’t shoot without it, and if you’ve ever worked on location heavy shows or movies, just know that there is someone working everyday making sure that you have the permits necessary to complete the work on the call sheet. And I mean all the work. If you are doing stunts, then your permit needs to say that. If you are doing a scene with smoke or fire, your permit needs to say that. If your actors are carrying prop weapons in public, that needs to be on your permit as well. If any of these things are missing and you are doing them, just pray the cops don’t show up.Last, but just as important, everything cost money.

 

The Locations Department signs a lot of contracts and typically those payments need to be made ahead of the day of shooting. The Location Coordinator is making sure those checks request are being submitted to accounting. And once those checks are cut, they are making sure that every check needed at the time has been cut and coordinates with the ALM’s and Location Assistant’s to make sure they are going to the people and places they need to be.

 

7. Location PA or Unit PA: Location Production Assistants, often referred to as Unit PAs, is the entry-level position of this department and primarily work on set.

 

Unit PA’s actually start their work at a particular set the day before shooting there. They set up road signs pointing crew to basecamp and then from basecamp to set. On the day of shooting they are typically starting at Holding (where background hangs out during the day) 2 hours before call time, it’s not unusual for a Unit PA to start their day at 4am or 5am.

 

At holding they are working with wardrobe and the background PA’s to get them situated. Once that happens, they are off to set to help the locations Assistant with whatever they need help with. Once the morning rush is over and everyone is settled in, they have a moment to breath. Sometimes they have to setup catering as well. That is happening less and less these days, because there are outside vendors doing that, but the Unit PA will either oversee it or have to setup tables and chairs themselves. The rest of the day becomes about cleaning up after lunch, paying attention to the radio and doing occasional trash sweeps, until wrap.

 

(YouTube Channel: The Crew Film Crafts, does a excellent job of showing you the dept roles in the real world. Watch video here.)

 

The Journey from Script to Set

 

1. Reading the Script: The Locations Department starts by thoroughly reading the script to understand the specific requirements of each scene. They identify key locations and settings necessary for the story.
2. Scouting: Location scouts begin their search, looking for places that match the script's descriptions. This could involve visiting existing buildings, outdoor locations, or even assessing the feasibility of constructing sets.
3. Negotiation and Permits: Once a suitable location is found, conversations with the local authorities begin. Once they get the go ahead to shoot in a specific area, negotiations with property owners or managers begin. Contracts are drawn up, and permits are obtained to secure the right to film at the location.
4. Preparation: Before the shoot, the Locations Department ensures that everything is in place. This includes arranging access, coordinating with other departments, and addressing any special requirements for the location.
5. Wrap: The Locations Department makes sure the property is returned how it was found, if not better, to the owner.

 

Challenges and Considerations

 

The Locations Department faces various challenges, including:

• Logistics: Managing logistics such as parking, equipment, and accommodation for the crew can be complex, especially for remote or challenging locations.
• Budget Constraints: Staying within budget while securing the desired locations can be a delicate balancing act.
• Environmental Impact: Ensuring minimal disruption to natural or historic locations and adhering to environmental regulations is a critical consideration.

 

 

 

How does one get into the locations department?

Like most jobs in the production industry, knowing someone in the business is your best bet. If you don’t know anyone you can look up your local film commission and see if they have any programs that assist with providing opportunities for people in your area. For example, here in New York we have the Made In NY program that has been very successful in that mission.

How Need-A-Vid Can Assist

Need-A-Vid, was co-founded by location dept veterans. We can be your production crew for hire, or consultants, helping you navigate the journey of creating your film. 

Fill out our questionnaire and book a consult here.

Check out our BTS content on YT channel here.

  

Conclusion

The Locations Department is the unsung hero of film and TV production. It looks high and low for the places that will bring the script's settings to life, and those settings become the immersive worlds audiences love. Its meticulous work ensures that every frame tells a compelling story. Aspiring filmmakers, take note, the Locations Department is one of the many pieces that contribute to the magic of cinema and television.

 

Tex Ritter
Writer-Director | Producer | Location Scout
Tex@needavid.com