Overview and Objectives

Locating and documenting filming locations is a foundational skill for any production, even when the project carries a title that evokes familiar travel motifs. The question implied by the prompt — where Planes Trains and Christmas Trees was filmed — centers on two core competencies: rigorous location research and disciplined on-site validation. This training plan is designed to equip location managers, scouts, producers, and post-production coordinators with a repeatable framework to uncover, verify, and document real-world shooting sites, even when public documentation is incomplete or dispersed across sources. The objective is to produce a verifiable, audit-ready locations package that supports budgeting, scheduling, and continuity across departments. Because many productions blend real-world settings with controlled environments, the plan emphasizes three pillars: data integrity, logistical feasibility, and creative alignment. Data integrity means cross-checking credits, permits, and public records to confirm the exact sites used for key scenes. Logistical feasibility involves evaluating access windows, traffic and noise constraints, and vendor readiness. Creative alignment ensures that the chosen locations reflect the narrative’s mood, period, and aesthetic while remaining practical from a production standpoint. The training plan provides a step-by-step workflow, practical tips, and concrete checklists to operationalize these pillars. Finally, the framework acknowledges uncertainty. Not all films publish a clean, centralized list of locations. In those cases, the approach combines primary sources (credits, press kits) with diligent secondary research (city permits, film commissions, local media) and robust on-site verification (photography, time-stamped notes, GPS data). The result is a location dossier that stands up to internal reviews and external audits, and that can be reused for future titles with similar scopes or geographies.

Defining the Scope and Key Questions

Before any desk research begins, define the scope in measurable terms. Start with these questions:

• What is the narrative geography implied by the script or treatment (regions, cities, landscapes)?
• Which scenes require specific features (urban streets, snowy parks, train stations, forests, holiday decorations)?
• What is the production window, including pre-light days, principal photography, and pickup shots?
• Are there non-traditional shooting conditions (exteriors with heavy crowd scenes, weather-sensitive scenes, or long tracking shots)?
• What is the acceptable variance for location substitutions (e.g., different city blocks or different seasons) if the primary site is unavailable?

Each answer informs the data collection plan, the scouting priority sequence, and the risk management strategy. Clear objectives also help align stakeholders—producers, line producers, ad directors, and post teams—around a single, auditable locations narrative.

What Constitutes a Location for This Film

In documentation terms, a location is any site where a principal or important scene was filmed, even if a miniature, set extension, or green-screen shot was used. Practically, you’ll capture:

• Site name and address; geographic coordinates if available.
• Controlling entity (production company, location owner, or park authority) and contact details.
• Permitting status (permit type, issuing agency, dates, and conditions).
• Evidence of use (end-credits locations, stills, official press kits, festival programs).
• Operational notes (access windows, parking, power, crew facilities, noise considerations).
• Creative notes (scene summary, time of day, weather cues, seasonality).

This section also outlines a risk register for each location (permits risk, weather risk, access risk) and a contingency plan that scales with project size. The goal is to deliver a robust, auditable locations dossier that supports decisions across departments and seasons.

Phase 1: Research and Data Acquisition

Phase 1 focuses on assembling a comprehensive, verifiable evidence trail of potential shooting locations. The emphasis is on primary sources first, followed by corroborative secondary sources. A structured approach minimizes the risk of misidentification and expedites the transition to on-site validation. The outcomes of Phase 1 are location candidate lists, initial risk profiles, and a preliminary schedule aligned to permitting timelines.

Phase 1.1: Primary Sources — Credits, Press Kits, and Trade Publications

Primary sources provide the backbone for locating real-world sites. Action items include:

• Reviewing end credits and unit production returns to extract location names, city references, and state territories.
• Collecting press kits, lookbooks, and production notes that often specify principal exterior locations and on-location timelines.
• Monitoring industry trades (Variety, The Hollywood Reporter, Deadline) for location-related announcements, set photos, or permit declarations.
• Cross-referencing cast and crew interviews for hints about filming environments and scene settings.

Practical tip: create a spreadsheet with fields for site name, city, state/province, potential scene matches, and confidence score. Use a color-coded system (green = high confidence, yellow = probable, red = uncertain) to prioritize visits.

Phase 1.2: Secondary Sources — Permits, Film Commissions, and Local Media

Secondary sources help verify or correct initial findings. Key steps include:

• Consulting film commission databases for production manifests, location lists, and contact points for permitting offices.
• Reviewing municipal permit records (film permits, street closures, noise waivers) to confirm site viability and legal constraints.
• Searching local newspapers and city council meeting notes for mentions of on-location shoots, restrictions, or community impact concerns.
• Using GIS-enabled tools or mapping platforms to cross-check coordinates against street layouts and landmarks observed in credits or press photos.

Tip: set up a lightweight data pipeline that aggregates sources into a centralized database with attribution, timestamps, and confidence flags. This enables quick updates as new information comes in and supports audits later in the project.

Phase 2: Location Scouting, Validation, and Mapping

Phase 2 moves from desk research to physical verification. The goal is to validate each candidate against narrative needs and practical constraints while creating a geospatial map of viable options. This phase also establishes a collaborative workflow with local authorities and service providers to ensure smooth on-set operations.

Phase 2.1: Geographical Profiling and Visual Verification

Spatial profiling should consider both macro and micro scales. Steps include:

• Plotting candidate sites on a regional map to understand clusters and accessibility patterns (airports, transit hubs, industrial corridors, residential neighborhoods).
• Conducting on-site photography and measurements to assess architectural features, skyline silhouettes, and street rhythm that align with the script’s scenes.
• Capturing time-of-day and weather samples (sun position, typical overcast days, snowfall patterns) to evaluate exterior lighting feasibility and continuity across scenes.
• Documenting acoustic profiles (ambient noise from traffic, trains, or crowds) to determine the need for sound mitigation or re-sequencing of scenes.

Visual verification should be formalized in a location card for each site, including photos, GPS coordinates, and a 360-degree context view. This becomes the primary reference for the scouting team and production designers when making final calls.

Phase 2.2: Legal and Logistical Considerations

On-site validation must address regulatory and practical constraints. Key considerations include:

• Permitting requirements and expiration dates; whether multiple permits are needed for different blocks or days of shoot.
• Access windows, street closures, parking constraints, and proximity to crew facilities.
• Parking, loading zones, power supply, water access, and waste management on location.
• Neighbor relations and community impact statements; contingency plans for protests or local events.
• Health and safety reviews, including emergency access routes and medical facilities nearby.

Tip: create a permit pre-approval memo for each site that documents the expected permit type, issuing agency, lead contact, and any conditional requirements. This accelerates the approval process and reduces back-and-forth during planning.

Phase 3: Documentation, Budgeting, and Scheduling

Phase 3 translates the validated location data into practical budgets and timetables. The phase integrates risk management, cost modeling, and cross-department coordination to deliver a reliable location plan that feeds into the broader production schedule.

Phase 3.1: Cost Models, Permitting, and Time Windows

Develop a location-specific budget that captures direct and indirect costs. Components include:

• Permitting fees, police/traffic control, street closures, and insurance premiums.
• Location fees or rental costs for exterior spaces, hoarding, and set dressing constraints.
• Travel, accommodations, and per diem for scouting teams visiting multiple sites.
• Contingency allocations for weather delays, permit denials, or last-minute site substitutions (typically 5-15%).
• Time-window planning to maximize daylight shots while minimizing idle crew days.

Tip: model three budget scenarios (optimistic, baseline, pessimistic) to provide decision-makers with clear trade-offs between location quality and cost risk.

Phase 3.2: Scheduling and Interdepartmental Coordination

A robust schedule aligns with camera teams, production design, and transport. Action steps:

• Develop a master location calendar with shoot blocks, build days, and wrap strategies.
• Coordinate with art direction for set dressing and with electrical for power provisioning; schedule weather-related backups.
• Establish a per-location communications plan, including contact lists, escalation paths, and approval gates.
• Incorporate remote scouting feedback into the main plan to reduce rework at later stages.

Practical tip: use a location-specific dashboard that tracks permit status, weather forecasts, and crew availability. This dashboard should be accessible to all stakeholders and updated in real time during planning cycles.

Phase 4: On-Set Protocols and Continuity for Locations

Phase 4 focuses on execution reliability: how to manage on-location shoots so the final product maintains coherence across scenes and geographies. It also covers documentation handoffs to post-production teams.

Phase 4.1: On-Set Protocols for Location Shooting

Clear protocols reduce miscommunication and protect schedules. Key practices include:

• Designated location captains and point-of-contact lists for each site.
• Standard operating procedures for entry/exit, vehicle movement, and pedestrian safety during road closures.
• Photographic and video documentation standards (shots per location, reference frames, and shot notes).
• Weather contingency rollouts and alternate shot plans to minimize downtime due to weather variability.

Note: continuity sheets should tie each shot to a specific location card, ensuring consistency when scenes move between exteriors and interiors or alternate locations are substituted.

Phase 4.2: Deliverables and Post-Production Handovers

Deliverables should be standardized and accessible to post teams. Include:

• Location dossier with maps, photos, coordinates, and permit copies.
• Shot lists by location with timestamps and corresponding location card IDs.
• Geotagged media catalogs for easier retrieval during editing and VFX planning.
• Post-visit reports summarizing challenges and recommendations for future bookings or substitutions.

Best practice: maintain an auditable trail of all decisions, including rejected sites and the rationale, to aid future project reviews and legal compliance.

Case Study: Hypothetical Filming Location Plan for Planes, Trains and Christmas Trees

This case study creates a practical template for applying the framework to a fictional production with a similar travel-and-holiday motif. It demonstrates how to translate abstract concepts into actionable steps, even when the film’s public-location footprint is not exhaustively documented.

Situation Brief

A mid-budget holiday comedy follows two leads moving through a cross-country sequence that alternates between urban cityscapes and snowy, rural enclosures. The script references a major city transit hub, a bustling market district, a small-town square, and a mountainous landscape with pine forests. The production window spans late November through early January, with heavy emphasis on evening exteriors and snow-assisted tonalities.

Location Selection and Validation

Using Phase 1 and Phase 2 methods, the team identifies three primary geographic clusters: a metropolitan hub for transit and urban energy; a mid-sized town for market and square scenes; and a mountainous region with pine forests for scenic exteriors. Each site receives a location card with coordinates, permits status, cost estimates, and a go/no-go rating. The team also develops a contingency map with alternate urban blocks and a backup mountain locale in case of weather delays.

Practical Tools, Checklists, and Risk Management

To operationalize this training plan, use the following tools and checklists. They streamline workflows, improve accuracy, and support cross-team collaboration.

• Location Candidate Tracker: a dynamic spreadsheet with status, confidence, and sources.
• Location Card Template: standardized fields for site data, permits, contacts, and risk flags.
• Permit Calendar: a shared calendar reflecting permit expiry, expiration buffers, and renewal steps.
• Budget Worksheet: location-specific cost centers with scenario modeling (best, baseline, worst).
• On-Set Protocol Document: roles, access rules, safety obligations, and emergency contacts.

Recommended tools include GIS mapping, drone-assisted site reconnaissance where permitted, and a photo-log system that timestamps and geotags imagery for precise verification.

10 FAQs

1. How do I identify the exact filming locations for a film with a vague public record?

Start with credits and credits lists, then cross-check with press kits, official social channels, and film commission databases. Look for street names, landmarks, or distinctive architecture that match the described scenes. Verify through on-site visits or reliable secondhand sources before locking a location.

2. What sources should I prioritize for primary location data?

Prioritize end credits, production notes, official press kits, and verified cast/crew interviews. These sources often reveal direct references to locations and shooting windows that other sources may not disclose.

3. How can I verify locations without direct film permits?

Use corroborating evidence: public permits, local news articles about shoots, and municipal permit databases. If permits are not publicly visible, contact the city film office or the production’s legal liaison to request confirmation or a non-disclosure-compliant summary.

4. What is the best way to document location data for post-production?

Maintain a centralized location dossier with: location cards, high-resolution photos, GPS coordinates, time-of-day references, and permits. Link each shot list item to its corresponding location card to preserve traceability during editing and VFX integration.

5. How do I handle seasonal variability (snow, rain, etc.) when planning exteriors?

Develop multi-season contingency plans and record historical weather patterns for candidate sites. Schedule flexible shoot blocks and stock-based alternatives to maintain continuity even if weather deviates from expectations.

6. What is the role of film commissions in locating sites?

Film commissions provide access to location databases, permit guidance, and local contacts. They often help negotiate rate cards and coordinate with police and municipality services, reducing friction during approvals.

7. How should I structure the location budget for a cross-country shoot?

Break out costs by location, including permits, liability insurance, police control, parking, power, and crafts for set dressing. Add a contingency buffer (5-15%) for weather and permit delays, then run three scenarios to compare ROI and risk.

8. How can I ensure continuity across different locations?

Maintain detailed continuity sheets that map scenes to location cards, time stamps, and environmental notes. Use shared reference images and a color-coded shot log to ensure visual and narrative consistency across exteriors and interiors.

9. What are common pitfalls in location scouting for a film about travel and holidays?

Overreliance on iconic sites without verifying accessibility, underestimating permit complexity, and neglecting community impact in busy districts. Address these with early permit scoping, community outreach, and flexible scheduling.

10. How do I transition from scouting to production quickly if locations change?

Maintain modular location cards with quick-decision criteria and clearly defined substitution thresholds. Pre-approve alternates and keep a quick-access digital repository so the team can pivot with minimal disruption.