When the first day of shooting finally arrives, there are several things that filmmakers need to make sure they are prepared to do. Making a film can be as stressful and tiring as it is fun and joyful. Many inexperienced filmmakers often forget to do or take care of some basic responsibilities on the day of the shoot. But, with a little planning – and the help of an ASSISTANT DIRECTOR, who is responsible for most of the responsibilities below – these tasks can be handled and completed in a professional manner.
Here are some things to remember, to do and to have completed or ready:
Call Sheets
All cast and crew need to receive a call sheet for the following day. A call sheet has the “call times” for everyone listed so they will know what time they are needed on the set. It also has other useful information, such as contact information for pertinent crew/staff, the shooting schedule/how many scenes or script pages will be completed, addresses of locations, parking instructions and safety information. The call sheet is usually created by the assistant director, based off the director’s shot list and shooting plan. See the Index of Forms for a call sheet template. There is also a handy iPhone/iPad app that might be worth the investment for you: Pocket Call Sheet.
Waivers/Release Forms
All cast and crew will need to sign the Cast and Crew release form provided by the university. Find it in the Index of Forms. It is easy to forget to ask them to do this once the chaos of shooting begins. Again, the ASSISTANT DIRECTOR should be responsible for making sure this happens. As they like to say, no job is complete until the paperwork is done! You should also collect emergency contact and food allergy information from all your participants. See the Index of Forms for an Emergency Contact template to use.
Safety
it is the director’s and producer’s responsibility to ensure the safety of all cast and crew. See the Approval and Safety Guidelines in this handbook. Please consult with faculty before beginning your shoot if you have anything on that list. Bottom line: if you have any questions or are unsure about anything – then ask your professors first, before you begin shooting. It is your set and you are personally liable for the safety of your cast and crew! Legal liability can extend to your family, so if someone is injured, they can not only sue you but they can seek financial compensation from your parents if you don’t have the money. Take this seriously!
Meals/Food
Ask any person who has worked on a film set and they will tell you that the way to a cast and crew’s heart is through their stomach. A well-fed crew is a happy crew, so don’t skimp on this important element. Schedule meal times not too far apart so that cast and crew will be doing good work instead of wondering what’s for lunch or dinner. Additionally, there should be a craft services/snack services table set up at all times with water and snacks. Water is particularly important as many cast and crew will be on their feet, working hard. It is important to keep everyone hydrated!
Daily Production Reports
If you have a multi-day shoot, or your production is spread out over several weekends, keeping daily production reports will help you prepare for the next shoot day. A daily production report serves as a log of the day’s activities, including when crew or cast arrived and left, when lunch occurred, and what shots were successfully completed. In the professional world, the daily production report is also an important legal document, as it serves as proof that no labor laws or union rules were violated. It also helps professional productions stay on budget, as producers can see immediately if unexpected overtime work happened, and if the crew is keeping up with the schedule made during pre-production. Get into the practice of a professional workflow now, and you will be a much more valuable and employable filmmaker later. See the Index of Forms for a Daily Production Report template.
Set Culture
Filmmaking is not for the faint of heart. Making any kind of film requires both mental and physical stamina. A thick skin. And lots of passion. When preparing to shoot a film, a director must think carefully about who he or she wants to work with. Much like choosing a cast, one must select a crew and co-workers with whom he or she can work with. And once on the set, the director must foster a good working environment, emphasizing teamwork and collaboration. The vision of the director must be the common goal for all. Both cast and crew are called upon to put aside all differences or conflicts and work together for the common good, which is to make a great film.
The golden rule should be generously applied here. Treating others how you would want to be treated is and should be the standard. Filmmaking is hard enough when folks are not working together, so don’t make it more difficult by being difficult to work with. Here are some things for the director to think about:
- Treat everyone on the set equally. Be as nice to the production assistants as you are to the lead actors. Remember, you may want to work with some of these same people again.
- Check your ego at the edge of the set. Everyone here is working for you, giving you their best – and they deserve your best behavior.
- Confirm with the assistant director that all cast and crew are hydrated and well-fed.
- If you are shooting on location, put things back where you found them and leave the space as it was when you first arrived.
- Be able to accept feedback from crew members on anything except performance. The director is solely responsible for the cast – no one else shares that responsibility.
- Learn to delegate. Get/hire a good assistant director and let him or her do their thing. Give them responsibility. Trying to micromanage everything only takes time and energy away from the creative process. Same with other crew. Trust people to do their jobs.