The biggest challenges for location scouts (and how to solve them!)

Every industry has its unique challenges—and location scouting is no exception. While advances in technology have streamlined some of the legwork, there are still countless on-the-ground decisions, negotiations, and problem-solving moments that no amount of software can replace. A great location scout is equal parts creative, logistical thinker, and negotiator. In this article, we’re diving into the most common (and often frustrating) challenges location scouts face, and more importantly, how to solve or avoid them entirely with smart planning and clear communication.

Contents

• Navigating legal and permit hermit hurdles
• Balancing creative vision with reality
• Unpredictable weather
• Working with difficult property owners
• Logistics and accessibility for remote environments
• Safety and liability concerns
• Technological challenges
• Time pressure

Navigating legal and permit hermit hurdles

One of the first major challenges for location scouts is dealing with permits and legal red tape. Every city, county, and private property owner can have their own set of regulations, fees, and timelines. Unfortunately a stunning location isn’t useful if you can’t legally shoot there.

Solutions:

• Start the permitting process as early as possible.
• Do your research so you're aware of any zoning or special use restrictions before pitching a location to the production team.
• Creating a personal database of regional permitting requirements can save hours down the line, especially if you're frequently working in the same regions. Read our guide to London filming permission here.
• Keep a location release form template on hand to streamline paperwork and minimise mistakes.
• Don’t forget: building relationships with local film offices can go a long way when you need help in a pinch.

Balancing creative vision with reality

A key part of a scout’s job is translating the director’s vision into a tangible, practical location. Sometimes the creative ideal doesn’t align with what's available (or affordable). Navigating that gap while keeping everyone happy can be tricky.

Solutions:

• Start with a clear understanding of the film’s budget, schedule, and scope.
• Open communication with the director, production designer, and producer is essential so you can offer alternatives and gently push back when needed.
• Look for creative substitutes or "lookalike" alternatives. E.g. Manchester’s Northern Quarter is often used as a stand-in for New York City.
• Use mockups, reference images, or even Photoshop to help visualize compromises.
• Remember you can always propose combining multiple locations to create the illusion of one “perfect” setting.

Unpredictable weather

How you deal with weather can make or break a shoot, especially for exterior locations. One sudden storm, heatwave, or downpour can delay production and blow the budget.

Solutions:

• Monitor local weather patterns and seasonal shifts during early scouting.
• If you're filming in a high-risk area or during a changeable season, always have a Plan B. That could mean scheduling extra shoot days as a buffer or lining up a covered or indoor alternative location. Good weather tracking apps, flexible planning, and backup locations are your best defense against nature's unpredictability.

Working with difficult property owners

First time hosts can be tricky to work with, but the reality is many property owners are unfamiliar with the realities of hosting a film crew. And even seasoned hosts may have specific concerns around disruption, privacy, or damage. If not managed correctly, miscommunication can lead to tension, delays, or even losing the location mid-shoot.

Solutions:

• Set expectations early and clearly. Be transparent and up front about the nature of the shoot, the number of people involved, hours of operation, and potential disruptions.
• Always use a professional location agreement that outlines all terms, including fees, responsibilities, and indemnity clauses. This way you can refer to it if any complaints are raised.
• Offer location fees that reflect the disruption levels, don’t underbid. They’ll be more likely to welcome future shoots.
• After the production wraps, follow up with a thank you and ensure any damages are addressed promptly. It may blossom into a good long-term relationship.

Logistics and accessibility for remote environments

Sometimes the most beautiful locations are the hardest to work in. Remote farm locations, Medieval ruins, or desert landscapes may be visually stunning but lack parking, power, water, or even safe access. If a crew can’t operate efficiently in a space, it may not be worth it—no matter how perfect it looks on camera.

Solutions:

• Always conduct a thorough location recce with key crew members (like the production manager, transportation lead, gaffer etc) to assess logistics.
• Prioritise locations with sufficient parking, access to power and water, and restrooms—or plan for mobile support units (see our mobile welfare units blog post).
• Use drones or 360° cameras to evaluate access routes and obstacles.

Safety and liability concerns

Any location comes with risks, whether it’s an abandoned building with structural issues, wildlife on a remote shoot, or uneven terrain that poses trip hazards. If a crew member gets injured or the production causes damage, the fallout can be serious.

Solutions:

• Ensure all locations are covered under the production's insurance policies before anyone steps on set.
• Do a full safety audit while scouting the location: check for unstable surfaces, limited exits, dangerous materials, and environmental hazards.
• Document and flag any hazards early and communicate them clearly to the production team.
• In some cases, you may need to liaise with local authorities like the fire department or police to ensure safety compliance.

Technological challenges

Virtual scouting tools, satellite maps, and databases like Google Earth have revolutionised the way we scout—but they also come with pitfalls. Data can be lost, online photos can be outdated or misleading, and some spots might look ideal online but are completely unworkable in person.

Solutions:

• Use virtual scouting to your advantage—but don’t rely solely on it, double-check everything in person, even if it looks perfect online.
• Stay up to date with new scouting tools and mobile apps—our scouting apps blog post covers some of the best.
• Keep your files organised and backed up using services like SuperScout, so you're not scrambling for references or losing data mid-project.
• Keep up to date with AI and tech developments in location scouting.

Time pressure

Production schedules can be tight. You may be asked to find the perfect spot with less than 48 hours' notice. In those moments, efficiency and experience are everything.

Solutions:

• Maintain your own private database of pre-vetted, high-quality locations (complete with photos, GPS data, and contact details) so you’re ready to respond quickly.
• Scout with a “must-have” checklist to streamline the decision-making process.
• Be prepared to make fast, informed judgment calls and always keep a couple of backups in your back pocket just in case the first choice falls through.

Final thoughts

Location scouting is both an art and a science. It’s about finding the balance between creative inspiration and logistical practicality, often under pressure. While some challenges are inevitable, the key is preparation, clear communication, and flexibility. Whether you're new to the role or a seasoned scout, these strategies can help you stay ahead of the curve and keep your productions running smoothly.