Supervising Location Manager
(Head of Locations Department)
Overview: The supervising location manager is the head of the locations department on a production. On big projects, they oversee multiple location managers (each handling different sites), while on smaller shoots the location manager might act as the head of department. In this senior role, you contribute creatively to location choices, manage the entire location budget, and lead the team. You’re ultimately responsible for every aspect of using real locations – from finding and securing sites, through filming, to handing them back in good condition.
Key Responsibilities:
Creative collaboration: Work closely with the director and production designer from the start. Use your extensive knowledge of architecture and geography to suggest a range of suitable locations that fit the script’s story and look, but also meet practical needs like budget and schedule. Manage the creative team’s expectations about what’s possible at each location (e.g. what modifications or timing restrictions might apply).
Budget management: Forecast and prepare the location department’s budget. Break down the script to estimate location costs, then produce initial budget projections for all location activities. Once production is underway, track and control spending – set clear spending procedures for your team, authorize expenses and sign off purchase orders, and keep detailed records. If there are budget changes or potential overspends, report these to the production office or producer and agree on solutions (such as getting approval for additional funds or adjusting plans).
Team leadership: Determine how many location staff are needed and for how long (managers, assistants, scouts, marshals, etc.). Hire and manage this locations team – conduct interviews, select crew members who are available and suitable, and assign roles and duties to each person. Oversee your department’s admin: make sure contracts are issued and signed, collect timesheets, log overtime, and ensure everyone is working well. Be a problem-solver for the team: anticipate issues that could impact filming (bad weather, access problems, etc.) and take action in advance to prevent or mitigate them.
Scouting and assessment: Find and evaluate locations that meet the creative brief. Read and break down the script to understand every scene’s needs. Research possible location options (using location libraries, your own knowledge, or suggestions from scouts). Personally scout promising locations – visit them, take plenty of photos and videos, and note details like dimensions, lighting, noise, parking, and any challenges (e.g. limited access or special permissions required). Identify what permits or licenses might be needed for each site (for example, filming in a public park might need city permits). For each potential location, negotiate hire fees and outline all likely costs (rent, cleanup, security, etc.) to see if it fits the budget.
Securing locations: Once locations are chosen, lock in their use for the production. Arrange recce visits (scouting trips) for the director, designer, and other key crew to approve the choices. Prepare a thorough tech recce schedule and information pack (often with the 1st AD) so department heads can assess technical needs on site. Evaluate each department’s requirements for the location – for example, how might the art department’s set-dressing or the lighting team’s equipment impact the space or costs? Consider environmental factors like traffic control, noise ordinances, or whether any site is a protected area (e.g. a Site of Special Scientific Interest or a historic building) that imposes extra rules. Finalize agreements with the location owners: negotiate and agree on terms and conditions, any alterations to be made, access times, etc., and ensure formal contracts or location releases are drawn up and signed. Double-check that all insurance policies, risk assessments, and safety paperwork are completed before filming. Also, arrange all practical logistics in advance: parking plans (book space for technical vehicles, unit base, cast and crew cars), community notifications (meet local residents or businesses as needed to address concerns), and on-site security (hiring security personnel, setting up signage and barriers to protect the area).
Pre-production planning: Develop a detailed locations plan for the shoot. Create an “intentions document” that outlines every planned activity at each location (prep, shoot, and wrap) and lists all equipment or services required. Make a master schedule for the location department that coordinates with the overall shooting schedule – include prep days, shooting days, and wrap days for each site. Ensure all necessary equipment, permits, and personnel will be in place according to the schedule. Prepare contingency plans for common problems (for instance, if rain makes a location unusable on a day, or if a location becomes suddenly unavailable, know your backup options and strategies). Work closely with other departments to adjust plans as needed – for example, if the shooting order changes, update location arrangements and inform everyone involved. Confirm all final details for daily call sheets with the 2nd AD and production coordinator (so information like address, parking details, and special instructions for each location are accurately communicated to the crew). Maintain organized files of health and safety documents, access permits, contact lists, and any certifications (like fire safety or occupancy limits) so that they can be distributed to crew on site and are easily accessible in an emergency.
Managing supplies and logistics: Oversee all equipment and service needs for locations. Identify what resources each location requires at each stage – for example, generators, lighting towers, tents, heaters, water trucks, toilets, and other facilities. Solicit quotes or bids from vendors and hire the ones that offer the best value while meeting the production’s standards. Make sure all materials and equipment (including fragile or high-value items) are transported and stored safely and securely. Implement a system for tracking equipment so nothing is lost; if something is lost, stolen, or damaged, obtain incident reports and handle insurance or replacements. Coordinate with the unit manager to choose suitable unit base locations (the area where trucks, trailers, and crew facilities are set up) near your filming site – it needs to accommodate all vehicles and support logistics, so work together to secure and prepare those sites. Similarly, discuss with assistant directors and costume/make-up departments to plan crowd base areas (holding areas for extras/background actors) and any other off-set facilities, ensuring those needs are met (you might delegate the setup of these bases to your assistants or unit team, but you oversee it). Liaise with the transport and facilities departments to schedule the movement of all location gear and personnel – for instance, making sure lighting and camera equipment arrives on time and that location vehicles are in the right place when needed.
During filming – oversight and security: While shooting is in progress at a location, oversee operations and security. Ensure that all signage is in place (so crew can easily find the location, know where to park, etc.) and that security measures are active (e.g. checkpoints or barriers are manned). Implement systems to control access to the set: you might have security guards or location marshals sign people in, check permits, or escort visitors so that only authorized personnel are on site. Be mindful of any special access or disability needs and make accommodations so everyone can do their job (e.g. arranging a ramp for an old building, or ensuring a quiet space for an interview if needed). Monitor for any security breaches or issues (like a member of public wandering onto set, or a fence being cut) and address them immediately, keeping a log of any incidents. If the production needs to move to another location quickly or add an extra filming site, organize that transition – coordinate packing up, transport, and setup at the new spot. Throughout the shoot, keep an eye on location expenditures (like use of consumables or unforeseen fees) so nothing spirals cost-wise. Also supervise the wrap process on a day-to-day basis: make sure that at the end of each filming day equipment is properly packed and stored, and the location is left secure overnight.
Daily coordination and communication: Act as the hub of information on set for all location-related matters. Provide the 2nd AD with accurate, up-to-date details for the daily call sheet (precise addresses, parking info, contact persons, etc.). Communicate call times and any location-specific instructions to your location team and relevant department heads each day. If the crew goes into overtime while at a location, inform the line producer and 1st AD of any overtime caveats (for example, some locations might charge extra fees after a certain hour, or a venue might have a strict closing time). Lead your location team on set, assigning tasks to assistant location managers, unit managers, and location assistants as needed, and make sure everyone is carrying out their duties. Maintain an open line of communication with the location owner (or their representative) while filming – keep them updated on how things are going, inform them of any issues or schedule changes, and ensure their property is being respected throughout the process.
Safety and compliance: Uphold health and safety standards in all location activities. Make sure your team (and the crew at large) follow safety protocols: for example, implementing traffic control plans, using high-visibility vests and cones where required, ensuring cables are safely routed or taped down, and that everyone is aware of emergency procedures. If a location has specific safety rules (like fire restrictions or alarm systems), ensure these are communicated and observed. Lead by example in working safely and encourage a culture of safety on set.
Wrapping and handover: Oversee the final wrap and restoration of each location once filming there is complete. Ensure all equipment and materials are removed and the site is returned to its original condition (or better). This includes supervising cleanup crews, repairing any minor damage, and double-checking that nothing is left behind. Collect all important documents to wrap up the location’s use – such as signed location releases, permits, contracts, and any incident reports – and organize them for production records. After leaving, follow up with location owners: address any complaints, and if there are damages or issues, handle the process of insurance claims or compensation. The goal is to maintain a good relationship so the production company can return in the future and so that you uphold the reputation of the film crew.
Key Skills and Attributes:
Leadership and team management: Ability to lead a team effectively – including strong communication skills to brief your staff and delegate tasks, and the confidence to make decisions and solve problems on the fly. You should be good at mentoring and motivating your team, while also holding them accountable to high standards.
Budgeting and negotiation: Solid skills in budget management – being comfortable with numbers, spreadsheets, and financial planning so you can accurately budget for all location needs and then keep spending under control. You also need excellent negotiation skills for dealing with location owners, government bodies, and suppliers: negotiating location fees, contract terms, and resolving any financial issues that arise, all while maintaining positive relationships.
Logistical planning: Highly organized and strategic in planning. This role demands the ability to juggle multiple locations and complex schedules, anticipating what each site requires and coordinating all those moving parts. You should excel at creating detailed plans (and backup plans) to ensure filming at each location goes smoothly, covering everything from permits and parking to power supply and catering.
Problem-solving: A solutions-focused mindset is critical. When unexpected issues come up – bad weather, a permit that falls through, an unhappy neighbor, or an on-set emergency – you must stay calm, think on your feet, and find a way to fix or work around the problem so that the production can continue with minimal disruption.
Communication and collaboration: Outstanding communication skills are needed to liaise between the film crew, the production office, external parties like councils or police, and the public. You should be able to clearly explain location plans and requirements to crew members and just as clearly discuss concerns or requests with property owners and authorities. Being a team player who can collaborate well with other department heads (like the 1st AD, production manager, art director, etc.) is essential, as locations intersect with almost every aspect of production.
Industry and local knowledge: A broad knowledge of locations (geographically and culturally) and how they serve storytelling. This includes understanding architectural styles, local geography, and possibly some photography skills to present location options effectively. Analytical skills are useful too – being able to quickly assess whether a location meets the script’s needs and the production’s practical constraints. Familiarity with location-related regulations (filming permits, local laws, health & safety requirements) in the areas you’re working is important to avoid legal issues.
Resilience and adaptability: Production schedules can change at a moment’s notice, and long shooting days are the norm. You need stamina and adaptability – the ability to work long or irregular hours, travel between sites, and handle pressure. Stay positive and energetic even when plans shift or challenges arise. A curious, open-minded approach helps: you’re always ready to explore new solutions or adjust strategies to get the best results for the production.
Integrity and professionalism: As the head of department, you set the tone. It’s crucial to be ethical and respectful in all dealings – honor agreements, treat property with care, and be honest with both your team and location owners. Maintain professionalism, whether you’re working with high-profile clients (like a historic property owner) or dealing with complaints from the public. This earns trust and protects both the production’s reputation and your own.