Location Scout – Guide

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What Does a Location Scout Do?

All the essential knowledge a host will need for their first shoot.

How the Booking process works

A location scout works with the film’s pre-production team to find the most suitable place to shoot. Generally, they will work under the direction of the film’s production unit to find an area that will bring the film to life.

Of course, this is much easier said than done!

Narrowing down a filming location isn’t just about aesthetic appeal. Location scouts also have to consider logistics, safety, timing and shooting permissions. For films, in other countries, location scouts deal with the challenges that come with bureaucracy, time zones and language barriers.

Having a location scout on-site during production is hugely beneficial. They’re available to deal with unexpected issues, provide local knowledge, and connect you with other professionals in the industry whenever necessary.

Primary roles

Find locations to enhance the project’s creativity:

Location scouts primarily find locations to make a film, television show or commercial. The location scout works with the creatives to find sets that will enhance the audience’s experience through authenticity and visual flair.

The location scout will research potential locations and then visit them personally to see the actual site. This helps with logistics; whether a site is easy to reach or features any obstacles that may detract from the shoot.

The location scout also makes sure that the locations chosen don’t drive the film’s budget out of control through unwieldy ordinances, taxes or fees.

Secure use of the desired location:

Once the producers and director sign off on the locations, it is up to the location scout to make sure the production follows local ordinances.

The location scout works out any negotiation with property owners, like lease agreements. Film shoots will be disruptive to local communities, and locals could potentially disrupt a set.

The location scout will work with local officials to seal off shooting locations from traffic, getting law enforcement to set up barriers and direct traffic away from the set.

Secondary roles

Logistics:

The location scout may assist with set direction, getting special props on set and moving crew from location to location.

The location scout will make sure the crew returns the location to the condition it was in before shooting began.

Budget assistance:

Location related issues might crop up during filming that requires extra expenditures. In addition to pre-production budgeting, the location scout may help determine additional costs like labor, local fees and the cost of breaking down a set.

Good questions to ask renters

  • What is the shoot day length/ approximate times?
  • What is their cast & crew size?
  • What areas of the location will be needed?
  • Do they need to set up scout dates?
  • Project type/name (Stills, Indie, Feature, Commercial).
  • Do they have production insurance?
  • Are they pulling a permit?
  • What are their parking needs?

Tips Before Shooting Begins

  • Take time-stamped photos of all areas before and after production arrives.
  • Put up “no-entry” signs in front of restricted areas.
  • Tell production to keep the noise down if the shoot extends to nighttime.
  • Make sure that production has the proper permits and insurance for your location if they are required.
  • Notify neighbors within proximity before the start date of the shoot.
  • If there are overtime or damages, confirm with production and report it to Spaceprk within 48 hours of end of the shoot.

For scouters, the rising popularity of on-location shoots represents a major income opportunity

What happens when...

A renter contacts me:

You will receive a text and an email with the potential shoot dates, crew size, and a short message. You can respond directly via the text message. Respond quickly and consistently to improve your position in search. This is the time to settle the details of the shoot and ask any questions (reference section below).

I receive a booking request:

You will receive an email/text notification, and you will have 48 hours to accept or deny on the platform under your bookings page. We collect payment right after you’ve accepted the booking request and keep the funds until the day of the shoot/event. Your final payout will be deposited into your preferred bank account or sent by check and is processed within 5 days of the start of the shoot.

What are Prep and Wrap Days?

Prep Days

The renter may mention that they need a prep day before the shoot. A prep day is where some of the crew come by the house to set up equipment and props before the shoot. These are typically half days and are charged 50%.

Wrap Days

Similar to a prep day, a wrap day is used to take down equipment and return your location back to its pre-shoot form.

What is our Location Agreement

A location agreement is a contract that defines all the terms of the production with regards to renting your listing. Spaceprk has a standard location agreement that protects both the host and producer.

Our agreement is automatically filled in as you complete the booking process. You can see a copy of it on the booking request under your bookings tab or on the right hand side when you are sending a booking request. 

Why Keep the Booking on Spaceprk

  • More bookings through the site increases location visibility on Spaceprk Search.
  • We act as a third party in dispute resolution.
  • Security from fraudulent transactions.
  • Protection by our Terms of Service and Cancellation & Refund Policy.

Why Hire a Location Scout?

A location scout helps with pre-production planning by providing much-needed international expertise. Their expertise can also make a big difference in the final look and feel of the images captured on camera.

Most location scouts will have a strong network of industry contacts. They will also have a portfolio of cities, countries and landmarks that might be suitable for use in your projects. A film location scout will know the neighborhoods and regions well. They will also have experience working with local and national film commissions.

Payment and Fees

Spaceprk pays the location scout for the following services:

Visit and indication of the exact point of the selected space and the necessary permits from the local government and the police.

You will be able to have an income of 100€ up to 600€ per day.

Spaceprk take commission from the space:

Spaceprk collects 15% (+VAT) of the total booking value. There is no cost for listing your location on Spaceprk. 

If the daily rental rate is 1,500€ and you host a 3 day shoot – your subtotal will be 4,500€, and your final payout will be 3,825€-162€=3,663€. 

Net Payout Calculation: (Booking Fee x .85) + VAT (in booking fee) = Payout

This charge covers the use of our listing platform and professional services, and also covers the marketing & sales, services and insurance costs.

How do I get paid?

The final payout will be deposited into the preferred bank account or sent by check and is processed within 5 days of the start of the shoot.

Feel free to contact us  for more informations

Office

190 Andrea Siggrou Avenue, Kallithea 176 71, Greece

Phone

m. Greece: (+30) 697-353-5373
m. Ecuador: (+593) 987-227-153
m. Boston: +1 (252) 475-4635

Email

info@spaceprk.com

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