Your shoot location falls through at the last minute. How will you adapt and find a new setting for filming?

If your shoot location falls through at the last minute, don’t panic. First, reach out to your network and see if anyone has suggestions or knows of any available spaces. Think about unconventional options or local resources that might work. You can also put out a call on social media to see if anyone can help. Once you find a new spot, lock it down quickly and let your team know the updated details. Be ready to tweak your plans to fit the new location and, if you can, check it out beforehand to make sure everything’s set. Keeping a positive attitude will help keep everyone motivated and on track.

Evaluate your options systematically. Begin by assessing any backup locations you might have or can quickly secure. Reach out to your network for recommendations and consider locations similar to your original choice to maintain consistency in your project. Prioritize flexibility in your plans and timelines to accommodate any adjustments. Keep detailed notes on each new location's suitability and logistics. Ensure your team understands the updated plans and is prepared for additional tasks. Maintaining a clear line of communication will help streamline the transition and keep the project on track.

In moments of unexpected challenges, your composure sets the tone for the entire team. By maintaining a calm and focused demeanor, you inspire trust and encourage a collaborative spirit. Additionally, staying calm allows you to think creatively about alternative solutions. Perhaps there’s a nearby location that could serve as a substitute, or you might consider adjusting the script to fit a different setting. Open the floor to suggestions from your team—they might have valuable ideas or resources you hadn’t considered.

Identifica las razones por las que la ubicación original ya no está disponible. Esto te ayudará a entender las restricciones y limitaciones.

Once you’ve identified the critical elements of your original location, focus on practical strategies to secure a suitable alternative. Start by creating a checklist of non-negotiable features and conditions for your project. Contact local venue managers, real estate agents, or location scouts who can offer insights or suggest similar sites. Consider visiting potential locations to assess how well they meet your requirements. If an exact match isn’t available, consider how to adapt or enhance the new site to fit your needs. Be prepared to negotiate terms or make adjustments to ensure the location supports your project’s goals effectively.

As you evaluate the needs of your project, don't just focus on the physical characteristics of the location—also consider the logistical aspects. Think about accessibility for your crew and cast, the availability of power sources for your equipment, and the sound quality of the environment. Additionally, assess how flexible you can be with your schedule and shooting plans. Sometimes, a location may be available at a different time or under specific conditions that could work if you're willing to adjust.

It's all about who you know. Having strong relationships with local contacts, location scouts, and fellow industry professionals can be a lifesaver when a shoot location falls through. A quick call to the right person can often open doors to alternative locations on short notice. Being connected in the industry ensures you always have options, even in last-minute situations.

In Video Production, no footage can be considered done until its final version. Whether it is because the filming location fell or for any other reason, to be in this activity you basically have to have a flexible mind; many things fail at the very last minute and you have to know how to replace them or adapt the script. I once had to film in a football stadium; the game was played between two teams that hated each other and decided to settle their differences by that means. On the shooting day, they told us that the field was not available. We organized the set-up in a public square at 10 PM. It went better than the original (daylight) because it was understood that the game was at night not to be seen by the general public. Wonderful!

Create a checklist of essential elements like lighting, space layout, and accessibility. Arrange quick site visits and take detailed notes or photographs to assess each location's suitability. Communicate clearly with location owners or managers to negotiate terms and secure permits. Consider using digital tools to map out and compare options efficiently. Maintain a log of your scouting results and follow up with any additional questions to streamline the decision-making process. Efficient organization and communication can significantly speed up the location selection process and help you make informed choices that fit your project needs.

Consider how the new location could bring unexpected advantages or inspire new elements in the script. A different setting might offer unique visual opportunities or thematic layers that enhance the story. Engage your director of photography and production designer to explore how the new environment can be used creatively—whether it’s incorporating distinctive features of the space or using lighting to evoke the desired mood. By being open to these possibilities, you not only adapt to the change but potentially elevate the narrative in ways you hadn't initially envisioned.

It's important to create a platform for open dialogue where questions and concerns can be addressed promptly. This could be through a dedicated communication channel, such as a group chat or project management tool, where updates can be shared in real time. Encourage team members to confirm their understanding of the changes and ask for clarification if needed. By fostering an environment of transparency and responsiveness, you not only keep the project on track but also build trust and confidence among your team, ensuring a smoother transition to the new plan.

Locations falling through does happen, and this topic wouldn't be an article if it happened once in a blue moon, so have a plan B! If you were meant to shoot in a coffee shop in St Albans, for example, make sure you've scouted a 30/45 minute radius for other viable locations. They may not be perfect, but they don't have to be, as you shouldn't HAVE to use them. But if they would do the job, and it's the only option, you can still get the production done.