Locations
Film Crew Position: Location Coordinator
What does a Location Coordinator do?
What Is a Location Coordinator in Film?
A location coordinator is the logistics engine of a film or TV production's locations department. Working directly under the location manager, the coordinator handles the administrative, regulatory, and logistical backbone that keeps every filming location running smoothly — from the first permit application to the final location wrap report.
While the location manager and location scouts are out finding and securing locations, the location coordinator is in the office (and on the radio) making sure every detail is documented, every permit is filed, every vendor is booked, and every department knows exactly where to be and what to expect when they arrive on location.
Where Does the Location Coordinator Sit in the Department?
The locations department hierarchy on most mid-to-large productions runs as follows:
Location Manager (LM) — Leads the department; accountable to the production manager and director for all location decisions.
Assistant Location Manager (ALM) — Manages specific locations day-to-day during the shoot; often embedded on set.
Location Coordinator — Runs department administration, permits, vendor coordination, and communication from the production office.
Location Scout — Finds and photographs potential locations; reports to the location manager.
Location Assistant / PA — Provides on-the-ground support; entry-level role in the department.
On smaller independent productions, the location coordinator role may be folded into the ALM or even handled by the location manager directly. On network TV and studio features, the coordinator is a distinct, full-time position.
How the Location Coordinator Works with the Production Office
The location coordinator is the primary point of contact between the locations department and the production office. They relay location details — addresses, parking maps, basecamp layouts, and permit numbers — to the production coordinator and 1st AD so daily call sheets reflect accurate location information. They also interface with accounting for location-related check requests, petty cash advances, and vendor invoices.
This cross-departmental communication role makes the location coordinator one of the most relationship-intensive positions on any production. They must keep the director of photography, transportation coordinator, art department, and stunts coordinator aligned on what each location allows, requires, or restricts.
How Saturation.io Supports Location Coordinators
Tracking location expenses across dozens of vendors, permit fees, parking costs, and basecamp rentals is a major administrative burden. Saturation.io gives production teams a centralized platform for budgeting and expense management — so location coordinators can track spend against their location budget line in real time, submit receipts digitally, and keep accounting in the loop without chasing paper. Purpose-built for film and TV, it's the modern alternative to spreadsheets and email chains.
What role does a Location Coordinator play?
Core Duties of a Film Location Coordinator
The location coordinator's workload is administrative-heavy but operationally critical. Their responsibilities span the entire production lifecycle — from pre-production prep through principal photography and into location wrap.
Permit Applications and Film Office Liaison
One of the most time-sensitive responsibilities a location coordinator holds is managing the permitting process. On productions shooting in cities like Los Angeles, New York, Atlanta, or Chicago, permits must be obtained from multiple municipal authorities — the city film office, county agencies, state transportation departments, utility companies, and sometimes federal land management agencies.
The coordinator is responsible for:
Submitting permit applications to city and county film offices (e.g., FilmLA, NYC Mayor's Office of Media and Entertainment)
Tracking permit statuses and expiration dates across all active locations
Ensuring permits specify every production activity that will occur — including stunts, smoke effects, pyrotechnics, prop weapons, and drone operation
Coordinating fire safety officers and police officers required by permit conditions
Filing amendments when shooting plans change
Maintaining a permit binder or digital tracker with all active and completed permits
Missing a permit, or having a permit that doesn't cover the actual activity, can shut down an entire shooting day. The coordinator's attention to detail here is non-negotiable.
Neighbor Notifications and Community Relations
Production companies are often required — by permit condition or by courtesy — to notify residents and businesses near filming locations. The location coordinator drafts, prints, and distributes neighbor notification letters that detail:
Dates and hours of filming
Expected noise levels or light usage (e.g., night shoots)
Temporary parking restrictions or street closures
Production contact information for complaints or questions
Compensation information for affected residents (where applicable)
The coordinator also manages community goodwill — fielding calls from neighbors, escalating complaints to the location manager, and ensuring the production maintains positive relationships that allow for repeat use of locations or referrals.
Parking and Transportation Logistics
Securing parking for cast, crew, base camp, and production vehicles is a logistical puzzle the coordinator solves daily. This involves:
Identifying and negotiating parking lots or street zones near each location
Coordinating with the transportation coordinator on base camp needs (trailers for cast, wardrobe, makeup, catering)
Arranging shuttle routes when base camp is distant from set
Obtaining temporary no-parking orders from the city
Communicating parking information for the daily call sheet
Basecamp Layout and Setup Coordination
The coordinator creates and distributes basecamp maps — annotated diagrams showing where each trailer, generator, catering truck, and production vehicle will be positioned at the location. These maps are shared with the transportation department and posted on the daily call sheet so everyone arrives knowing exactly where to go.
Vendor Coordination and Contracts
Locations departments work with a wide range of vendors: portable toilet companies, generator suppliers, traffic control companies, location equipment rental houses, and property owners. The location coordinator:
Solicits bids and manages vendor relationships
Issues purchase orders in coordination with the production office
Tracks delivery and pickup schedules for equipment
Manages location agreements and property use contracts, ensuring they are signed before production arrives
Submits invoices and check requests to accounting
Location Reports and Documentation
Throughout production, the coordinator maintains a running record of all location-related activity. This includes:
Location reports — Formal records of activity at each location, including crew call times, wrap times, incidents, and damages
Location folders — Complete packages (permit copies, property contact info, maps, safety notes) distributed to key crew
Damage documentation — If a location sustains any damage, the coordinator works with the location manager and production insurance to document and resolve it
Scout Support
When location scouts are actively searching for new locations, the coordinator provides logistical backup — booking hotels for location scouts traveling out of town, processing mileage reimbursements, and organizing photo submissions for the director and production designer's review.
Wrap Coordination
At the end of a location's use, the coordinator oversees wrap logistics: ensuring all location equipment is removed, restoration is completed (if required by the location agreement), security deposits are reclaimed, and final invoices are submitted. The coordinator is often the last point of contact with property owners to sign off on condition reports.
Do you need to go to college to be a Location Coordinator?
Education and Training for Location Coordinators
There is no single required degree for becoming a location coordinator. The role is primarily a skill-based, experience-driven position. That said, certain educational backgrounds and training programs provide a meaningful foundation.
Degree Programs That Help
While not mandatory, the following degrees are commonly held by working location coordinators:
Film Production (BFA or BA) — Provides a broad understanding of production workflow, crew hierarchy, and industry terminology
Production Management — Focuses on the administrative and logistical side of production, directly relevant to the coordinator role
Communications or Media Studies — Useful for understanding the industry landscape
Urban Planning or Geography — Occasionally a background for those drawn to location scouting and site logistics
Business Administration — Helps with vendor management, contracts, and budget tracking responsibilities
Top programs with strong industry placement for production roles include:
USC School of Cinematic Arts (Los Angeles)
NYU Tisch School of the Arts (New York)
AFI Conservatory (Los Angeles)
Georgia State University (Atlanta — growing production hub)
Vancouver Film School (Canada — strong US co-production ties)
The Location PA Path: How Most Coordinators Actually Start
The most common entry point into the locations department is working as a locations production assistant (Location PA). Location PAs are the ground-level crew who handle parking cones, hang permit signs, manage pedestrian flow, and assist ALMs on set. From there, the typical progression is:
Location PA / Location Assistant — Learning the on-set side of locations work
Assistant Location Manager (ALM) — Managing individual locations day-to-day, liaising with crew on set
Location Coordinator — Transitioning to the administrative and logistical coordination role (some people move from PA directly here)
Location Manager — Leading the department and accountable for all location decisions
Some coordinators arrive via the production office — working as production coordinators or production assistants — and transition into the locations department through relationships with location managers who need strong administrative talent.
Location Managers Guild International (LMGI)
The Location Managers Guild International (LMGI) is the primary professional organization for location professionals in the film and television industry. While membership is primarily geared toward location managers and assistant location managers, the LMGI is an important networking resource for coordinators aspiring to move up in the department.
The LMGI offers:
Annual awards recognizing outstanding location work
Educational workshops and industry events
A directory of members used by studios and producers when hiring
Mentorship connections within the locations community
Membership in the LMGI typically requires sponsorship from existing members and a track record of credits in the locations department.
Union Membership: IATSE Locals
Location coordinators on union productions may work under IATSE jurisdiction, depending on the market and the specific production agreement. The relevant locals vary by region:
IATSE Local 480 (New Mexico) — Covers locations department crew on productions in New Mexico
IATSE Local 728 (Studio Electrical Lighting Technicians, Los Angeles) — Some location professionals in LA fall under Local 728 jurisdiction on certain agreements
IATSE Local 399 (Transportation) — Relevant when location and transportation departments overlap in responsibilities
Union membership is typically obtained through a combination of qualifying hours and sponsorship. For coordinators working in major markets, joining the appropriate IATSE local significantly expands job access on studio and network productions.
Key Skills to Develop Before Entering the Field
Coordinators who break in quickly tend to have strong prior experience in:
Administrative work (office coordination, scheduling, filing)
Event production or logistics management
Government or permit processing roles
Project management in any industry
Strong Microsoft Office and Google Workspace skills — especially spreadsheets and shared documents — are table stakes for the role. Familiarity with production management software is an increasingly valuable differentiator.
What skills do you need to be a Location Coordinator?
Skills Required to Work as a Film Location Coordinator
The location coordinator role demands an unusual combination of administrative precision, interpersonal skill, and on-the-fly problem solving. Below is a detailed breakdown of the competencies that define strong performance in the role.
Permit Process Knowledge
Understanding local, county, and state permitting systems is arguably the most specialized skill a location coordinator brings to the job. This includes:
Knowledge of city film office permit applications (FilmLA, NYC MOME, FilmDenver, Georgia Film Office, etc.)
Understanding of what activities require which permits (stunts, explosions, aerial drones, prop weapons, night shoots, street closures)
Familiarity with state film commission processes for productions shooting on public lands
Federal land permitting (Bureau of Land Management, US Forest Service, National Park Service) for productions shooting in national parks or wilderness areas
Insurance certificate requirements that accompany most permits
Location coordinators in major markets (LA, NY, Atlanta) develop deep knowledge of local film offices and build direct relationships with film commission staff — relationships that can expedite approvals and solve last-minute problems.
Budget Tracking and Financial Coordination
The locations department has its own budget lines that the coordinator helps manage in partnership with the location manager. Key competencies include:
Tracking location fees, permit costs, parking costs, and vendor invoices against the approved locations budget
Submitting purchase orders and check requests to the production accountant
Managing petty cash and processing expense reports from ALMs and location assistants
Flagging overage risks to the location manager and production manager early
Reconciling location invoices against actual spend at the end of each location use
Vendor Management
Coordinators work with a large roster of vendors whose services are booked, scheduled, and invoiced through the coordinator's office. Strong vendor management means:
Maintaining a preferred vendor list with reliable contacts for each service category
Getting competitive bids for major expenditures
Clearly communicating call times, pickup times, and logistical requirements
Following up to confirm delivery schedules
Managing vendor disputes or service failures quickly so they don't affect the shooting day
Communication and Cross-Departmental Coordination
The location coordinator sits at the intersection of multiple departments and must communicate clearly and concisely with all of them. This requires:
Daily written communication with the production coordinator for call sheet accuracy
Radio communication with the 1st AD and on-set ALM during shooting days
Written and verbal communication with property owners and neighbors (often non-industry civilians who need patient, clear explanations)
Coordination with the transportation coordinator on base camp positions and shuttle routes
Briefing the DP, art department, and stunts team on what each location permits or restricts
Mapping and Location Software
Modern location coordinators are expected to be proficient with digital tools that help visualize and share location information:
Google Maps and Google Earth — For site overview, directions, and satellite imagery
Scout (SetScouter, Locations Hub, etc.) — Location database and scouting management platforms
Setkeeper / Movie Magic Budgeting — Budget and production management software used by some locations departments
StudioBinder, Celtx, or similar — For accessing call sheets and breakdowns
Digital permit management systems used by some city film offices
Attention to Detail
A permit filed for the wrong date, a neighbor letter with the wrong address, or a basecamp map that doesn't account for a fire lane — these small errors cause large problems on set. Location coordinators must have an obsessive attention to detail across dozens of concurrent tasks.
Problem-Solving Under Pressure
On any shooting day, something will change: a permit gets delayed, a property owner has a last-minute concern, a scheduled parking lot becomes unavailable. The coordinator's ability to solve these problems quickly — without escalating every issue to the location manager — is what separates a good coordinator from a great one.
Organizational Systems
Given the volume of documents, contacts, and schedules a location coordinator manages, strong personal organizational systems are essential:
Shared folder structures for permits, location folders, contracts, and maps
Spreadsheet trackers for permits, vendors, and schedule changes
Contact databases for property owners, permit contacts, and vendors
Email filing systems that allow for rapid retrieval of any document
Interpersonal and Negotiation Skills
Location coordinators regularly negotiate — with property owners over fees or access terms, with vendors over pricing, with permit offices over approval timelines. They also manage conflict — calming upset neighbors, mediating between on-set crew needs and property owner restrictions, and advocating for their department's needs within the broader production hierarchy.
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