Capability template for project and delivery
Shoot location logistics pack
When a location joins the shooting schedule, the location manager gets one brief for it: how people and vehicles get in, where they park, what the place offers, who to call and what each department asked for, with every unconfirmed item listed against the production checklist.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
Everyone who needs the location reads the same brief. The location manager sees, in a fixed order, how the gate hours compare with each day's call and wrap, how many vehicles were asked for against the spaces noted, what power and facilities the place has against what the departments requested, and which contacts are named and which are still blank.
Nothing is treated as ready because someone said it would be fine. An item counts as confirmed only when the supplied log names who confirmed it and when. Every other item is listed, numbered, with what is needed, who owns it and the date the requesting department gave. The location manager and the production manager verify the arrangements and decide what to chase.
Who starts the work, and when
The location manager or the production coordinator starts it when a location is added to the shooting schedule, and again when the schedule, a department request or a confirmation changes. The location manager reviews it first; the production manager reads the escalation section before the brief goes to department heads.
What they supply
- The shoot brief: location, shoot days with call and wrap times, how many people, who verifies.
- The approved location notes from the recce.
- The production's own location checklist.
- The department requests, one row each, with who asked and by when.
- A contacts list and a log of what has been confirmed, by whom and on what date.
- The status of the location agreement, permits, insurance and safety review, as the production office states it.
What comes out
One brief in a fixed order: a readiness count, access, parking, equipment and facilities, contacts, department requests, items for escalation, the checklist matched line by line, the numbered list of everything unconfirmed, and questions for the two managers. A section with nothing in it says "None."
The brief reads no location agreement for its terms. It decides nothing about permits, safety or insurance and books nothing. Those stay with the people and specialists responsible, and the brief shows where each stands.
An invented example
Illustrative example with invented data. The production "Nine Bells" is an invented short drama, the Old Tannery Yard on Brindle Lane is an invented location, and the people, firms, measurements and dates below are invented. No real production, place, firm or person is described. Today is Tuesday 10 November 2026. First come the inputs the location manager supplied, in full, then the brief the capability returned.
The inputs
1. The shoot brief
Production: Nine Bells (working title), a short drama.
Location: the Old Tannery Yard, Brindle Lane.
Shoot days: Thursday 19 November 2026, call 07:00, wrap 18:30.
Friday 20 November 2026, call 08:00, wrap 16:00.
Unit: 34 crew and 6 cast, 40 people.
Brief date: Tuesday 10 November 2026.
Location manager: the location manager. Verifies the arrangements
with the production manager.
2. The approved location notes (recce, 3 November)
- Main gate on Brindle Lane, 3.2 m wide, arch above it 3.4 m high.
- The caretaker holds the gate key. The yard is open weekdays 07:30 to
18:00. Earlier or later access has not been arranged.
- The yard fits 6 vehicles (my count on the day).
- Street parking on Brindle Lane needs a council permit. None applied for.
- Workshop: 12 m by 8 m, concrete floor, the main set. It is the only
roofed space.
- Power: one 32 A socket in the workshop, not tested.
- One toilet, in the caretaker's office. The office is 3 m by 3 m and
heated.
- Flats overlook the yard. A carpentry unit next door runs power tools
on weekdays; I have not spoken to them.
- The owner has not been asked about painting or moving fittings.
3. The production's location checklist
section,item,owner
access,Key holder named for both days,location manager
access,Access window covers call to wrap,location manager
access,Load-in route and vehicle height checked,location manager
parking,Space for all unit vehicles,transport coordinator
parking,Street parking permission,production manager
equipment and facilities,Power supply meets lighting request,gaffer
equipment and facilities,Generator position and noise agreed,location manager
equipment and facilities,Toilets for crew and cast,location manager
equipment and facilities,Covered catering space,production coordinator
contacts,On-site contact for both days,location manager
contacts,Owner or representative contact,location manager
contacts,Neighbour contact,location manager
department requests,Art department changes approved by the owner,production designer
permissions,Location agreement signed,production manager
permissions,Insurance for the location confirmed,production accountant
permissions,Safety walk completed,production manager
4. The department requests
department,request,needed by,requested by
Lighting,Two 32 A circuits (64 A in all) or room for a generator trailer,2026-11-16,gaffer
Grip,Truck access to the yard; truck height 3.6 m,2026-11-13,key grip
Art,Paint the back wall of the workshop; move two benches,2026-11-12,production designer
Catering,Covered space for 40 people to eat on both days,2026-11-16,catering lead
Costume,A dry room for 6 cast to change,2026-11-16,costume supervisor
Sound,A quiet period 09:00 to 17:00 from the neighbouring unit,2026-11-13,sound mixer
Transport,"7 vehicles: grip truck, lighting truck, generator trailer, camera van, art van, costume van, catering van",2026-11-12,transport coordinator
5. The contacts list
name,role,organisation,how to reach
Dale Whitcombe,caretaker,Old Tannery Yard,07700 900141
Priya Lindqvist,owner's representative,Brindle Lane Estates,priya@estates.example
6. The confirmations log
item,confirmed by,date,how
Key holder for both days,Dale Whitcombe,2026-11-03,phone call with the location manager
On-site contact for both days,Dale Whitcombe,2026-11-03,phone call with the location manager
Owner or representative contact,Priya Lindqvist,2026-11-05,email reply
Load-in route measured,location manager,2026-11-03,measured on the recce
7. Status of permissions, as the production office states it
Location agreement: sent to the owner's representative on 5 November, not signed.
Insurance for the location: with the production accountant, status not known.
Street parking permit: not applied for.
Safety walk: not booked.
Notice to neighbours: not sent.
The brief
LOCATION LOGISTICS BRIEF: Old Tannery Yard, Brindle Lane. Nine Bells, Thursday 19 and Friday 20 November 2026
Prepared for: the location manager and the production manager. Brief date: Tuesday 10 November 2026. First shoot day in 9 days. Unit: 40 people (34 crew, 6 cast).
1. Readiness
Checklist items: 16. Confirmed: 3. Unconfirmed: 13. Not applicable: 0.
Raised by requests or notes but not on the checklist: 3.
Items on the unconfirmed list: 16. Items for escalation: 6.
2. Access
Entry: main gate on Brindle Lane, 3.2 m wide, arch 3.4 m high. Key holder: Dale Whitcombe, caretaker, confirmed 3 November. Open: weekdays 07:30 to 18:00.
Thursday 19 November: call 07:00 and wrap 18:30 against 07:30 to 18:00. Not covered: 30 minutes short at each end.
Friday 20 November: call 08:00 and wrap 16:00 against 07:30 to 18:00. Covered.
Vehicle height: the grip request gives a truck height of 3.6 m against an arch of 3.4 m, 0.2 m over.
3. Parking
Spaces noted: 6 (location manager's count, 3 November). Vehicles requested: 7 (grip truck, lighting truck, generator trailer, camera van, art van, costume van, catering van). Shortfall: 1.
Street parking: on Brindle Lane, needs a council permit; none applied for. Crew cars and unit base: no information supplied.
4. Equipment and facilities
Power: one 32 A socket in the workshop, not tested. Lighting asked for two 32 A circuits (64 A) or room for a generator trailer. Gap against the circuits: 32 A. Generator position and noise: not noted.
Toilets: one, in the caretaker's office, for 40 people. Whether that is enough is for the location manager and production manager.
Roofed space: the workshop (12 m by 8 m) is the only one noted and is the main set. Catering asked for covered space for 40 on both days; the notes do not say whether it may be used for eating.
Changing room: costume asked for a dry room for 6 cast. The caretaker's office (3 m by 3 m, heated) is noted; the notes do not say whether it may be used for changing.
5. Contacts
On-site contact and key holder: Dale Whitcombe, caretaker, Old Tannery Yard, 07700 900141. Confirmed 3 November.
Owner or representative: Priya Lindqvist, Brindle Lane Estates, priya@estates.example. Confirmed 5 November.
Neighbour contact: none named.
6. Department requests
7 requests. Answered by the notes: 0. Open: 5. Conflict: 2.
- Lighting: open. One 32 A socket noted against two circuits asked for, or room for a generator trailer; the notes say nothing on the generator, so the request is not settled either way.
- Grip: conflict. Truck 3.6 m, arch 3.4 m, 0.2 m over.
- Art: open. The owner has not been asked about painting or moving fittings.
- Catering: open. The only roofed space is the workshop, the main set.
- Costume: open. The caretaker's office is noted; the notes do not say whether it may be used for changing.
- Sound: open. A carpentry unit next door runs power tools on weekdays; the unit has not been asked.
- Transport: conflict. 7 vehicles asked for, 6 spaces noted.
7. Items for escalation (not treated as ready)
- Location agreement: sent to the owner's representative on 5 November, not signed. Owner: production manager.
- Insurance for the location: with the production accountant, status not known. Owner: production accountant.
- Street parking permit: not applied for. Owner: production manager.
- Safety walk: not booked. Owner: production manager.
- Notice to neighbours: not sent. Owner: not named on the checklist.
- Generator trailer (Lighting and Transport requests): for a qualified reviewer. Owner: gaffer.
8. Checklist matched
1. access: Key holder named for both days. Confirmed: Dale Whitcombe, 3 November.
2. access: Access window covers call to wrap. Unconfirmed: Thursday is 30 minutes short at each end.
3. access: Load-in route and vehicle height checked. Unconfirmed: route measured 3 November, but the grip truck is 0.2 m over the arch.
4. parking: Space for all unit vehicles. Unconfirmed: 7 vehicles, 6 spaces.
5. parking: Street parking permission. Unconfirmed: not applied for.
6. equipment and facilities: Power supply meets lighting request. Unconfirmed: 32 A noted, 64 A asked for, socket untested.
7. equipment and facilities: Generator position and noise agreed. Unconfirmed: not noted.
8. equipment and facilities: Toilets for crew and cast. Unconfirmed: one toilet noted, no confirmation.
9. equipment and facilities: Covered catering space. Unconfirmed: only roofed space is the main set; the notes do not say it may be used for eating.
10. contacts: On-site contact for both days. Confirmed: Dale Whitcombe, 3 November.
11. contacts: Owner or representative contact. Confirmed: Priya Lindqvist, 5 November.
12. contacts: Neighbour contact. Unconfirmed: none named.
13. department requests: Art department changes approved by the owner. Unconfirmed: the owner has not been asked.
14. permissions: Location agreement signed. Unconfirmed: sent, not signed.
15. permissions: Insurance for the location confirmed. Unconfirmed: status not known.
16. permissions: Safety walk completed. Unconfirmed: not booked.
Not on the checklist: changing room for cast (costume request); a quiet period from the carpentry unit next door (sound request); notice to neighbours (status line, not sent). Suggested for the checklist; the checklist is not changed.
9. Unconfirmed items (16), soonest needed-by first
1. Vehicle spaces (checklist 4): 7 vehicles, 6 spaces. Owner: transport coordinator. Needed by 12 November (2 days).
2. Owner's approval of art changes (checklist 13): paint the back wall, move two benches. Owner: production designer. Needed by 12 November (2 days).
3. Load-in height (checklist 3): truck 3.6 m, arch 3.4 m. Owner: location manager. Needed by 13 November (3 days).
4. Quiet period from the carpentry unit next door (not on the checklist): 09:00 to 17:00 asked for; the notes say the unit has not been spoken to. Owner: not named on the checklist. Needed by 13 November (3 days).
5. Power (checklist 6): 64 A asked for, one 32 A socket untested. Owner: gaffer. Needed by 16 November (6 days).
6. Generator position and noise (checklist 7): not noted. Owner: location manager. Needed by 16 November (6 days).
7. Covered catering space (checklist 9): only roofed space is the set. Owner: production coordinator. Needed by 16 November (6 days).
8. Changing room for 6 cast (not on the checklist): a dry room for 6 cast; the notes do not say the caretaker's office may be used. Owner: not named on the checklist. Needed by 16 November (6 days).
9. Access window (checklist 2): Thursday short by 30 minutes each end. Owner: location manager. Needed by: none given.
10. Street parking permission (checklist 5): not applied for. Owner: production manager. Needed by: none given.
11. Toilets (checklist 8): one noted for 40 people; the managers' word on whether that is enough. Owner: location manager. Needed by: none given.
12. Neighbour contact (checklist 12): none named. Owner: location manager. Needed by: none given.
13. Location agreement signed (checklist 14): sent 5 November. Owner: production manager. Needed by: none given.
14. Insurance for the location (checklist 15): status not known. Owner: production accountant. Needed by: none given.
15. Safety walk (checklist 16): not booked. Owner: production manager. Needed by: none given.
16. Notice to neighbours (not on the checklist): not sent. Owner: not named on the checklist. Needed by: none given.
10. Questions for the managers
1. Location manager: Thursday's call is 07:00 and wrap 18:30, the yard is open 07:30 to 18:00, and earlier or later access has not been arranged. What is decided for the 30 minutes at each end?
2. Location manager and transport coordinator: the grip truck is 3.6 m and the arch 3.4 m, 0.2 m over. How is the grip truck to enter the yard?
3. Transport coordinator and production manager: 7 vehicles are requested for 6 spaces, and the street parking permit has not been applied for. Where does the seventh vehicle go?
4. Location manager: who asks the owner's representative about the generator, the painting and the benches, and who asks the neighbours?
5. Production manager: who owns the notice to neighbours, and who books the safety walk?
This brief changes no record, books nothing and sends nothing. The location manager and the production manager verify the arrangements. Permits, safety and insurance stay with the people responsible for them.
Where it fits
- Media and entertainment, where a production office adds locations to the schedule one by one.
- Marketing and advertising, where agencies and production partners organise commercial shoots at borrowed sites.
- Project and delivery, which owns the plan, the dates and the open items.
- Operations and process improvement, for a production that wants the same location brief every time.
- Established businesses, where a production office already has a checklist and wants it applied evenly.
- Growth & scaling, when more shoots overlap than one coordinator can hold in their head.
What has to change for your company
Replace the default checklist sections with the ones your production uses, and keep your own column headers or map them once. Decide which words on a department request send it to a specialist reviewer; the defaults cover generators, work at height, rigging, fire or flame effects, drones, road closures, water, animals, children and stunts. Decide who verifies each section, how far ahead a brief is due, and which statuses your office uses for the agreement, permits, insurance and safety review.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried on its invented example on 10 November 2026 in Claude; the record, including the edits made afterward, is published with it. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a past location your team remembers well, plus hard cases written in advance: a gate that opens after call, more vehicles than spaces, a request for a power supply the notes do not mention, a contact with no confirmation date, a request to book the parking. Pilot acceptance-test preparation builds that test set, and what we test before we call an AI workflow ready shows the record we keep.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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