Scout a location by checking it against your creative brief first, then against practical realities: light, access, noise, power, space and permission. Secure it in writing before the shoot day, and confirm whether a permit or insurance is needed for the specific place. The right location is not the prettiest one; it is the one that serves the image and that you can legally and safely use.
Start with the brief
Before visiting anywhere, know what the images must show. A creative brief should name the mood, the subject, the shot list and the channels. Then use the shot list to define what each location must provide, for example a clean wall for product work, a kitchen that reads as lived in, or open space for movement. See the shot types every brand photo library needs for a starting list.
Decide whether a location is needed at all. A studio gives control; a real setting gives context and authenticity. Lifestyle vs studio photography compares the two.
The scouting visit
Visit at the same time of day you plan to shoot, and photograph and video the space as you go.
What to check
| Area | Questions |
|---|---|
| Light | Where does the sun fall, and when? Are there shadows, reflections or mixed colour temperatures? |
| Sound | Traffic, air conditioning, construction, aircraft? Needed if capturing audio |
| Space | Room for crew, equipment, bags, lights and a changing area? |
| Access | Parking, loading, stairs, lifts, doorway widths, route from vehicle to set? |
| Power and facilities | Outlets, toilets, water, shelter in wet weather |
| Backdrop | Signs, logos, artwork or people that will appear in frame and may need clearing |
| Neighbours | Residents, businesses or events affected by your presence |
| Safety | Hazards, crowds, slippery surfaces, heat exposure, working near water |
| Backup | Weather plan and alternative spot nearby |
Take wide, medium and detail photos, note the compass direction, and record rough measurements. Share the set with the photographer and art director.
Permissions: private versus public
Private property
Get the owner’s or manager’s permission in writing. Brisbane City Council notes that no permit is needed for filming or still photography on private property, though you still need the owner’s permission (Brisbane City Council). A short location agreement should cover the date and times, the areas used, what you will and will not move, insurance, damage, payment if any, and how the location may be credited.
Public places and council land
For council-managed places, check the relevant council’s rules. In Brisbane, the council’s page says a permit is needed for filming or photography involving council-managed assets such as parks, roads and footpaths, for student shoots in public areas, for drone flights in public areas, and in some wedding photography cases. It also says some venues, including South Bank Parklands and Roma Street Parkland, are not council-managed, so you must contact them directly. Its listed lead times are at least five working days for low-impact filming that does not restrict public access, and at least a month for larger projects. Requirements can include a certificate of currency for public liability insurance, a site map, a notification letter to residents and businesses, and a risk assessment, with extra requirements for road closures and drones. The page also lists a fee with several exemptions. Check the current page for the fee, exemptions and conditions, since they can change.
Outside Brisbane, Screen Queensland describes a Film-Friendly Councils network of Queensland councils that offer low or no fee filming permits, standardised application forms and a local liaison (Screen Queensland). Each council’s own rules still apply, and state-managed land such as national parks has separate processes that you should check with the relevant authority.
A small, handheld shoot in a public place may not need a permit in many cases, but this depends on the place, the equipment and the impact. If in doubt, ask the council before the shoot rather than during it.
People, property and releases
- Talent releases. Anyone who is recognisable and featured should sign a release covering how the images may be used, in which media and for how long. Get parental or guardian consent for minors.
- Bystanders. Plan framing and signage so that you are not capturing identifiable people who have not agreed to appear.
- Property and branding. Logos, artwork and distinctive buildings in frame can raise trade mark or copyright questions. Remove, cover or avoid them where practical.
- Music and sound. Background music from a venue can also be captured in video and cause rights problems.
- Copyright in the images. Who owns the photographs is a separate question. See who owns AI-generated video for related rights discussion, and agree ownership and licensing terms with your photographer in writing.
This is general information, not legal advice. For anything high-risk, such as sensitive locations or large crews, get advice.
Insurance and safety
Check what your own policies cover, whether the venue or council requires public liability cover and at what level, and whether crew or talent need additional cover. Write a simple risk assessment: hazards, who is responsible for what, and an emergency contact. Brief everyone on the plan before the day.
Secure and confirm
- Choose a first and second option for each setting.
- Get written permission or the permit, and keep copies on set.
- Confirm date, times, access, parking and contacts the week before.
- Send a call sheet with address, map, parking, schedule, weather plan and emergency details.
- Check the forecast the day before and decide on the backup.
- Leave the location as you found it, and thank the owner. It matters for future access.
For editing the results, see photo editing and retouching workflow.
Limits
Council processes, fees and forms change, and different land managers apply different rules. Allow more time than you expect. Weather and access problems are common, so a backup is not optional.
Where Radiance Impact fits
Radiance Impact’s Creative and AI Production division works across brand films, short-form video and visuals, including shoot planning. See the Studio page or contact us to plan a shoot.
Sources
- Filming and photography approval, Brisbane City Council
- Film-Friendly Councils, Screen Queensland
