Scheduling is such a critical part of film pre-production, and it is an area many students struggle with. When you are doing simple projects with friends and classmates, shooting without a locked (not subject to sudden changes) schedule is often possible, but once you bring in outside actors, need location insurance or permits, and have to reserve equipment–a detailed schedule with locked shooting dates is a must.
Creating a shooting schedule also helps you see if your expectations for how much you can cover in one day is reasonable. Once you know exactly how many camera setups you have, you can begin to estimate how long it will take your crew to shoot a scene or scene(s).
Keep in mind that it usually takes longer to shoot a scene or a shot than you think it will. A good rule of thumb is to come up with a length of time that you think you will need to shoot a particular scene or shot – and then double it. If you don’t plan enough time for your shoot, you will be rushed and may not get everything you need, not to mention feeling like you are stifling the creative process.
When planning the shooting schedule, be mindful of others’ time. Long hours are the norm in film production, but be reasonable. Try to start and end when you say you are going to. Some cast and crew may have other responsibilities and it is up to the filmmaker to keep on schedule and not start and finish late. Be respectful.
It is imperative that the assistant director has a hand in planning the shooting schedule. Also, once on set, the AD will be the one who is responsible for keeping everyone and everything on time. He or she will “push” the production along, keeping an eye on the time and informing the director and others when they need to work faster or move on to the next task. They are also responsible for calling the shot: “Quiet on the set! Roll sound! Roll camera!” and so on and so forth. The assistant director handles all of this so the director can concentrate on the creative process.
Storyboards
Storyboarding can be a great way to figure out your shooting schedule and shot list. You don’t have to know how to draw to make storyboards–even stick figures will get the job done. Storyboards will help you and your cinematographer plan the shots, and will help other key crew members do their jobs. For example, a storyboard will help your Assistant Director make and organize the shot list, as they will be able to determine the number of camera setups you have. It will also help your production designer understand how much will be in the frame, and thus better dress your set. And not least, storyboards provide a easy roadmap for your editor to start assembling the rough cut! Check the Index of Forms for a simple storyboarding template.
Movie Magic Scheduling
Additionally, you may want to consider using a professional scheduling tool, such as Movie Magic. Select computers in Tech 116 and the Studio have copies of this industry-standard software. You can find video tutorials on YouTube to help get you started. You can learn this software in a recurring Cinema Technology Series class, but take advantage of your access to the software, even if you don’t take the class. You can also purchase your own copy for a special student rate. This is an expensive piece of software that is not subscription-based–so if you buy it now, you have it forever! See the MediaHub for the current purchase code if you are interested.