Let's face it, organizing an entire production is hard. Being a producer is stressful enough, but when you're on a budget and find yourself in a bit of a time crunch, making sure you have everything organized for your project before it even starts can feel like a monumental task. Having a well-organized pre-production checklist can save a production in those crucial moments when you are setting up or breaking down your set.
Having a document to hand out that explains talent check-in for COVID-19 safety, release form sign-offs, how crafty is organized, and something as simple as trash duty—just to name a few—can be a huge time saver!
Here is our guide to creating a perfect pre-production checklist to keep your set organized and on track.
Pre-Production Checklist: Weeks Prior to Production Day
Write and revise the script, including creating characters
Create script breakdown (analysis of the script in which all production elements are turned into lists of actions to perform and items to procure)
Create a storyboard
Determine the budget
Scout and select locations
Get location permits and permissions
Determine equipment needs
Gather PPE and COVID-compliant gear for cast and crew
If your production has a green policy, gather recycling bins and environmental agent compliance gear
Inventory of existing equipment
Gather first aid kits
Hire health safety officer
Double-check your production insurance policy/liability coverage
Create script breakdown sheet
Create production schedule
Create shooting schedule
Create a detailed shot list
Tech scouting (the crew visits each shooting location to discover and resolve possible issues or to find anything that was overlooked)
Pre-Production Checklist: 1-2 Days Before Production Day
Create a call sheet (a document that outlines when each person, prop, and piece of equipment needs to be at each shooting location)
Determine distribution plan
Send call sheet to talent and relay release forms for actors
Send call sheets to crew for gear list and load-in/load-out times
Create a craft services sheet with all dietary restrictions
Print signage for craft services dietary needs areas
Gather green recycling bins and gear
Create a trash duty and clean-up schedule for Production Assistants
Distribute all documents to the production crew and print enough copies of call sheets, script breakdowns, shot lists, and shooting schedule for the day
Check prop list
Check PPE gear
Health safety protocol should be emailed to all talent and crew for shooting day(s)
Check gear and equipment
Day of Production Checklist
Assign Production Assistant to check-in and check-out talent and crew
Assign Production Assistant to collect talent release forms for minors
Designated holding room for minors’ guardians
Have craft services set up with signage placed in high traffic areas
Place call sheets/shot lists/extra scripts out in the main area for the crew to grab on their way to set
Have garbage and cleaning duty schedule posted for Production Assistants to view
Have COVID-compliant temperature checks and PPE area at front of the location
Give AD timesheet for production at the start of the day
Check gear and equipment list
Check that first aid kits are available in multiple areas
Ensure all talent and crew are present and abiding by safety officer protocol
It may seem like a lot at first, but even on small sets, having a safe and well-organized production can be the difference between getting the shot that makes or breaks your project. Not to mention, making safety and compliance a priority on your set for talent and crew can sometimes seem overwhelming and steps can be forgotten.
Having a checklist to make sure your set is safe and COVID-protocol compliant, and having enough staff to keep your people safe according to COVID filming guidelines can ensure that your project runs smoothly in these unprecedented times. You should always adapt your checklist to fit the needs of each production, but this should give you a good head start to make sure you have everything you need to hit the ground running.
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Note From Tongal: "How To Create a Perfect Pre-Production Checklist" is part of a series of Tongal Community-written blog posts that were originally sourced in the Tongal Blog Open Call Project. The views and opinions expressed in this article are those of the author(s) and do not necessarily reflect the official policy or position of Tongal. Read more Tongal Community-written posts here and then Pitch us a topic you'd like to write about for the Tongal Blog!
