HOW TO CREATE A FILM LOCATION INFORMATION PACKET

If you want to make your home, business, farm, venue or other property available for film and photography productions, good photos are only part of the equation.

Location scouts and producers also need practical information.

A simple film location information packet gives production teams the essential details they need to quickly determine whether your property could work for a commercial, film, television production or photo shoot.

It doesn't need to be fancy. It needs to be accurate, organized and easy to scan.

WHAT IS A FILM LOCATION INFORMATION PACKET?

Think of it as a quick reference guide to your property.

It combines photographs with the practical information a location scout or producer needs when evaluating a potential filming location.

A good packet should answer two basic questions:

Does this property look right?

And just as importantly:

Can we actually shoot here?

A beautiful location that can't accommodate the logistics of a production may not ultimately be usable.

START WITH THE BASICS

At the beginning of your packet, include the property's basic information:

  • Property name, if applicable

  • General location

  • Property type

  • Approximate square footage

  • Lot or acreage

  • Number of floors

  • Year or architectural era, if relevant

  • General architectural style

  • Primary contact

  • Email

  • Phone number

For publicly distributed materials, you may choose to provide only the general Nashville neighborhood or area rather than publishing the property's full street address.

The exact address can be provided directly to verified productions when necessary.

INCLUDE STRONG LOCATION PHOTOS

Photos are usually the first thing a location scout will evaluate.

Include clear, current photographs of the property's most useful spaces.

For a residence, that might include:

  • Front exterior

  • Rear exterior

  • Entry

  • Living room

  • Kitchen

  • Dining room

  • Bedrooms

  • Bathrooms

  • Hallways

  • Staircases

  • Garage

  • Basement

  • Porch or patio

  • Yard

  • Driveway

  • Views from the property

For commercial properties, also document storefronts, entrances, dining areas, offices, hallways, bathrooms, loading areas and other spaces that may be useful to production.

Wide photographs are particularly helpful because scouts need to understand the entire space, not just its prettiest corner.

For more guidance, see How to Photograph Your Property for Location Scouts.

SHOW MORE THAN THE HERO SHOTS

A common mistake is creating a packet that looks like a real estate listing.

Production teams need different information than potential homebuyers.

In addition to polished wide shots, include practical photographs showing:

  • Doorways

  • Hallways

  • Ceiling heights

  • Windows

  • Staircases

  • Driveways

  • Side yards

  • Garages

  • Parking areas

  • Access points

  • Exterior space around the building

A location scout may be just as interested in the width of your driveway as the marble countertop in your kitchen.

INCLUDE ROOM DIMENSIONS

Exact architectural plans aren't necessary for every property, but approximate dimensions of major spaces can be extremely useful.

Consider including dimensions for:

  • Living rooms

  • Kitchens

  • Primary bedrooms

  • Large commercial spaces

  • Garages

  • Porches

  • Patios

  • Other frequently requested areas

Ceiling height can also be helpful, particularly for interior filming where lighting equipment may need to be positioned overhead.

If you have an existing floor plan, include it.

DOCUMENT ACCESS

Explain how production can physically access the property.

Useful information might include:

  • Number of entrances

  • Ground-floor access

  • Stairs

  • Elevators

  • Loading areas

  • Garage access

  • Gate dimensions

  • Driveway width

  • Accessibility considerations

  • Restrictions on certain entrances

Productions frequently move large cases, lighting equipment, carts and other gear throughout a location. Easy access can make a property considerably more production-friendly.

EXPLAIN THE PARKING SITUATION

Parking is one of the first logistical questions a location professional may ask.

Include information about:

  • Driveway capacity

  • On-site parking

  • Street parking

  • Nearby parking lots

  • Truck access

  • Loading areas

  • Restrictions

  • HOA or neighborhood parking rules

Don't exaggerate.

If your driveway comfortably holds four cars, don't advertise parking for ten because someone once managed it during Thanksgiving.

Productions need realistic information to plan properly.

IDENTIFY POSSIBLE PRODUCTION SUPPORT AREAS

The space appearing on camera isn't the only space production needs.

A crew may also need areas for:

  • Hair and makeup

  • Wardrobe

  • Talent holding

  • Client and agency

  • Catering

  • Equipment storage

  • Production office

  • Crew holding

A spare bedroom, finished basement, garage, guest house or separate building can significantly increase a property's usefulness.

Include photographs and descriptions of these spaces as well.

INCLUDE POWER INFORMATION

If you know your property's electrical information, include it.

Depending on the location, that might include:

  • Electrical service

  • Breaker panel location

  • Exterior outlets

  • Garage power

  • Available higher-capacity service

  • Generator access

Don't guess at electrical specifications. If you're unsure, simply state that electrical details can be confirmed during a technical scout.

NOTE RESTROOM AVAILABILITY

Include the number and location of bathrooms that could potentially be available to production.

For larger shoots, the production may choose or be required to bring portable restroom facilities instead.

INCLUDE IMPORTANT PROPERTY RULES

It's better to establish obvious restrictions early than discover a conflict after a production becomes interested.

Examples might include:

  • No smoking

  • No open flame

  • No roof access

  • No shoes in certain areas

  • No moving specific artwork

  • Restricted rooms

  • Landscaping restrictions

  • Noise limitations

  • Pet considerations

  • HOA requirements

Keep this section focused on restrictions that materially affect whether a production can use the property.

Smaller rules can be addressed later in the location agreement.

NOTE NEIGHBORHOOD CONSIDERATIONS

For residential locations, include anything production should know about the surrounding area.

This might include:

  • Close neighboring homes

  • HOA restrictions

  • Private roads

  • Shared driveways

  • Limited street parking

  • Noise sensitivity

  • School zones

  • Gated access

You don't need to solve every potential issue in the information packet. The goal is to identify conditions a location manager may need to investigate.

INCLUDE FILMING HISTORY

If your property has previously hosted professional productions, mention it.

You might include:

  • Type of production

  • Approximate crew size

  • Areas used

  • General scale of the shoot

Avoid sharing confidential client or project information unless you have permission.

A history of successfully hosting productions can help demonstrate that a property is production-friendly.

SHOULD YOU INCLUDE YOUR LOCATION RATE?

You can, but you don't have to.

Location fees can vary significantly depending on the production's size, hours, intended use and impact on the property.

Instead of publishing one fixed rate, many owners prefer language such as:

Location fees are determined based on production scope, crew size, hours and property usage.

That gives you flexibility to evaluate each project individually.

Read What Location Fees Actually Cover for more information.

KEEP THE PACKET CURRENT

Your location packet should reflect what the property looks like now.

Update it when you:

  • Renovate

  • Repaint

  • Replace major furniture

  • Change landscaping

  • Build an addition

  • Add or remove structures

  • Significantly change parking or access

A scout should never arrive expecting a white kitchen only to discover that it became a dark green kitchen two years ago.

Current information saves everyone time.

WHAT FORMAT SHOULD YOU USE?

Keep it simple.

A clean PDF or digital presentation is usually enough. You can also maintain an online gallery or webpage that is easy to share by link.

Organize the packet logically:

Property Overview → Photos → Dimensions / Floor Plan → Access → Parking → Production Support → Restrictions → Contact Information

Avoid elaborate graphics that compete with the property photographs.

Location professionals are evaluating the location, not your graphic-design skills.

A SIMPLE LOCATION PACKET CHECKLIST

Before sharing your property with location scouts or production companies, make sure you have:

  • Current wide photographs

  • Exterior photographs

  • Basic property description

  • Approximate dimensions

  • Floor plan, if available

  • Access information

  • Parking information

  • Production support areas

  • Bathroom information

  • Power information, if known

  • Property restrictions

  • Neighborhood considerations

  • Production history, if applicable

  • Contact information

The easier you make it for someone to evaluate your property, the easier it is for them to determine whether it belongs on a scout presentation.

THE BOTTOM LINE

A good film location information packet doesn't need to sell your property.

It needs to accurately explain it.

Location scouts and producers are looking for both creative fit and logistical feasibility. Give them clear photographs, accurate information and an honest understanding of how production could operate at the property.

If your location works for the project, a well-organized packet makes it much easier for a scout to recognize that quickly—and put it in front of the right people.

Nashville Location Company provides location scouting, location management and location consulting for film, photography and commercial productions throughout Nashville and Middle Tennessee.