What Production Crews Are Looking for on a Location Scout
A “location scout” is one of those production terms that you’ve probably heard, even if you’ve never been a part of a production, but may not know what it means or all that goes into it.
The name invokes images of a production team sitting in a tree, wearing a ghillie suit, and painstakingly watching a location through binoculars for days at a time as they try to figure out what the location is up to. “The location is still there,” says our producer into a walkie-talkie. “Good. Keep me updated,” says our production director, wearing sunglasses while sitting in his dark office like a Bond villain.
Does it not invoke the same images for you? Weird.
An actual location scout is unfortunately filled with much less whimsy. In short, it’s how we determine where we’re going to shoot a video. A filming location can really make or break a production. It can make it feel elevated, authentic, and visually compelling. Or if it’s the wrong location for whatever reason, it has the potential to turn the whole production into a slog that leads to headaches down the road.
We don’t much care for slogs or headaches, so we take great care with our scouts. But finding the right location is about much more than discovering a beautiful backdrop. It’s about figuring whether it’s a logistically viable location to shoot a video. A location may look perfect in photos, but if there is nowhere to park, constant construction noise outside, limited power, or difficult access for equipment, that’s where you can run into trouble.
That is why professional crews use the scouting process to look at a location from every angle—both creatively and logistically.
What Is a Location Scout?
A slightly longer definition is that a location scout is the process of visiting potential filming locations before a production to determine whether they are suitable for the project.
The number of people on a scout will vary based on the project, but it will usually be something of a skeleton crew, not an entire production department. It’ll often be a handful of people to travel to the site, find the information they need, and take photos so they can continue to plan for the shoot when they’re off-site. Obviously, the bigger the project, the more likely the bigger the scout. A scout could theoretically include the producer, director, cinematographer, location manager, assistant director, production designer, or others, each with their requirements for a location.
Together, the team uses the scout to identify both opportunities and potential problems before production day.
Why Scout a Location in the First Place?
The goal of a location scout is simple: reduce surprises. Every production has a limited amount of time and resources. Discovering a major issue after the crew arrives can lead to delays, additional costs, missed shots, or difficult last-minute decisions.
A thorough scout gives the crew an opportunity to determine what equipment will be needed, identify likely camera positions, understand how people and gear will move through the location, and build a more realistic production schedule.
It also gives different departments an opportunity to compare notes. Something that looks great to the director may create a lighting challenge for the cinematographer. A location that works beautifully on camera may be difficult for production because equipment must be carried several hundred feet from the nearest parking area.
Those conversations are much easier to have before shoot day.
It’s also worth noting that not every shoot requires a scout. When shooting in a known, controllable environment, like our soundstage, there’s obviously still a lot of planning, but you don’t have to worry about potential setbacks the way you do when you’re shooting on-location. We know there will be somewhere for our production truck to park because it’s in the parking lot every day.
Choosing the Right Location
The first question is always whether the location is right for the project. A space might be visually impressive, but does it actually support the story? Does it communicate the appropriate mood? Does it fit the project's tone, audience, and goals?
Production teams also look for visual variety. If several scenes need to be filmed at the same location, are there enough interesting backgrounds, angles, and environments to keep those scenes from feeling repetitive?
The best location is often one that provides flexibility. A building may offer an impressive exterior, an intriguing lobby, numerous useful interior spaces, and outdoor areas that can all contribute different looks to the finished project.
But creative considerations are only one part of the equation.
Natural Light
One of the most important things a production crew evaluates during a scout is light. How does sunlight enter the space? Which direction do the windows face? How will the location look at different times of day?
A room that looks beautiful during a morning scout may have harsh direct sunlight in the afternoon. An exterior that works perfectly at 9 a.m. may be completely backlit later in the day, and that affects how a production team schedules shots throughout the day.
Understanding how the light changes helps the cinematographer determine when scenes should be filmed and what additional lighting or control equipment may be necessary.
Ambient Noise
A location needs to sound good as much as it needs to look good. Traffic, airplanes, trains, construction, nearby businesses, HVAC systems, crowds, machinery, or landscaping crews can all impact production. We can’t shout “Quiet on the set” and make cars on the nearby highway stop zooming past.
Scouting helps us avoid locations where there are things, like noise, that are beyond our control. Yes, you can always try to “fix it in post,” but that is oftentimes easier said than done. The more problems we didn’t avoid during production only harder the editor’s job becomes, and maybe they can get rid of some screw-ups but they may not be able to get rid of them all. We do our best to make editors’ lives easier. And you should too. Have you hugged an editor today? Editing software can be so tedious. They could probably use a hug.
Available Shooting Space
The camera is not the only thing that needs room. Production crews may need space for lighting equipment, tripods, monitors, stands, cables, microphones, carts, and other gear. Talent and crew also require enough room to work without interfering with the shot.
A location that feels large in person can become surprisingly cramped once equipment is added.
Crews will often look beyond the area that appears on camera and consider what is happening behind it. Is there enough room to place lights? Can the camera move far enough back for the intended framing? Can equipment remain staged nearby without constantly being moved? Those practical details can dramatically affect how efficiently the crew works.
Access, Parking, and Equipment
Production crews typically arrive with more equipment than most location owners expect. Even a relatively small commercial shoot may involve cameras, lighting packages, stands, cases, carts, monitors, sound equipment, and several vehicles. Not to mention that larger shoots might have additional crew members. Not to mention actors. We would rather not force the actors to park a mile away, make them walk to location in the heat, and then delay production 30 minutes while we wait for makeup to make them look less sweaty.
Parking matters too. Crews need to know where production vehicles can park, whether equipment can be unloaded near the entrance, and whether certain spaces need to be reserved in advance. None of these issues necessarily disqualify a location. They simply must be understood so production can plan accordingly.
Power and Amenities
The crew will also evaluate what resources are available at the location. Power is an obvious consideration. Where are the outlets? How much electrical capacity is available? Will the lighting package require additional power or a generator?
These issues wouldn’t necessarily be disqualifying for a location. We have a generator. We just have to know if we must bring it.
And production needs extend beyond electricity. Depending on the size of the shoot, the crew may also need restrooms, holding areas for talent, wardrobe or makeup space, equipment staging, client seating, catering space, and reliable Wi-Fi.
These areas may never appear on camera, but they can make a major difference in how smoothly the production day operates.
Safety and Site Restrictions
Production crews also need to understand any hazards or restrictions associated with a location.
Uneven surfaces, traffic, water, heights, electrical equipment, extreme temperatures, active machinery, or construction may require additional planning.
Industrial facilities and specialized workplaces may have their own safety rules, personal protective equipment requirements, or restricted areas.
The scout is also a good time to clarify what production is allowed to change temporarily. Can furniture be moved? Can windows be covered? Can signs or artwork be removed? Can HVAC systems shut down briefly? Are there areas that cannot be photographed?
Knowing those limitations early prevents creative plans from being built around something the crew will not actually be allowed to do.
Planning the Shots Before Production
One of the biggest advantages of a location scout is the opportunity to start planning the actual shots before the crew arrives.
Walking through the location with a preliminary shot list allows the team to determine where cameras might go, where talent will stand or move, what lighting will be required, and how much time different setups may take.
It can also reveal problems that are difficult to recognize from photographs alone. For example, a room may be perfect for a wide establishing shot but offer very little room for the close-ups or reverse angles needed later in the scene. A hallway may appear ideal for a moving shot until the crew realizes there is nowhere for the camera operator to travel. Identifying those issues during the scout gives the team time to develop alternatives.
Planning Shot Composition
Up to this point, we’ve been saying some flavor of “a location needs to look good, but it also has to be practical.” Now’s the time to reiterate the first part. A location really does need to look good. Or whatever “good” is for a given project. If we’re shooting a commercial for a garbage collection company, we might be looking for a dump. But in most cases, you don’t want their commercials shot at a dump. You probably want it to look beautiful, and that requires finding a beautiful location.
On a scout, a crew may notice strong backgrounds, leading lines, interesting textures, reflections, foreground elements, architectural framing, or areas that create natural depth. Occasionally a location that feels relatively ordinary in person becomes much more captivating when viewed through a camera.
Production teams may take reference photographs or short videos from potential camera positions so those ideas can be reviewed later when developing the final shot list or storyboard.
This is where the location begins to move from simply being a place to becoming part of the visual language of the project.
Building a Smarter Production Schedule
Everything learned during the scout ultimately helps shape the shooting schedule.
Production can group scenes that use similar areas, lighting setups, or talent rather than repeatedly moving equipment back and forth. Scenes that depend heavily on natural light can be scheduled for the appropriate time of day.
The team can also estimate how long it will take to load equipment in, move between shooting areas, reset lighting, and eventually load everything back out.
These moves can take much longer than expected, especially on larger productions. Even moving from one floor of a building to another can involve relocating cameras, lights, monitors, sound equipment, and crew.
A good scout makes those transitions easier to anticipate.
The Best Location Checks Numerous Boxes
A successful location scout is about seeing a space from several perspectives at once.
The director is thinking about the story. The cinematographer is thinking about light and composition. Production is thinking about time, equipment, people, and budget. The location team is thinking about access, permissions, safety, and the realities of the site.
All of those considerations come together during the scout.
The best filming location is not necessarily the most beautiful one. It is the location that supports the creative vision while allowing the production to work efficiently, safely, and within the realities of the schedule.
By taking the time to thoroughly evaluate a location before production day, crews can anticipate challenges, make better creative decisions, and arrive prepared to focus on what matters most: getting the shots.
Eager to learn more about the production process or plan your next video? Schedule a meeting below. We’ve already scouted a location for you in our conference room. Lots of parking. Very little ambient noise.