Location Scouting for Video: How to Find and Secure the Best Filming Locations

Why Finding the Right Filming Location Can Make or Break Your Video Project

This one decision could make or break your entire shoot.

Without the right shooting location, even the best script falls flat.

And yes, film location scouting doesn’t have to be a nightmare.

Finding the right setting is one of the most important parts of any film or video production. Whether you’re shooting a corporate video, a branded short, or a full-on narrative piece, the location scout lays the groundwork for everything that follows.

In this guide, I’ll walk you through a proven, step-by-step process to find locations, scout, evaluate, and secure filming spots that align with your vision, fit your budget, and tick all the technical boxes. We’ll also cover essential logistics like permits, legal agreements, and location sound, so you’re not left scrambling on the day of shooting.

If you’re looking for the perfect place to shoot your next video, this is the only guide you’ll need. Whether you’re managing a commercial project or handling location scouting for film, this resource will walk you through it. It also forms part of a wider video production overview to help you plan every part of your shoot.

Laying the Foundation: Understanding Your Project’s Needs

You can’t scout what you don’t understand.

Before picking up a camera or contacting a location scout, you need a clear grasp of what the project actually requires. That starts with the script, the story, and the vision behind it.

Every location should support the tone, mood, and pace of your video. This is where video pre-production planning plays a crucial role. It’s the point where creative decisions meet practical ones, and it’s the first step in making sure you find the right filming location.

Breaking the project down scene by scene will reveal what each setting needs. For example:

• Does the scene rely on natural light or controlled shadows?
• Is the action open and outdoors or confined and tight?
• Do you need space for camera movement, like a tracking or dolly shot?

Understanding how visuals, lighting, and space work together is a key part of any introduction to videography. Knowing what video pre-production involves helps you stay aligned with creative and technical demands.

But it’s not just about how it looks. A film location also needs to function.

Here’s what to think about:

• Space: Enough room for crew, equipment, and cast to move comfortably.
• Lighting conditions: Natural light, windows, and control options.
• Power sources: Whether mains access is available or generators are needed.
• Sound: Any ambient noise from roads, people, or machinery.
• Access: Can vehicles unload close by? Are there stairs or narrow corridors?
• Support services: Are toilets, water, or food options nearby?

Each potential location brings trade-offs. Some look amazing but come with hidden costs or access issues. Others may be easier to manage but visually uninspiring.

This stage is all about clarity. The more specific you are about your production’s needs, the easier the location scouting process becomes.

Also, when writing a video script, consider how each location can support the narrative and tone.

The Location Scouting Process: A Structured Approach

Once you’ve nailed down what your production needs, it’s time to put that knowledge into action. Think of this as your location scouting 101, a practical framework for finding and securing the right spot for any production.

Location scouting is part research, part instinct, and part logistics. A great location scout doesn’t just wander around with a camera. They follow a structured approach to find, assess, and secure suitable locations that match both the story and the shoot schedule.

Here’s how I break it down.

Phase 1: Start with Research

Begin with the basics online research. Use location databases to source ideas and gather visual references. Even stock footage platforms can offer inspiration, especially when you’re looking for hard-to-visualise environments.

Then check with your local film office or film commission. They often maintain a list of available properties and can provide advice on permits, neighbourhood rules, and who to contact.

If you’ve shot in the area before, dig into your old records. A forgotten driveway, rooftop, or studio space might be just what this project needs.

Phase 2: Shortlist Potential Locations

Now filter out the options that won’t work. Some will be too expensive, too far, or too awkward. Focus on what’s achievable based on your script, budget, and timeline.

Ask yourself:

• Will this space work for the story and the shoot?
• How will light and noise affect filming?
• Are there any red flags like tight access or public foot traffic?

Reduce the list to a few potential locations worth visiting in person.

Phase 3: Visit the Sites

Now you’re on the ground. This is where the real location scouting happens.

Walk every space with fresh eyes. Bring your camera, and if possible, your cinematographer. Take time to visualise the spots you intend to shoot and how the scene will unfold in each one. Every detail matters, from lighting to background noise to how equipment will move through the space.

Here’s a quick checklist to guide your visit:

This is also your chance for a quick tech scout, thinking practically about how the location will perform during the shoot. Where would you place the camera? Can lighting rigs be mounted? How’s the space for crew movement?

If you’ve built a shot list or storyboard already, bring it with you. If not, this guide to storyboarding can help you start visualising how each scene might play out on site.

Also, planning your visits using a video schedule template will keep your time, crew, and energy better organised.

Phase 4: Review and Feedback

Bring your findings back to the team. Show your footage and share your notes. The production designer, director, and cinematographer will all have input. They’ll want to make sure each space fits the story and won’t cause problems on set.

If something doesn’t sit right, revisit your shortlist. This back-and-forth is normal. It’s part of making the right decision.

Key Factors to Evaluate During Location Scouting

Not every location that looks good on camera will work in real life.

When you’re evaluating a location, it’s not just about style or visual appeal. It also needs to meet technical, legal, and logistical requirements. This is where the real decision-making begins. You want a location that lends itself to storytelling but won’t cause problems when you’re on set.

Here’s a breakdown of what to look for, and why each factor matters:

Even a proper location can become a problem if you don’t consider these points in advance. For example, indoor locations can pose issues with echo or limited space for lighting rigs. Many outdoor locations bring challenges with weather, ambient sound, or access.

This is why thorough site visits and good communication with the team are so important. You’re not just picking a backdrop, you’re choosing a place where people will work long hours under pressure.

And if you’re unsure whether the location meets your needs, go back to your pre-production notes, revisit your storyboard, or bring your cinematographer along for a second visit. A second pair of eyes can catch something you missed the first time.

Phase 5: Lock It In

Once everyone agrees on the best option, you can move ahead and secure the space.

That means contacting the location owner, discussing terms, and preparing for paperwork. Make sure you’ve arranged all legal permissions to shoot before the crew arrives. You’re not done yet, but you’re close.

Formalising the Agreement: Contracts and Legal Considerations

Once you’ve found the right spot, don’t just shake hands and assume everything’s sorted.

To protect the production,  and the location, you need proper paperwork. Verbal approval isn’t enough, even if the owner seems relaxed. Things change quickly, and you’ll need clear documentation if problems come up later.

Start with a location release form. This outlines the basic permission to use the space for filming. But for anything more involved, especially in business premises or high-value properties, you’ll need a full location agreement.

If you’re hiring talent to appear on location, make sure your casting is coordinated with your permissions. This casting considerations and permissions guide can help you cover the right bases.

A strong agreement should include:

• Names and contact details of everyone involved
• A clear description of the filming location and what areas will be used
• The exact dates and times for setup, filming, and breakdown
• Payment terms, including rates, deposit, and deadlines
• Clauses for any damage, changes to the location, or overtime
• A section confirming the right to use footage publicly
• Rules around cancellation or location access limits
• Insurance requirements from both parties

If you’re working with a location manager, they’ll usually handle these documents and liaise with the property owner. But if not, it’s up to you or the producer to secure written agreements before the crew arrives.

Filming in public? You’ll often need to secure permits and other legal documents from the local film office or council. Don’t skip this step. Failing to get permission can shut your shoot down on the day, and that’s not a mistake you want to explain to a client or director.

It’s also worth checking if there are any specific neighbourhood restrictions, noise rules, or filming curfews. Historical sites, private estates, and council-owned spaces all have different rules, and some require longer lead times for approval.

Getting this right means you won’t have to choose another location at the last minute. It ensures you get the location you planned for, under the terms you agreed to.

Mitigating Risks: Insurance for Filming Locations

Even with the best planning, things can still go wrong.

That’s why insurance is a non-negotiable part of any filming project, whether you’re shooting in a private home, a busy café, or a rented industrial unit. It protects everyone involved, from the crew to the location owner.

The type of cover you’ll need depends on the location, the type of shoot, and any specific requests from the property owner or venue manager.

Here are the most common policies used in location filming:

• General liability insurance: Covers third-party injury or damage. If a crew member knocks over a display or someone trips on set cables, this protects you.
• Property damage insurance: Essential if your filming location includes antiques, fragile fittings, or high-value items.
• Rented equipment insurance: Covers loss, theft, or damage to gear that’s hired for the shoot. This includes cameras, lights, grip equipment, and even laptops or monitors.

Some locations will ask to see a certificate of insurance before they allow you to enter. Others may want to be listed as an additional insured party on your policy. If the location owner raises this, don’t ignore it, have it confirmed in writing.

It’s also worth checking with your insurance provider if the location is unusual, high-risk, or remote. For example, filming in a historical site or on uneven terrain might need extra coverage or a risk assessment in advance.

The key here is simple: don’t assume you’re covered. Double-check every detail. A solid production insurance plan gives you peace of mind and shows the location owner you’re professional, prepared, and trustworthy.

Navigating Diverse Environments: Filming in Specific Location Types

Not all locations are created equal. Each type comes with its own rules, risks, and responsibilities.

Understanding the environment you’re filming in can save you time, money, and a lot of frustration on the day of the shoot. Whether you’re working in someone’s living room or a listed building, you’ll face different location constraints, and different conversations around how, when, and what you’re allowed to film.

Private Residences

Filming in someone’s home can give you the perfect look and feel, but it requires sensitivity. You’re stepping into someone’s personal space, which means clear communication is key.

Here’s what to keep in mind:

• Be honest about how long you’ll be there and what activities are involved.
• Walk through the house with the owner and note any valuables or fragile items.
• Outline what happens if anything gets damaged, and make sure that’s reflected in the agreement.
• Talk through clean-up, any changes made for set dressing, and how the home will be restored.

And always get the homeowner’s written permission to film. A location release form alone isn’t enough, be specific about what areas will be used and what the shoot involves.

Businesses and Commercial Spaces

Filming in businesses requires careful planning around their opening hours and daily operations. The goal is to get what you need without disrupting their staff or customers.

Before you shoot:

• Meet with the business owner or manager in advance.
• Agree on a shoot schedule that avoids peak hours.
• Clarify whether sound recording will interfere with their activity.
• Include compensation in the location agreement if you’re impacting trade.

You’ll also want to check if any branding or signage needs to be blurred or cleared in advance.

Public Spaces

Filming in public spaces, streets, parks, or city squares, can sometimes offer a free location but usually means dealing with councils or local authorities. You’ll likely need film permits, especially if you’re blocking pavements, setting up tripods, or using artificial lighting.

Here are a few public filming essentials:

• Apply for permits well in advance, especially in city centres or tourist areas.
• Check if insurance and a risk assessment are required.
• Have a crew member manage foot traffic or crowd interaction if filming in busy spots.
• Respect noise restrictions and public space rules.

Historical Sites

Filming in historical sites is often the most challenging. These locations are protected, and preservation guidelines are strict.

Expect:

• Limited access to power or lighting
• Restrictions on equipment placement (no tripods on certain surfaces, for example)
• Supervised visits from site staff
• Longer lead times for approval

You’ll also need to be extra careful about load-ins, vibrations, and anything that could damage the structure or grounds. In many cases, even drone usage is restricted.

Comparison: Pros and Cons of Different Location Types

Each location type has its strengths, and its challenges. The key is choosing the one that best supports your story, budget, and schedule while keeping logistics in check.

Embracing Innovation: Leveraging Technology in Location Scouting and Management

Technology has changed the way we scout locations in the film industry, and it’s made the process faster, smarter, and more collaborative.

If you’re not already using digital tools as part of your scouting guide, you’re missing out on serious time-saving opportunities. These platforms don’t replace a good tech scout, but they do help you get further before setting foot on site.

Here are some tools I recommend exploring:

AI-Powered Location Scouting Platforms

AI tools can now scan thousands of properties, match them with scene descriptions, and surface ideal fits based on your requirements. These platforms pull from location databases, visual archives, and public records to speed up shortlisting.

Some even allow you to filter by:

• Architectural style
• Lighting orientation
• Accessibility
• Shooting history

It’s not a magic fix, but it’s an excellent first step, especially if you’re on a tight schedule or working across multiple cities.

Virtual Reality (VR) and Remote Viewing

Virtual reality walkthroughs are becoming more common for large productions and high-budget commercial shoots. VR allows you to explore a location remotely, seeing how it flows and where your shots might go without travelling to the site.

If VR isn’t available, 360-degree photo or video tours are the next best thing. They’re often included in premium listings on location library sites.

These tools are ideal when you’re:

• Sourcing locations in another region
• Getting early-stage approval from clients
• Prepping a tech scout without dragging your whole crew on a visit

Location Management Software

For multi-day or multi-location shoots, things can get messy. That’s where location management software comes in. These platforms help you:

• Organise files and images from each scout
• Track contact details for location owners
• Store permits, agreements, and checklists
• Sync calendars for shoot dates and crew visits

Everything stays in one place, and you avoid endless email chains and missed details.

If your tech scout involves multiple departments, sharing files through a central platform helps your cinematographer, production designer, and location manager stay aligned.

The goal of all this tech isn’t to replace instinct, it’s to support it. A good location still needs a good eye. But when used right, these tools take the pressure off and let you focus on what matters: finding the best spot to tell your story.

Planning for the Unexpected: Contingency Strategies for Location Issues

Even with careful planning, things can still fall apart on shoot day.

Maybe the location owner pulls out last minute. Maybe weather ruins your outdoor setup. Maybe a nearby road closure creates noise you can’t work around. This is wherecontingency planning for film locations comes into play.

It’s not just about having a Plan B. It’s about thinking ahead so you’re not caught off guard when something shifts.

Always Have a Backup Location

If your main location is outdoors or hard to control, always identify and secure a backup location. This could be a similar venue in the same area or a scaled-down version of the set that works in a pinch.

The best time to line up your backup is during the initial scouting process. That way, you’re not scrambling when the original location becomes unavailable, or unusable.

Watch the Weather

Unexpected weather is one of the biggest threats to any outdoor shoot. Even if the forecast looks fine, have a plan.

Options include:

• Scheduling flexibility for shoot days
• Portable cover for sensitive gear or cast
• Indoor alternatives nearby in case the rain doesn’t stop

Some productions also hire weather monitoring services for high-stakes shoots, especially when working with large crews or talent with tight schedules.

Plan for Last-Minute Changes

Sometimes you show up and the space has changed. Maybe the layout’s been altered, there’s new construction next door, or parking access is suddenly blocked.

This is why checking the location the day before filming is such a good habit. It gives you time to react without killing the schedule.

You should also include a clause in your agreement that allows you to adapt if changes to the location occur after confirmation. This might include noise issues, altered access, or even something as simple as a new coat of paint that ruins continuity.

Stay Flexible

Even with great prep, there are moments when you just need to adjust. Weather, noise, or sudden access issues can all become a challenge when you shoot. That might mean choosing another location at the last minute, reworking a shot, or simplifying the scene.

The productions that run smoothly aren’t always the ones with perfect conditions, they’re the ones with flexible teams and solid backup plans.

Best Practices for Successful Location Scouting and Securing

By this point, you’ve seen how layered the scouting process can be. From creative vision to legal paperwork, each step plays a role in finding the right place to film.

Looking for tips for location scouting that actually work? It’s less about luck, and more about preparation, clear communication, and smart decision-making.

Here are some essential tips to keep your next scout running smoothly:

Strong location scouting tips aren’t about being fancy, they’re about being ready. That means checking the fine details, asking smart questions, and making sure every location meets both creative and practical needs.

If you’re location scouting, your job is to take notes, ask “what if,” and spot potential issues before they become real problems.

Remember: the smoother the scout, the smoother the shoot.

Common Mistakes to Avoid When Choosing a Location

Even experienced filmmakers can get caught out by location issues, often because something small gets overlooked in the rush to secure the spot.

Here are several common mistakes that can derail your shoot if you’re not careful:

1. Choosing a location based only on looks

It might look perfect in photos, but without checking access, sound, lighting, and space, you’re flying blind.

2. Not visiting the location in person

Relying on images or descriptions can lead to major surprises on the day. Always schedule a proper tech scout.

3.Overlooking sound issues

A beautiful space next to a noisy road or under a flight path? That’s trouble. Always assess ambient noise at different times.

4. Forgetting about lighting conditions

Natural light can change everything. Know when and where the sun hits the space, or prepare for additional gear.

5. Failing to get legal permissions

Don’t assume the owner has the right to let you film, especially in shared or rented buildings. You’ll often need permissions to shoot at certain locations, especially those with shared ownership or strict access rules. Always confirm and get written consent.

6. Skipping the insurance conversation

Without proper cover, you’re exposed to liability if anything goes wrong. Check this before the agreement is signed.

7. Not having a backup plan

If the location falls through or conditions change, having a second option can save the shoot.

8. Ignoring parking and crew access

If your team or gear can’t get in easily, everything slows down. Check the access routes, load-in space, and transport links.

9. Not walking through the scene

Blocking out shots during the scout helps spot angles, risks, or practical limitations ahead of time.

10. Rushing the location agreement

Missing clauses on access times, payment, or cancellation can cause conflict. Take the time to get the paperwork right.

Avoiding these mistakes doesn’t just protect your shoot, it saves time, money, and stress. Location scouting isn’t just about finding the right place. It’s about asking the right questions before you commit.

Frequently Asked Questions

What is location scouting in film production?

Location scouting is the process of finding real-world places where scenes will be filmed. It involves assessing each location’s visual appeal, lighting, sound, access, and whether it fits the script and production plan.

Do I need permission to film on private property?

Yes. Always get written permission from the property owner. A signed location agreement or release form protects both sides and should include all the key terms like usage dates, fees, and liability.

What’s included in a location scouting kit?

A basic location scouting kit includes:

• Camera or smartphone with good video/photo capability
• Portable sound recorder or app
• Notepad or digital checklist
• Laser measurer or measuring tape
• Power bank, light meter (optional)
• Your storyboard or shot list for visual reference

How do I find the right location for a film?

Start with a script breakdown, then search using location databases, local contacts, or a film commission. Think beyond aesthetics, consider logistics, access, lighting, and sound. Always visit locations in person before deciding.

Is there a location scouting checklist I can use?

Yes, and it’s one of the most helpful tools in the scouting process. If you’d like afree checklist that covers visuals, technical checks, and logistics, we recommend building one based on the key points covered in this guide, or downloading a template directly from your production software.

When should I do a tech scout?

A tech scout should take place after you’ve shortlisted locations and before you lock one in. Bring your cinematographer, director, or production designer to assess how each space will work with lighting, gear, and camera movement.

Bringing It All Together: Your Roadmap to Smarter Location Scouting

Location scouting isn’t just a box to tick. It’s the backbone of a smooth, successful shoot.

From understanding your script to securing legal permissions, every step in the scouting process impacts the quality of your final production. It’s about more than finding a pretty backdrop. The best locations are the ones that work just as well behind the scenes as they do on camera.

When you plan properly, ask the right questions, and avoid the common mistakes, you reduce risk and keep your production on track. And when you back it up with a solid agreement, insurance, and a flexible backup plan, you’re ready for whatever the shoot throws at you.

Use this guide as your roadmap. Build your own location scouting checklist, involve your team early, and take the time to evaluate each location from every angle, creative, technical, and logistical.

Scouting the right location is part art, part science. But when it all clicks, it shows up in every frame you shoot.

Ready to Find the Perfect Location for Your Next Video?

Whether you’re filming a corporate video, client testimonial, or brand story, the right location can transform the end result.

At Blue Square Management, we don’t just offer video production, we help you plan it from the ground up. That includes scriptwriting, storyboarding, casting, and yes, location scouting that gets results without the stress.

Need help finding a location that fits your vision and your budget?
Let’s talk.

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