How to Plan a Multi-City Video Shoot

Coordinating a multi-city video shoot can open up new creative possibilities, offer broader storytelling opportunities, and allow your brand to reach local audiences in multiple markets. But this scale brings real complexity—tight timelines, shifting logistics, inconsistent crews, and budget creep are common challenges. Without a detailed game plan, things can fall apart quickly.

At Get Camera Crew, we’ve worked with brands like Amazon, Kaspersky, Alcon, and Wooshi to deliver high-quality productions across multiple locations; on time and on brand. Here’s how we help streamline the process from planning to post.

Pre-Production Planning Essentials

Scouting and Permits

Every city has its own film regulations, permit processes, and location restrictions. Partnering with local location scouts can help you understand what’s legally and logistically feasible. Local experts also give valuable insight into neighborhoods, traffic patterns, lighting conditions, and shoot-friendly times.

Budget Allocation

Plan ahead for:

• Travel (flights, ground transport, baggage fees)
• Accommodations for crew and talent
• Equipment rental vs. transportation
• Local crew day rates and per diems
• Permit fees, insurance, and contingency buffers

A multi-city shoot often means piecing together multiple micro-budgets, each tailored to that city’s market rates.

Scheduling with Flexibility

Build in buffer days between shoot locations. Flight delays, weather conditions, and location availability can all shift timelines. A tight schedule might look efficient on paper, but it creates stress and risk. Space things out to leave time for troubleshooting and rest.

Also read: How to Choose a Video Production Company in 2025

Logistics and Location Management

Transporting Equipment or Renting Locally

When you’re moving between cities (or countries), decide early whether to:

• Ship gear between locations with a courier service
• Fly with equipment (and account for baggage size/weight)
• Rent locally to reduce transport hassle

International shoots may also require customs paperwork and temporary import/export documentation (like a carnet). Don’t leave this to the last minute.

Working with Local Teams

Hiring regional fixers or local production managers is one of the smartest moves you can make. They speak the language, know the area, and can secure last-minute gear or permits. They also understand cultural norms and etiquette, which helps smooth interactions with property owners, talent, and authorities.

Call Sheets and Planning Documents

For each city, create clear call sheets that include:

• Location address and parking details
• Local crew names and contact info
• Shooting schedule and scene breakdowns
• Emergency contacts
• Weather forecasts

Keeping these consistent across cities avoids confusion and ensures continuity.

Use of Project Management Tools

Platforms like StudioBinder and Filmustage are ideal for centralizing production info. Cloud-based collaboration lets your team access call sheets, shooting schedules, location photos, and crew lists from anywhere. It’s also easier to manage changes on the fly.

On-Set Coordination and Crew Communication

Setting Up Communication

Don’t assume everyone is on the same page. Use:

• Shared WhatsApp or Slack groups for quick comms
• Radio sets or walkie-talkies for larger sets
• Scheduled check-ins or briefings at start of day

Daily Briefings

Take 15 minutes each morning to review goals, discuss any changes, confirm who’s doing what, and identify time-sensitive scenes. This keeps the crew aligned and minimizes errors.

Planning for Disruptions

You’ll run into curveballs. Be prepared for:

• Sudden weather shifts (have a backup indoor scene ready)
• Delayed gear (identify local rental shops in advance)
• Talent cancellations (build in alternate dates or backups)

These are less of a problem when you've anticipated them. Treat adaptability as part of the core plan.

Post-Production and Wrap-Up

Label and Backup Footage Clearly

After every shoot day, log footage by city and date. Use consistent file naming and folder structures to avoid mix-ups later in editing. Duplicate backups to cloud and hard drives immediately.

Review Budget by Location

Compare projected versus actual costs city-by-city. This helps refine estimates for future projects and reveals where you saved or overspent. Travel-heavy days or last-minute gear rentals often create unplanned spikes.

Capture Process Notes

Debrief with your team. What went well in City A that didn’t in City B? Did a local vendor come through in a pinch? These notes can turn into SOPs for future multi-location shoots.

People Also Ask

How do you manage a multi-city video shoot?

Start with detailed planning and clear timelines. Use cloud-based platforms for coordination, hire local crews when possible, and leave buffer days in the schedule. Daily communication is key.

What are the key logistics for multi-location filming?

The top concerns are transportation (people and gear), local permits, working with different crews, and staying within budget. Consistent documentation and real-time collaboration tools help keep things running smoothly.

How do you coordinate call sheets across cities?

Use templates with the same layout across all locations. Fill them with local crew and site-specific info but keep structure identical. Tools like StudioBinder let you duplicate and update easily.

What challenges come with multi-city shoots and how to address them?

Common issues include schedule delays, gear mishandling, crew miscommunication, and budget overruns. Address them through proactive scheduling, buffer days, smart crew assignments, and real-time project tracking.

Conclusion

A multi-city video shoot doesn’t have to be overwhelming. With strong planning, reliable partners, and the right tools, you can turn complexity into a controlled, creative process that scales beautifully.

Looking for reliable coordination on your next multi-location shoot? Get Camera Crew is built to support productions that span cities, regions, and time zones—on time, on budget, and on-brand. Let’s make your next shoot seamless from start to finish.