A location scout is where a place that looks right on the recce gets tested against everything a shoot actually needs: power, parking, sound, light, permits, and a signature on the agreement. This is a blank location scout template as an Excel file, with three locations from a sample production, Nightfall, fully scouted and scored.
What's in the template
- Locations — one row per candidate: address, scenes, contact, fee, power, parking, sound issues, light, permit, restrooms, load-in, notes.
- Scout Checklist — the same questions for every location, side by side, ending in a decision. This is the tab that stops you booking a location because it's pretty.
Locations
Scout at the time of day you'll shoot. In the example, the diner's east windows mean strong morning sun — fine for a day scene, a problem for continuity — and the market is only quiet before 10:00, which is why it's scheduled for 07:00.
| Location | Address | Scenes | Contact | Fee / Day | Power | Parking | Sound Issues | Light / Sun | Permit Needed | Restrooms | Load-In | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Marlowe’s Diner | 412 Harbor St | 5, 12, 12A | G. Marlowe (owner) — +1 555 0600 | 1,500 | 200A panel in back; tie-in OK | Lot behind, 12 cars | Walk-in fridge compressor cycles | East windows — morning sun strong | No (private) | Yes, 2 | Rear door, ground level | Closed Mondays — ideal |
| Main Street Market | Main St & 4th | 27 | City film office | 2,200 | Generator required | Street — permit | Very loud 10:00–14:00 | Open, south-facing | Yes — city + stallholders | Public, 1 block | Street, early only | Shoot 07:00–10:00 |
| Rooftop — Carver Bldg | 88 Carver Ave | 31, 33 | Bldg mgmt — +1 555 0601 | 1,800 | Roof outlets 20A only; bring generator | Garage, 6 cars | Quiet after 21:00 | N/A — night | Yes — night work + rain | Lobby level | Freight elevator, 2,500 lb | Safety rail req.; armorer |
Scout checklist
Score every location on the same questions before you compare them. The market comes out “pending permit” and over budget; the rooftop is a yes with two safety conditions.
| Item | Marlowe’s Diner | Main Street Market | Rooftop |
|---|---|---|---|
| Matches the script (look, period, geography) | Yes | Yes | Yes |
| Available on scheduled dates | Yes | Permit pending | Yes |
| Sound acceptable at shoot time | Minor | Only early | Yes |
| Power adequate or generator feasible | Yes | Generator | Generator |
| Parking for crew + trucks | Yes | Permit | Limited |
| Load-in practical for gear | Yes | Street | Freight lift |
| Restrooms / holding area | Yes | Public | Lobby |
| Safety concerns | Hot kitchen | Crowd, stunt | Height, rain |
| Fee within budget | Yes | Over — negotiate | Yes |
| Decision | Book | Pending permit | Book |
How to use it
- One row per candidate location. Visit at the time of day you plan to shoot — light and noise change completely.
- Photograph every direction plus the power panel, the load-in route, and the parking. You will be asked.
- Stand still for two minutes and listen: traffic, HVAC, flight paths, a school bell. Sound is the scout item most often skipped.
- Confirm who signs — the owner, not the manager — and what the fee covers (prep days, overtime, restoration).
- Score each location on the checklist tab before you fall in love with the look.
Common mistakes
- Scouting at the wrong time. A location at 11:00 on a Tuesday tells you nothing about 21:00 on a Saturday.
- Not listening. Two silent minutes on the scout find the compressor, the flight path, the school bell. Sound is the most-skipped item.
- Agreeing with the manager. The owner signs. Confirm who that is before you plan around the place.
- A fee with no scope. Does it include prep, overtime, restoration, the parking lot? Write it down.