Supervising location manager/head of location department/location manager skills
Supervising location manager/head of location department/location manager skills
Overview of the role
On larger productions, in High-end TV, scripted film and drama, the head of the location department will be the supervising location manager (overseeing multiple location managers), while on smaller productions it will be the location manager. As head of department, they are likely to have a creative input into location selection, forecast and manage budgets for the entire department and recruit and manage the location department team.
In addition, they will be responsible for assessing potential locations, negotiating contracts with location owners and obtaining any official permits or permissions that are required. During the shoot they may manage the security and protection of locations and the logistics associated with their use, as well as controlling supplies and expenditure for those locations. On wrap they may oversee the delivery of locations back to location owners. The supervising location manager will oversee the whole department but is likely to delegate some of these responsibilities to their location managers, assistant location managers and team.
These core responsibilities are provided as a guide and are not exhaustive. The exact responsibilities on a particular production will vary depending on the scale and budget band.
Have extensive knowledge of architecture, geography and photography skills to present location appropriate options for the script and budget
Make creative input and suggestions and source location possibilities and choices
Manage the expectations of the creative team about location uses and parameters
Calculate costs and produce financial resourcing projections and initial budgets for location department activity
Allocate responsibility for monitoring and controlling expenditure and producing expenditure reports
Inform department members about available budget, spending procedures and variation approval
Authorise expenditure against budget, signing off purchase orders and quotes
Report progress against budget to production department, discussing any variations with production accountants and recording agreed actions
Identify and agree location department crew levels and dates they are required
Interview and select suitable, available location department team and crew
Allocate location roles and responsibilities
Monitor and store contracts, timesheets and overtime
Take mitigating action to pre-empt issues that will affect production
Read and breakdown scripts
Research possible locations that meet creative needs
Work closely with designer and director
Work with producers to ensure potential locations are practical and work within production limitations and budget, including distance, overnights and budget
Scout locations to be considered, taking photographs, videos and detailed notes
Identify required permissions, licences and any logistical or other issues with locations
Negotiate hire fees and identify costs associated with each location
Arrange for designers and directors to recce locations
Arrange tech recce pack and schedule, in consultation with first assistant director when appropriate
Assess the impact of each department’s requirements on locations and budget
Assess traffic management requirements, environmental implications and locations with specific needs, including sites of special scientific interest (SSSI) and historic properties
Agree the use of locations, terms, conditions and any changes to locations with owners and help prepare contracts for their use
Check insurance, risk assessments and signed contracts are in place
Organise parking facilities for technical vehicles, equipment, unit bases, cast, crew and suppliers
Liaise with local residents, organising resident meetings and consultations when needed
Confirm nature and schedule of filming with local authority, police and local residents and businesses and obtain permission for any parking suspensions or road closures
Organise location security, signage and barriers
Ascertain location department needs from scripts
Produce and distribute a full intentions document, scheduling all required activity and equipment
Check equipment, people and facilities are in place to match schedule requirements
Develop contingency plans to deal with issues, including environment and non-availability
Collaborate with own and other departments to check requirements, update plans and communicate changes to scheduled activities
Confirm details for call sheets with second assistant directors and production coordinators
Create and securely store health and safety files and other certifications and production information to distribute to locations
Plan day’s shoot with first assistant directors, advising them of any location date or time restrictions they may need when developing shooting schedules
Provide specific requirements and access for those with differing needs
Allocate, monitor and record expenditure for own locations against budget, anticipating areas of potential overspend
Reconcile budgets for work undertaken at locations upon completion
Identify resources required for each stage
Obtain tenders, estimates or quotations and select and contract with suppliers of resources, facilities and technical services that meet cost and quality requirements
Make sure materials and equipment, including those that are fragile, valuable or potentially dangerous, are stored in safe, secure locations
Obtain reports for lost, damaged or stolen equipment
Work with unit managers to identify locations for unit bases that are suitable for logistics and vehicle number and size
Work with unit managers to identify suppliers to set up unit base
Discuss costume and make-up requirements for crowd bases with assistant directors, costume and make-up departments, and set them up or order them
Liaise with transport and facilities about movement of department’s materials and equipment
Make sure security signs are in position and locations are secure
Oversee systems to control access and escort visitors
Provide for access or special needs requirements
Monitor and record breaches in security
Organise moves to other locations
Pack and return equipment and materials after use
Wrap locations so that they and any contents are protected
Identify and report any damage to locations
Provide second assistant director with information for daily call sheets
Communicate daily call times to relevant people and departments
Communicate the overtime caveats to line producers and first assistant directors when overtime starts
Coordinate location department team or crew on set
Maintain line of dialogue with location owner about any developments or changes
Work in line with health and safety practice for all aspects of own role
Collect and copy signed contracts, location releases and other legal documents
Reinstate locations to their former condition
Follow up with location owners, dealing with any complaints or insurance claims
Skills
Check out role specific skills, transferable skills and attributes for the role of supervising location manager.
Identifying and assessing locations against production and script requirements
Planning and implementing logistics for equipment and people
Managing the security of locations
Creating, managing and storing documentation, including contracts, permissions, clearances, insurance reports, security reports, movement orders, equipment lists, location plans, certificates and insurance of crew members and risk assessments
Communication: interpreting other’s requirements of locations and communicating location department requirements to staff and colleagues
Teamworking: collaboration within own and with other departments
Research and analysis: finding locations that meet production requirements
Negotiation agreeing location conditions of use and costs with location owners and contract terms with staff and suppliers
Managing costs: forecasting and managing location department budgets
Planning: planning practical requirements for locations to meet production needs
Problem-solving: contingency planning and resolving issues with locations so that productions remain on schedule
Management and leadership: securing resources and managing crew and suppliers of the location department during production
Resilience, enthusiasm and curiosity: adapts positively to changing work priorities and patterns, ensuring deadlines continue to be met. Proactive and explores new ideas and non-standard ways of working which will enhance and deliver the best results for the production
Productivity: organises work effectively and achieves required results within deadlines. Demonstrates the drive and energy to get things done in pressurised situations and escalates appropriately when necessary
Ethics and integrity: honest and principled in all their actions and interactions. Respectful and inclusive of others, and meets the ethical requirements of their profession
Flexibility: willing to both listen and learn and to accept changing priorities and working requirements and has the flexibility to maintain high standards in a changing production environment
