Multi location shoots, one honest plan
Pulling off a shoot across several spots sounds exciting until you realize how many moving parts that adds. Parking, permits, sound in a street, changing light, and a tight window for each location can turn a simple video into a scheduling puzzle. I’ve done this with a two person crew and with a full small crew, and the big lesson is the same: fewer last minute surprises means more time making something you’re proud of.
In practice, the biggest pitfalls are understating travel time, assuming the first location will go smoothly, and not building in buffers for the inevitable hiccup. A typical day might include three locations with a total of six to eight hours on the clock. If you miss a 15 minute window early in the day, you compound delays fast and suddenly you’re racing the sun. Realistic planning beats heroic improvisation every time.
The pre production toolkit that keeps you sane
Getting ready to roll across locations boils down to a few core documents and a clear plan. Here are the pieces I rely on most and how to make them practical.
First, a location by location shot list. Don’t just list shots you want; map each shot to a location so you know what you need where. Include a rough time estimate per shot and note any special requirements like a quiet corner for dialogue or a secure place for props.
Second, location scouting notes that actually get used. When you visit a spot, jot down power sources, parking rules, loading zone times, and noise considerations. If you can, take a quick photo and pin it to the shot list. If a location needs a permit, start the paperwork early and attach the permit number to the sheet.
Third, a call sheet that centers the day around spatial realities. List who is where and when, plus a travel plan between spots. Include contact information for the location contact, any talent on set, and a safety plan for weather or other disruptions.
Fourth, a light budget snapshot that covers transport, location fees, and meal costs. You don’t need a fancy spreadsheet to start; a single page with line items and a small buffer goes a long way. If you know the day will end late, plan for dinner or a snack budget for the crew.
Fifth, a compact packing list. For multi-location shoots, a standard kit plus a grab bag per location saves you a drive back to base in the middle of the day. The grab bag should include extra batteries, power adapters, tape, rope, wipes, and a spare small tool kit for quick fixes.
Sixth, a contingency plan for weather or access issues. If a shot collapses due to rain or a location shutting down, know your backup shot and the timing to switch plans without losing momentum.
A quick tip: keep all documents in a single shared folder or a lightweight project workspace. Your team should be able to grab the latest call sheet, shot list, and location notes without hunting through emails.
On set rhythm and smart contingencies
Now you have the plan, the trick is executing it with minimal stress. Start each location with a five minute team huddle. Confirm who is responsible for what and what the critical shots are at that spot.
Time buffers are not optional, they are your friend. Build in 10 to 15 minutes between locations even if you think you can move fast. It pays off when you hit a snag at the first spot and don’t derail the rest of the day.
Keep your gear organized on location. A simple system works: case groups for audio, camera, power, and comfort items. Assign one person to handle return of gear to the vehicle between spots, so you’re not chasing cords and batteries while the crew is waiting.
If sound is a concern, scout for natural rooms and surfaces that reduce echo before you start rolling. Bring a small field kit with extra wind protection and a couple of lavs ready to go. In busy environments you’ll probably tape a quick sound check into the call sheet so you remember to test at each location.
What do you do when a location falls through? Have a backup shot in mind that can be filmed in a nearby spot with minimal setup. If the rain starts, switch to indoor coverage of the same scene, or use a covered area and adjust lighting instead of scrambling for new gear. The key is to keep the action moving so the talent stays engaged and you keep momentum.
Finally, wrap with a clean handoff. Log what was achieved at each location and capture any notes for post production. A short debrief with the crew about what went well and what could be improved saves time on future shoots and helps you fine tune your system.
If you’re juggling multiple locations, a tidy system beats heroic improvisation every time. I’ve seen shoots saved by one simple change: dedicating one crew member to logistics for the day rather than splitting attention between creative and coordination tasks. It might feel slow at times, but it pays off in smoother days and clearer deadlines.
A note on client expectations and storytelling clarity
Multi location shoots often raise questions from clients about why a day costs what it does. Share the plan early and show how each location serves the story you’re telling. A clear shot list and a realistic timeline make the client care about the process as much as the end product. Your goal is to set expectations, not promise miracles. If something doesn’t align, you’re better off catching it now rather than after you’ve wrapped.
In the end the story matters most. A tight plan that respects time and budget lets you focus on crafting visuals that feel intentional rather than tossed together at the last minute. That’s where the magic happens.
If you want more practical tips for your next project, reach out to A List Creative. We love helping teams turn ambitious ideas into scenes that actually work on film and on screen.