Starting a new video production from scratch can be a really daunting and overwhelming endeavor, especially if you’ve never done a big budget production before, so we’ve put together this proven checklist that we’ve used for years on all of our video productions that will guarantee the success of your next shoot. This takes the guesswork out of preparing a video shoot and ensures that you don’t forget anything. If you have any questions about this checklist, or would like even more information, don’t hesitate to fill out our email contact form and get in touch with us today!
[ ] Determine your budget
We have tips on how to determine your budget in a recent blog post here.
[ ] Conceptualize idea
Decide what kind of video you want to make and the concept behind the idea. If you haven’t considered all the possibilities, make sure you take time to do so at this stage. For instance, you could go with a typical 30-60 second commercial, or choose to do a short-form documentary instead. You might want the video to include “talking head” interviews, or maybe narration, or maybe no voices at all and just text. It’s key to make these decisions now and having all parties involved agree on the concept before moving on to write the script.
[ ] Write Script
This is the time to start considering the finer details of the shoot. You want to make sure you nail your copy so any lines of dialogue are locked in. If there are highly technical lines of dialogue, make sure they are reviewed and authorized. If the video will have interviews, script out not only the questions, but also example answers so you can be very specific about what you are looking for. Additionally, make sure to script out any text or narration that might be in the commercial as well.
Don’t forget to script out the action of the scenes as well.
[ ] Shotlist/Storyboard
A shot list is a text-based list that goes through every shot of the video in chronological order. Details of the shot list include how wide or tight the shot is, if there is any camera movement.
The storyboard is list of all the most important shots or moments in the video in hand-drawn picture form. Sometimes storyboards can also include top-down drawings of the film set with details on camera and lighting placement as well as actor blocking and location details.
Once you do the location scout, you will have additional information to revise the shot list and storyboard.
[ ] Hire Film Crew
Crew positions to hire could include: Director, Assistant Director, Cinematographer, 1st Assistant Camera, 2nd Assistant Camera, DIT, Gaffer, Key Grip, Sound, Hair and Makeup, Wardrobe, Art Producer, Production Assistant, Script Supervisor.
[ ] Develop a “Look Book”
This is done in collaboration with the director and cinematographer, then shared with other key players like the art producer, hair and makeup, and wardrobe. The look book is basically inspiration for the look of the video. Images can be drawn from anywhere that inspires you, and usually all the key departments can help pull inspiration to add to the look book. This will keep everyone on the same page about the tone, style, and feel of everything in the image.
[ ] Cast Talent
We recommend using a talent website such as Backstage to find great access to actors. You can submit casting calls, audition opportunities, view headshots, reels, and more.
[ ] Location Scout
When scouting locations, make sure to bring your script as well as any shotlists that you’ve already created.
A few tips: take pictures and use a measuring tape to measure the space for later reference.
Take note of where all the outlets are, and where the breaker box is.
Make sure there Is a good place for staging gear, crew, and catering.
Make sure there will be access to bathrooms.
Determine what the parking situation is like, and the logistics required for loading gear into the venue.
Use a sun tracking app on your phone such as the Lumos app to see what times of day the sunlight will be coming in through the windows.
If you plan on shooting drone footage, check with your drone operator beforehand to confirm it’s legally allowed in that location. If it isn’t, sometimes you can work around it by submitting a letter to the FAA requesting permission to fly your drone.
[ ] Apply for filming permits if the location requires it
In big cities like Los Angeles and New York, most outdoor locations will require some kind of permit. It’s best to pay the couple hundred dollars that a permit costs instead of trying to get away without it, potentially costing you way more in production expenses if you get kicked out of a location.
[ ] Rent film equipment, props, wardobe, and set pieces
Most large-scale video productions require equipment rentals. This includes camera gear, lighting gear, props, and set design pieces like furniture, wardrobe, etc.
Make sure you have your cinematographer and 1st Assistant camera scheduled to pick up and prep the camera rentals.
Make sure to have your gaffer scheduled to pick up and prep the lighting rentals.
Make sure to have your art producer scheduled to pick up any art rentals.
Make sure to have your wardrobe stylist scheduled to shop for and pick up any wardrobe.
[ ] Create a shot-by-shot schedule for the day
Do not underestimate a well-planned out schedule. We recommend planning time for every single shot, with ample time reserved for changing setups and a little bit of time reserved for when you inevitably get behind schedule. If you aren’t sure how long things should be expected to take, consult your director and cinematographer.
[ ] Book catering
For a 12 hour day, breakfast should be ready when crew arrives to set, and lunch should be catered within 6 hours after the call time. If you go over 12 hours, an additional meal must be served for the crew. We recommend planning no more than 10 hours for your shoot so that if you fall behind schedule, you won’t have to worry about over-working your crew or paying for an additional meal.
It’s a good idea to email the cast and crew before booking the catering to make sure there are no dietary restrictions.
[ ] Create a call sheet
The call sheet should include call times for all cast and crew members, contact information, parking instructions, sunrise/sunset times, location address, and closest hospital address.