What are the most effective ways to communicate with location owners and authorities during pre-production?

Pre-production is a crucial stage in any media production project, especially when it involves shooting on location. You need to secure the right permissions, negotiate the fees and conditions, and establish a good rapport with the owners and authorities of the places you want to use. How can you communicate effectively with them and avoid any misunderstandings or conflicts? Here are some tips to help you.

1 Research your locations

Before you contact anyone, you need to do your homework and find out as much as you can about the locations you are interested in. Use online resources, such as Google Maps, local directories, or location scouting websites, to get an overview of the area, the features, and the potential challenges. Look for contact details, opening hours, and access rules. You may also want to visit the locations in person or send a scout to take photos and videos and assess the suitability and availability.

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2 Contact the owners and authorities

Once you have a shortlist of locations, you need to reach out to the owners and authorities and introduce yourself and your project. Depending on the type of location, you may need to contact private owners, businesses, public institutions, or local governments. Be polite, professional, and respectful. Explain the purpose, scope, and duration of your production, and ask for their permission and cooperation. You may also need to provide them with a written proposal, a location agreement, or a permit application.

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3 Negotiate the terms and fees

After you get a positive response, you need to negotiate the terms and fees for using the location. This may involve discussing the dates, times, crew size, equipment, insurance, security, parking, and other logistics. You also need to agree on the compensation for the owner or authority, which may be a flat fee, a percentage of the revenue, a donation, or a trade-off. Be flexible, fair, and transparent. Don't make promises you can't keep or hide any information that may affect the deal.

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4 Confirm the details and follow up

Before you finalize the agreement, you need to confirm the details and follow up with the owner or authority. Send them a confirmation email or letter, summarizing the main points and attaching the signed contract or permit. Thank them for their support and trust, and express your enthusiasm and gratitude. You may also want to call them or visit them in person to reinforce the relationship and address any questions or concerns. Keep them updated on your progress and any changes that may occur.

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5 Respect the rules and expectations

Finally, when you arrive at the location, you need to respect the rules and expectations of the owner or authority. Follow their instructions and guidelines, and don't cause any damage or disturbance. Be courteous, friendly, and appreciative. Communicate clearly and promptly with them, and inform them of any issues or problems that may arise. Leave the location in the same or better condition than you found it, and thank them again for their cooperation and hospitality.

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Becky Nahm

Award-winning former journalist helping organizations tell their stories, become thought leaders and reach relevant audiences.
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Videographers and I used to joke that besides being video producers, we were also furniture movers. Getting the best shot sometimes takes some room rearranging. Here are two simple tricks to ensure you're leaving locations exactly as you found them. 1. Take pictures! Snap quick shots of the location of furniture, wall art, etc. 2. Use tape or post-its to mark the location of items - like chair and table legs on carpet. Make sure the tape doesn't leave sticky marks.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Tiffany Dearman Sales Coach and Managing Broker

Fractional Director Subdivision Sales Revenue Generator, Sales Strategy Expert for Builders, Realtors, Businesses. Inspirational Speaker Mega Production Team. TV Host-American Dream TV
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Communicate Everything In writing that you can! Videography is so popular and very effective these days… if you have a team of professionals who understand the gaps that need to be filled for the final product to turn out a success! Prepare scripts if needed for the people going on camera. Be clear on what types of personalities/presentation you need. Not everyone is cut out for “commercials” or even comfortable in front of a camera. As the professional make sure you invest as much time and energy in communicating details and preparing people as you do video quality. That will set you apart!

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What are the most effective ways to communicate with location owners and authorities during pre-production?

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2

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5

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1 Research your locations

2 Contact the owners and authorities

3 Negotiate the terms and fees

4 Confirm the details and follow up

5 Respect the rules and expectations

6 Here’s what else to consider

Media Production

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What are the most effective ways to communicate with location owners and authorities during pre-production?

1

2

3

4

5

6

1 Research your locations

2 Contact the owners and authorities

3 Negotiate the terms and fees

4 Confirm the details and follow up

5 Respect the rules and expectations

6 Here’s what else to consider

Media Production

Rate this article

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