Important Steps to Follow to Scout the Best Event Venues for Filming
When it comes to the pre-production filming process, location scouting is a crucial component that if chosen carefully, can lead to a huge success for your shoot, but if chosen frivolously, can lead to your shoot’s detriment.
Since we at Piovra have a wide portfolio of various vendors and have worked closely with many clients to find the perfect filming location, we will walk you through key steps in the decision-making process when it comes to scouting out the best venues for filming.
Defining Location Scouting
Location scouting is searching for an ideal destination to shoot a project such as a commercial, movie, TV show, etc., and is usually based on a script and visual appeal. Typically this job falls in the lap of a location manager and is taken seriously for the success of the project.
Because Piovra speaks the venue space fluently, we help pair clients with perfect filming locations based on their shoot’s needs.
Where to Start Scouting
First and foremost, you will want to review the script that your location will be influenced by. Making sure you have a clear idea of the location needed is crucial to the success of any shoot production.
Next, you will want to search for a film production venue based on needs. If you are going to be filming in a house versus an industrial building versus a park, you will need to source locations that match the vision of your project. Here at Piovra, we already have existing spaces that we can easily source ourselves based on your vision.
Once you have read the script and source locations, the third step is actually visiting the location itself. Seeing the location in person is very important due to various factors like photo distortion, noise pollution, cleanliness, and so forth. Taking notes and photos can be very helpful when narrowing down options and making a final decision.
Finally, completing any necessary paperwork is the last step when it comes to scouting a location. Being knowledgeable if certain permits are needed or if the owner of a specific property needs to sign off on paperwork. Since we have dedicated event venues we work with consistently, this is a streamlined process that we already take care of for you at Piovra.
Details to Consider for Location Scouting
Visuals
You’ll want to make sure the visuals of the location match the aesthetic you envision for shooting. If the location’s visuals don’t match the vision, this can throw your entire project off.
Logistical fit
You’ll want to map out the needs of your shoot beforehand to make sure the location logistically fits with your requirements. If you need changing rooms, restrooms, food close by, etc., you’ll want to make sure the location can provide all of this for you. You’ll also want to consider external factors too such as noise or how much natural light you will need.
Distance
With a larger production team that comes along with filming, you will want to consider how far your team will need to commute in order to get to the filming location. This can have an impact on other factors like timing and budget.
Budget
In order to stick to your budget, you will want to make sure the location is appropriately priced within your range. It is possible to negotiate the pricing, so always make sure that is a topic of conversation when discussing the budget.
Additional Tips for Location Scouting
Permits Readily Available
During filming, you will want to make sure your permits are readily available to prevent fines of any kind. If authorities ask for you to produce your permit, having them readily available will also prevent delays of any kind and will keep you organized.
Take Notes and Photos
Keeping a running record of notes will help you revisit any questions you may have had or additional details you would like to inquire about. This will prevent you from forgetting details and can also be shared with your team. Taking photos is equally as important because it provides a visual to accompany your notes, and allows for your team to envision the location. This will ultimately lead you to find the perfect location for film production.
Direct Point of Contact
Having a point of contact for someone in charge of the locations will encourage open communication. You can inform them of filming times, ask any additional questions about the location and make sure they are happy with how everything is going as well so they are likely to want to work with you in the future.
You are now set to begin your location scouting endeavor and Piovra would love to be of assistance. With existing relationships across venues and various vendors, we are the perfect partner when it comes to scouting out an ideal location for your filming production.
Frequently Asked Questions
Q: How do you narrow down the perfect location for film production?
A: The easiest and most efficient way to do this is to partner with an event planning company that already has an existing roster of venues. This will save you time and you will also have someone who has worked with the venue previously.
Q: If I find the perfect filming location, but some of the logistical things are missing, what should I do?
A: Luckily there are various vendors within event management that you can work with to make a space functional and what you need it to be. By narrowing down components that are missing, you can then reach out to companies that specialize in that field.
Q: How do you know what permits or paperwork is needed?
A: Here at Piovra, we already have that information in place since we have worked with our venues numerous times. This streamlines the process and makes it easier for you. If you decide to work solo, you will need to do your research with the venue and with the city to see what permits and paperwork may be required.