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Location Scouting and Permits SOP

Purpose

The purpose of this Standard Operating Procedure (SOP) is to outline the process for identifying, securing, and obtaining necessary permits for filming locations at F7 Studios. This SOP ensures that all locations meet project requirements, align with the creative vision, and comply with legal and safety standards.

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1. Initial Location Scouting Preparation

  1. Define Location Requirements

    • The Producer and Director will collaborate to determine the specific requirements for each location based on the script and creative direction.

    • Requirements may include type of setting, specific features (e.g., urban, rural, natural scenery), size, accessibility, and any other unique elements essential to the production.

  2. Budget Allocation

    • The Financial Analyst will establish a budget for location scouting, rentals, and permits, including a contingency for unforeseen costs.

    • The budget must be reviewed and approved by the CFO and communicated to the location scouting team.

  3. Location Scouting Team Assignment

    • The Producer will assign a Location Scout or a designated team responsible for scouting, documenting, and securing potential locations. The team should be briefed on the project’s requirements and budget constraints.

 

2. Scouting and Evaluating Potential Locations

  1. Initial Research and Shortlisting

    • The Location Scout will conduct initial research to identify suitable locations, using resources such as location databases, agency contacts, and local government listings.

    • Based on the defined criteria, a shortlist of potential locations will be created, prioritizing options that are within budget and logistically feasible.

  2. On-Site Visits and Documentation

    • The Location Scout will schedule on-site visits to each shortlisted location to assess its suitability in person. During each visit, they will:

      • Take photographs and videos of the location from multiple angles.

      • Document key details, such as dimensions, lighting conditions, accessibility, parking, and amenities.

      • Assess any potential safety concerns or logistical challenges (e.g., noise, access limitations, proximity to amenities).

    • Each location will be scored and recorded in a Location Scouting Report to aid in comparison and final selection.

  3. Creative and Technical Review

    • The Location Scouting Report will be shared with the Director, Producer, and key team members, such as the Director of Photography, to ensure the locations meet both creative and technical requirements.

    • The team will provide feedback, and if necessary, additional locations will be scouted until a final selection is reached.

 

3. Location Selection and Approval

  1. Final Selection Process

    • The Producer, Director, and Location Scout will review the top-scoring locations and select the best option(s) based on creative alignment, budget, and logistical feasibility.

    • A Location Approval Form will be completed, including estimated costs, project alignment, and any required modifications or arrangements (e.g., set dressing, temporary structures).

  2. Executive Approval

    • For locations with higher rental fees or special requirements, the CFO and CEO will review the Location Approval Form and confirm the final decision.

    • Once approved, the Location Scout will proceed with securing permits and finalizing rental agreements.

 

4. Permit Acquisition

  1. Identify Permit Requirements

    • The Location Scout will identify necessary permits based on the location’s jurisdiction and the activities planned (e.g., street closures, drone usage, special effects).

    • Contact local authorities, city councils, or property owners to confirm permit requirements, deadlines, and fees.

  2. Permit Application Process

    • Complete all required permit applications, ensuring all relevant details are included (shoot dates, expected crew size, special equipment, etc.).

    • Submit applications within the required timeframe to avoid delays, ideally 30 days in advance of the shoot date when possible.

    • The Producer will be responsible for covering fees and ensuring that all payment deadlines are met.

  3. Insurance and Liability Coverage

    • F7 Studios’ Insurance Coordinator will ensure that the proper insurance policies are in place for each location, meeting any minimum coverage requirements stipulated by the permitting authority.

    • Certificates of Insurance (COI) will be issued to location owners and government entities as required, detailing liability and coverage amounts.

 

5. Finalizing Location Contracts and Agreements

  1. Contract Review and Negotiation

    • The Location Scout will negotiate terms with property owners or representatives, including rental fees, hours of access, and specific usage terms.

    • All contracts must be reviewed by the Legal Department to ensure compliance with F7 Studios’ requirements and that terms are favorable to the company.

  2. Contract Signing and Documentation

    • Once terms are agreed upon, both the authorized representative from F7 Studios and the property owner will sign the contract.

    • Copies of signed contracts, permits, and insurance certificates will be stored in F7 Studios’ Document Management System for easy access and record-keeping.

  3. Payment and Deposit Management

    • The Financial Analyst will arrange for payments as outlined in the contract, including any deposits required to secure the location.

    • All payments will be tracked, and receipts will be filed along with other location documentation.

 

6. Pre-Shoot Location Preparation

  1. Pre-Production Site Visit

    • The Location Scout and Producer will schedule a final pre-shoot visit to ensure the location is ready for production. This visit will include key team members, such as the Director, Production Designer, and Director of Photography.

    • During the visit, the team will finalize logistics, confirm set-up plans, and verify that any necessary modifications or preparations have been made.

  2. Logistics and Setup Plan

    • The Producer will develop a detailed logistics plan, covering:

      • Parking arrangements for crew vehicles.

      • Equipment drop-off and setup areas.

      • Crew check-in points and designated staging areas.

    • Safety protocols will also be established, including emergency procedures and designated exits.

  3. Communication with Local Authorities and Property Owners

    • The Location Scout will notify local authorities and property owners of the final shoot schedule and any special requirements.

    • Contact information for key personnel (e.g., Producer, Safety Officer) will be provided to property owners or authorities for easy communication during production.

 

7. Post-Shoot Wrap-Up

  1. Location Clean-Up and Restoration

    • The Production Team is responsible for restoring the location to its original condition as per the contract agreement.

    • A final walkthrough with the property owner or representative will be conducted to ensure the location meets all exit requirements, with photos taken to document the condition of the site.

  2. Post-Shoot Follow-Up and Feedback

    • The Location Scout will follow up with property owners or representatives to thank them and address any remaining concerns.

    • Feedback from the location owner and any crew notes regarding the location will be documented for future reference.

  3. Final Payments and Document Archiving

    • Any final payments or deposits will be processed by the Financial Analyst.

    • All documentation related to the location, including permits, contracts, receipts, and reports, will be archived in F7 Studios’ Document Management System.

 

8. Lessons Learned and Continuous Improvement

  1. Location Review and Evaluation

    • Following the project, the Producer and Location Scout will conduct an evaluation of the location selection process, assessing aspects such as cost-effectiveness, suitability, and logistical ease.

    • Notes from this review will be documented to inform future location scouting.

  2. Update Location Database

    • Suitable and successful locations will be added to F7 Studios’ Location Database with notes on suitability, pricing, and logistics to streamline future productions.

  3. Process Improvement Meeting

    • The Producer, Location Scout, and CFO will meet quarterly to discuss insights from recent productions, identify any areas for improvement, and update the Location Scouting and Permits SOP as needed.

 

Approval and Revision History

  • Effective Date: Jan 1 2025

  • Approved by: CFO, CEO F7 Studios | President - F7Media,

  • Last Reviewed: April 2 2025

 

This Location Scouting and Permits SOP ensures that F7 Studios systematically selects and secures locations that meet creative needs and comply with all legal and safety requirements, supporting a smooth and efficient production process.

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