The Producer’s Checklist: Booking a Location That Won’t Let You Down
In production, details matter—and the location can make or break a shoot. Behind every smooth day on set is a location that’s been thoroughly vetted, prepped, and planned for. From creative fit to logistics, permits to amenities, producers face a long list of hidden challenges when securing the right space. That’s why we created The Producer’s Location Checklist—a comprehensive guide designed to help you avoid common pitfalls and book with confidence. Whether you’re shooting a campaign, a music video, or hosting a branded event, this checklist ensures no critical box goes unchecked.
Ask any seasoned producer and they’ll tell you: the wrong location can sink a shoot before it starts. From hidden costs to logistical nightmares, there’s a lot that can go wrong if the location hasn’t been properly vetted.
At thelocation.agency, we’ve worked with producers around the world, and we know what separates a successful shoot from a stressful one. That’s why we created this Producer’s Location Checklist—a go-to guide to make sure you’ve covered every detail before saying “yes” to a space.
Whether you’re planning a photo shoot, film production, or branded event, this list will help you book with confidence.
✅ 1. Does the Location Match the Creative Brief?
First and foremost, the space needs to support your visual concept or story.
- Does it reflect the right mood or atmosphere?
- Can it be styled or dressed as needed?
- Will it photograph or film well in various light?
Tip: Use a side-by-side comparison of your mood board and location references before you commit.
✅ 2. Are the Logistics Feasible?
Even the most stunning venue can be useless if it’s hard to access or too small for your crew.
- Is there enough space for gear, lighting, talent, and staging areas?
- Are load-in/load-out times practical?
- Is there parking for vehicles, trucks, or client cars?
- How accessible is the location for your entire team (stairs, elevators, terrain)?
✅ 3. What Are the Restrictions or Limitations?
Avoid last-minute surprises by confirming what’s not allowed.
- Are there sound or timing restrictions?
- Can you move furniture or change the decor?
- Are there neighbourhood noise limitations or security concerns?
- Is there a power limit or generator requirement?
Pro Tip: Always ask for a location's “rules list” in writing.
✅ 4. Is the Location Available for Your Full Timeline?
It’s not just about the shoot day. Make sure the space is available for:
- Pre-lighting or setup
- Rehearsals or test shots
- Breaks, meals, or makeup changes
- Wrap-down and final inspections
Pro Tip: Add buffer time in case of delays—especially if you’re filming outdoors.
✅ 5. Are There Amenities On-Site?
Don’t forget the human side of production. It makes a huge difference.
- Bathrooms (and are they clean and functional?)
- A green room or holding area
- Changing spaces or makeup areas
- Kitchen access or catering setup
- Wi-Fi and charging stations
✅ 6. Do You Have the Right Permits & Insurance?
If you’re shooting in public areas or urban zones, this is non-negotiable.
- Have all necessary permits been applied for?
- Is the location insured, or do you need additional coverage?
- Are there city-specific rules for production or events?
Need help? thelocation.agency can help you navigate this.
✅ 7. Is There a Plan B for Weather or Unforeseen Issues?
Especially for outdoor locations, always ask:
- Is there a backup indoor space nearby?
- Can the shoot be rescheduled?
- Are there cancellation fees or weather clauses?
✅ 8. Who Is the Point of Contact On-Site?
Avoid endless calls and confusion. Make sure you know:
- Who will open and close the space?
- Who to contact for issues on the day
- If a representative must be present at all times
✅ 9. What Are the Costs—All of Them?
No producer wants surprise fees.
- Is the rate clear (hourly, half-day, full-day)?
- Are there overtime charges?
- Are utilities, cleaning, or security included?
- Are there extra fees for things like drone access, weekend bookings, or late hours?
✅ 10. Is the Location Agency Supporting You?
Lastly, don’t underestimate the value of working with a hands-on agency.
At thelocation.agency, we help producers:
- Vet and prep locations
- Handle logistics
- Book permits and services
- Stay in close contact throughout the process
You focus on the creative—we’ll make sure the space supports your success.
Conclusion
A good producer always plans ahead. With this checklist in hand, you’ll avoid common pitfalls, protect your project timeline, and give yourself space to actually produce—not just problem-solve.
Looking for a location that’s already been vetted and professionally supported?
Explore our location database or submit your next brief and let us help you find the perfect space!
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