Location Manager
(Head of Department)
Overview: The location manager finds and manages the places where the production will film. On a large show they report to a supervising location manager (who heads the department), but on smaller productions the location manager might be the head of the department. They take the creative requirements of the script and figure out real-world locations that match, balancing the director’s vision with practical considerations like cost, safety, and logistics. The location manager handles everything from scouting and contracts to coordinating filming logistics and making sure the location is left in good shape afterwards. They often have an assistant location manager and team to help with on-the-ground work, but they are ultimately responsible for all location-related matters on set.
Key Responsibilities:
Scouting and selecting locations: Break down the script to understand what each scene needs (e.g. a busy street, a cozy house, a forest at night). Research and identify potential locations that could fit those needs. This might involve using location libraries, your own network of contacts, or driving around to find hidden gems. Personally scout each promising location – visit the site to evaluate its suitability, take photos and video, measure spaces, note the condition of the property, and assess practical factors (Is there parking? How’s the ambient noise? Is it accessible for trucks? Do we need permission to use it?). For each location, pinpoint any logistical or legal issues (like needing a filming permit, special insurance, or dealing with neighbors) and think about possible solutions. Start initial negotiations with location owners or managers: discuss availability, any fees or donations, and their conditions for allowing filming.
Pitching and securing locations: Present the best location options to the director and production designer, often with location photographs and notes. Once choices are made, move to secure those locations. Arrange recce visits (location scouts) for the director and key crew so they can see the sites in person and approve them. Coordinate with the 1st AD to prepare a thorough tech recce schedule and a recce information pack for all departments (so everyone knows where and when the tech scout happens and what to look for). For each selected location, finalize the agreement: confirm dates and times the crew can use the site, any restrictions (for example, “no loud noise after 10pm” or areas that are off-limits), and any alterations the crew might need to do. Work out terms and prepare contracts or location release forms for the owner to sign, covering fees, responsibilities for damage, insurance, etc. Make absolutely sure insurance and risk assessments are in place: liaise with the production’s safety officer to get risk assessment documents for each location (covering things like fire safety, stunts, crowd control as applicable) and ensure the production’s public liability insurance covers that location and its activities.
Logistics and permits: Handle all permits and permissions required for filming. This includes things like contacting the local film office or council for permission if you’re filming on public property, arranging road closures or traffic control if needed, and notifying local police if the shoot involves special effects or anything that might alarm the public. Check if the location has any environmental or special status – for instance, if it’s a protected site (such as a nature reserve or listed building) – and make certain you follow all guidelines or get any extra clearances needed. If the script requires actions with potential environmental impact (like wetting down streets or using pyrotechnics), ensure compliance with regulations. Organize parking and facilities: secure space for technical vehicles (camera trucks, catering, trailers), arrange a unit base if the main location can’t accommodate all vehicles, and plan where cast and crew will park. Coordinate with the transport department to sort out shuttles if crew parking is far. Also arrange for any signage or barriers you’ll need on location – for example, signs to direct crew to the set, or barriers to block off an area.
Prepping the location for filming: Lead the preparation phase for each location. Work with your assistant location manager and team to schedule prep days where needed. Assess each department’s needs for the location by collecting their requirements: for example, the lighting department might need a generator or permission to rig a light to a lamppost; the art department might need to repaint a wall or dress the space with props. Evaluate how these needs impact the location in terms of feasibility and cost, and flag any issues (like “the floor might need protection if we bring in this heavy rig”). Address traffic management or environmental concerns: if a location is in a busy area, coordinate with authorities for traffic cones, marshals, or signage to manage vehicle flow; if it’s a site of special scientific interest (SSSI) or similar, implement measures to protect it (like laying trackway on grass, etc.). Once everything is approved, confirm the schedule with all stakeholders: ensure the local authorities and neighbors are informed of the filming dates and times, and that the police and council have given written permission for any road closures or parking suspensions. Arrange for security guards and/or overnight security if equipment will be left on site. Essentially, make sure the location is 100% ready for the crew’s arrival.
Managing filming at the location: While shooting at the location, coordinate all location logistics. Be on site early to oversee parking and setup. Ensure signs are posted so crew and cast know exactly where to go (e.g. arrows pointing to “Set,” “Unit Base,” “Crew Parking,” etc.). Maintain security: have a system to check in visitors or keep onlookers at a safe distance, and respond quickly if any unauthorized person tries to access the set. Support the crew’s needs: confirm with each department that they have what they require (power, water, quiet, etc.), and troubleshoot if, say, a generator fails or a neighbor starts mowing the lawn during a take (you might need to diplomatically ask them to pause). Keep the location owner in the loop about how things are going, especially if there are any deviations from plan (like if you need an extra hour of filming time or if something unexpected occurred). Monitor the use of the location throughout the day to ensure no damage is happening; if something does get damaged, document it immediately. If the production runs late or into overtime, communicate with the owner or authorities as needed (it’s better they hear it from you and not as a surprise). Coordinate wrap each day: make sure the crew clean up after themselves, all trash is collected, and any temporary fixtures are removed or secured properly if returning the next day.
Budget and cost control: Keep a close eye on location expenses. At the start, allocate a portion of the budget to each location or each category (fees, travel, catering, etc.). During production, track all costs: location fees, staff wages, permit fees, rentals of equipment or facilities, repairs, etc. Record expenditures in a ledger or spreadsheet and monitor against the budget in real-time, so you can tell if one location is costing more than expected. If you see a potential overspend, take action – perhaps negotiate a discount, scale back on something non-essential, or inform the line producer to reallocate funds. After each location is done, reconcile the accounts: make sure all receipts are in, petty cash is accounted for, and compare the budgeted vs actual spend. Provide reports or updates to the production manager or accountant as required, so they know where the location budget stands.
Managing supplies and services: Arrange and oversee all supplies and rental equipment needed for locations. This means working with vendors for things like portable toilets, tents, heating or cooling units, generators, lighting towers, trash skips, etc. Select suppliers by getting quotes and choosing based on cost-effectiveness and reliability. Once hired, ensure each supplier knows when and where to deliver, and that what they provide meets the production’s needs (e.g. making sure a generator has enough capacity). Implement proper storage and handling for equipment: for example, valuable props or fragile items might need a secure locked room; hazardous materials like fuel must be stored safely. If any equipment gets lost, stolen, or broken, file reports and handle insurance claims or replacements. Coordinate unit base operations with the unit manager: identify a suitable area for the base (near filming but not in the way, with enough space for all trucks and facilities) and set it up to support the crew (parking, power, catering space, etc.). Also, with the assistant directors and relevant departments, make sure crowd base (extras holding) and any other off-set facilities (like makeup tents, green rooms) are ready as needed – sometimes the location manager directly oversees these, or they might delegate to their assistant, but they ensure it’s done. Liaise with the transport captain or facilities coordinator to manage the movement of gear and crew between the unit base, the set, and other locations so that transitions are efficient.
Security and site management during production: Oversee safety and security protocols on location. See that all signage and safety notices are visible (like “Filming in Progress” signs or hazard tape where needed). Make sure any hired security or police officers are briefed on their duties (what areas to guard, who to let in, etc.). Provide for any special access needs – for instance, if a crew member has mobility issues, ensure there’s a ramp or an alternative path arranged. Keep a log of any security incidents (like if a barrier was moved or a local person got upset about noise) and address them promptly. Coordinate any location moves – if the company needs to move from one location to another on the same day or week, ensure the first is wrapped properly and the next is prepared. Wrap up equipment and materials as soon as they’re no longer needed: don’t let cables or gear lie around – have your team pack them and either secure them or send them back to base. Oversee the “wrapping” of a location at the end of use: ensure all set dressings are removed carefully, furniture is put back, and that protective measures (like floor coverings) did their job. Identify and document any damage to the property right away and report it so it can be fixed or paid for.
On-set coordination and scheduling: Be the point person on set for all location-related timing and info. Give the 2nd AD any location specifics required for each day’s call sheet (including addresses, parking instructions, contact info for the site, and any restrictions or notes like “must wrap by 9pm” or “quiet after 6pm for neighbors”). Each shooting day, communicate call times and any changes to your location team and to department heads if it affects them. For example, if the crew must start late to avoid school traffic in the area, make sure everyone knows. If overtime looms, inform production management of any overtime conditions tied to the location (some owners charge extra or local bylaws might forbid late-night activity without a permit). Guide and support your location assistants and marshals on set – coordinate their tasks (like locking down the area during takes, or escorting a noisy delivery truck away from set). Continuously liaise with the location owner or on-site contact to keep the relationship smooth; for instance, if the crew needs an unscheduled break or to move a piece of furniture, clear it with them first.
Health and safety compliance: Ensure all health & safety practices are followed on location. This means everything from having a safety briefing if required, to making sure crew wear high-vis vests on roadside shoots, to keeping fire exits in a building clear. Have the location’s health and safety file (often containing risk assessment, emergency contacts, etc.) on hand and share relevant parts with the crew (like where first aid kits or fire extinguishers are). Be vigilant about risks: if you see something unsafe (like water on a marble floor), get it sorted immediately (dry the floor, put safety mats, etc.). Work closely with the production’s safety officer if present. As the location manager, you should model safe behavior and not cut corners.
Wrapping and restoring the location: Oversee the final wrap at each location when filming there is finished for good. Make sure your team cleans the area thoroughly – remove all trash, and consider hiring professional cleaners if it’s an indoor location that needs it. Organize the return of any furniture or items to their original places (taking reference photos during prep helps here). Ensure that any temporary modifications (like signs on walls or rigs on ceilings) are taken down and that there’s no damage left. If there were any alterations (like painting a wall for the scene), restore them as agreed in the contract (repaint it back to original color, etc.). Gather all paperwork: collect copies of contracts, location release forms signed by the owners, permits, and any incident or damage reports; these will be filed with production. After the crew has left, do a walkthrough with the property owner if possible to make sure they’re satisfied. Follow up in the days after – if the owner finds something amiss or has a complaint (or even an insurance claim for damage), address it promptly and professionally. A smooth handover and good communication will leave a positive impression and can be crucial for reputation.
Key Skills and Attributes:
Scouting and visualization: A good eye for identifying locations that will work on screen and the ability to imagine how a place can be transformed for filming. This also involves solid research skills – knowing how to find information on potential sites (who owns them, how to get permission, etc.) and using tools like online maps or archives to discover new locations. Being able to take good photos is important too: you should capture locations in a way that helps sell them to the creative team.
Organization and multitasking: Excellent organizational skills to handle many tasks across multiple locations. You need to keep track of a lot of details (addresses, contacts, permit deadlines, budgets, etc.), often using spreadsheets or databases. Being able to multitask and prioritize is vital – for instance, you might be arranging a permit for one location while negotiating a contract for another and fielding a call about tomorrow’s shoot all in the same afternoon.
Negotiation and diplomacy: Strong negotiation abilities are needed when dealing with location owners and service providers. You must negotiate fair location fees and contract terms that protect the production while also satisfying the owner. This requires tact and diplomacy – you’re often the face of the production to the public, so you must maintain good relationships even as you haggle over costs or navigate complaints. Keeping the community on your side can be just as important as the formal agreements, so knowing how to be friendly, respectful, and clear in your explanations is key.
Budget management: Good financial skills to manage the location department’s budget. You should be comfortable setting up a budget, tracking expenses, and adjusting plans to stay within financial limits. This includes attention to detail (so you catch small costs that add up) and sometimes creativity – finding cheaper alternatives or reusing resources to save money.
Problem-solving and adaptability: Filming on location is full of surprises. You might have a last-minute location cancellation or a sudden downpour on an exterior shoot. Being a quick problem-solver is essential: think on your feet, come up with plan B or C swiftly, and implement it. Remain flexible – if the director changes plans or a new scene is added, you need to adapt your location strategy without getting flustered.
Communication and teamwork: You act as a bridge between the film crew and the outside world, so clear communication skills are a must. You should be able to translate the crew’s needs into requests that make sense to authorities or location owners, and vice versa. Within the crew, you need to collaborate closely with the production manager, 1st AD, and other departments like transport or art – being approachable, responsive, and reliable helps build that trust. Good teamwork also means effectively leading your own location team (assistants, unit managers, etc.) – sharing information with them, listening to their observations, and coordinating everyone’s efforts.
Leadership (if head of department): In cases where you’re the most senior locations person (like on a small shoot), you’ll need leadership qualities similar to the supervising location manager – the ability to manage and motivate a team, plan department-wide, and liaise with producers on higher-level decisions. Even when not officially head of department, you often take initiative and show leadership on your specific locations.
Professional integrity: Be honest and dependable. You’re entrusted with valuable property and sometimes large sums of money (for location fees or deposits), so you must handle all that responsibly. Always follow through on promises made to location owners (like fixing damage or sending a thank-you note if that was agreed). Keep your word with your team as well – if you promise time off after a tough week, try to give it. Upholding a professional, courteous demeanor in all interactions is crucial; the film’s reputation often rests in your hands.
Resilience and work ethic: Long days, lots of driving, and dealing with both crew demands and public interests require a high level of stamina and a positive attitude. You should be the kind of person who stays upbeat and calm under stress. Curiosity and enthusiasm for the role will carry you through challenges – each location and shoot is different, and treating problems as puzzles to solve (rather than crises) helps maintain morale. Being resilient also means coping well if plans change last-minute, and pushing through fatigue to get the job done safely and correctly.
Attention to detail: Whether it’s double-checking a permit’s fine print, noticing a tripping hazard on set, or remembering to turn the heat off in a location after wrap, small details matter. A great location manager has a keen eye for detail and is a bit of a perfectionist about making sure nothing is overlooked. This prevents accidents, saves money, and keeps everyone happy.