Digital Corps

Pre-Production Tips

Quick Tip!

The more time, thought, and energy you spend in pre-production, the smoother the processes of production and post-production will be!

Helpful Staff for this Topic

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Pre-Production Defined

Let’s start by defining pre-production – the first of a three-step process in video production, followed by production and post-production. Pre-production is the process of planning and organizing video shoots. This process is an incredibly important step in video production for the Video team and in the industry. The time spent thoroughly planning and ironing out details in pre-production is vital and ensures a successful shoot.

The Pre-Production Process

There are a few basic steps you must follow to complete the pre-production process. It is important to note that this process is different based on the type of video you will produce and video shoot needed (i.e., an interview shoot versus a scripted video). Overall, the recommended best practices for the pre-production process include:

1. Location scouting (also known as site surveying)
2. Schedule the shoot
3. Create the pre-production sheet
4. Prepare necessary materials (e.g., interview questions and shot lists)
5. Have the pre-production meeting

Pre-Production Refined

Location Scouting

Location scouting, or site surveying, is the first step in pre-production and typically occurs before you conduct an interview or if you plan to shoot in a new location.

The purpose of location scouting is to get an idea of the space where you intend to shoot. It is important to get an idea of the size, as well as the lighting and the environmental sounds present in the space. Take note of these different environmental elements so you can plan what equipment is needed for the shoot.

This step will help you anticipate how well your shoot will go. If you have the necessary equipment and know what to expect with your shoot location, you are on your way to a smooth production process!

Quick Tip!

Be sure to take plenty of pictures of the location and make special notes about sound/lighting. Afterward, remember to post your research in the project channel on Slack!

Schedule the Shoot

Due to the efforts needed to coordinate talent and crew availability as well as locations, scheduling the actual shoot can be a challenge. There are several factors to consider during this step.

Coordinating Availability

The most important step when you schedule a shoot is to ensure it can actually happen – meaning, you need to make sure that the necessary people and location(s), are available.

Based on the type of shoot, the process of scheduling the shoot and coordinating availability will differ. For internal projects, like a Corps Social Media Video or The Loading Zone, it is typically easier to schedule locations, talent, and crew. If necessary, talent and crew can be switched out in the event of a conflict or change in schedules. It is very important that every shoot must have at least two people on crew. No one should ever go on a shoot by themselves, because it is very difficult to have a successful shoot with only one person filling crew roles.

For client videos, it is important to schedule the shoot when the necessary talent is available. Once the client provides their availability, select a crew and schedule the shoot.

Scheduling locations is the other key element to coordinating availability. If you intend to shoot somewhere on campus, such as a classroom or other reserved space, verify the location is available for the desired date and time. If you need to shoot in the studio(s) or record in the voiceover booth, it is important to check with Rob before scheduling.

Quick Tip!

Don’t forget to submit a Studio Request in #official-business (using the lightning bolt) when you want to reserve Studio A, B, or the voiceover booth!

Budget Time

The second key factor in scheduling a video shoot is budgeting enough time. Typically, a shoot schedule will include the following considerations:

• Crew call (the time that crew needs to arrive at the equipment room)
• Pack up gear
• Travel time (if any)
• Set-up
• Filming
• Pack up

As stated earlier, the schedule will vary based on the type of shoot. Travel time is only a factor if the shoot occurs outside of the office or studios. On most shoots, set-up will take at least 30 minutes, sometimes an hour. If you are unsure how to properly budget time for a shoot, talk to a staff member!

Quick Tip!

When you schedule the shoot, it’s better to have plenty of time than not enough! If you end up with more time than you need, that’s okay. It’s better to have the crew with a little more time on their hands than waste talent’s time!

The Pre-Production Sheet

Below is the pre-production sheet used at the Corps. This is essentially the Corps version of a call sheet. It is important to fill this sheet out completely and thoroughly before the pre-production meeting takes place. If you hold the meeting before the sheet is completed, it will not count as an official pre-production meeting. This means you will have to reschedule it and meet again.

Perhaps the most important element on the pre-production sheet is the call time. Call times are frequently used at the Corps and in the professional production industry. A call time is the designated time when crew members and talent should arrive to set. In some scenarios, the location will even have a call time. For example, if a shoot is held in a classroom but the room is not available until a certain time, that time becomes the call time for the location.

The Video team consists of students with busy schedules, so team members may often swap out positions on video shoots. This will often result in split calls, which is when crew members arrive (and leave) at different times. It is important that if you schedule a shoot with split call times, take note of this on the pre-production sheet.

Talent call times are also incredibly important to put on the pre-production sheet. While the talent will not see this, it’s a good habit to exercise so all of the crew members know when the talent will arrive and are prepared.

Quick Tip!

Crew call should always be before talent in order to allow for set-up time. The best practice is to have everything set-up before talent arrives, so that as soon as they get to set, the shoot can begin. It is important to not waste the talent or interviewee’s time!

Prepare Necessary Materials

Coming prepared to a video shoot does not only entail scheduling the proper amount of time and having the necessary people on set, but it also requires preparing and bringing any necessary materials. This might include interview questions, shot lists, filming notices, or release forms. It is also important to bring a copy of the pre-production sheet to set.

A shot list is a detailed list of each shot that needs to be obtained in a shoot. It is important to have one on set so that you don’t forget necessary shots. An example of a simplified shot list template can be found below.

Quick Tip!

If you have the time, it’s always good to get extra shots that you may not have plan for, especially shots with varying shot sizes or angles. This will be helpful when you begin post-production and need extra shots to cover edits or benefit the story!

Perhaps the most important element of a video shoot is the equipment. Video team members should work together, or with Rob, to create an equipment order for the shoot. Communicating with others reduces the possibility that something will be overlooked or forgotten.

On the day of the shoot, it is extremely important to thoroughly check all of the equipment before you leave. This will catch any broken/missing pieces and dead batteries – this has happened before, so pay special attention to the equipment you will use for the shoot.

The Pre-Production Meeting

The last and most important step in this process is the pre-production meeting. This meeting will usually occur a few days before the shoot. Everyone on the crew should be in attendance, including the JPM, PM, and Rob.

During this meeting, the JPM will review the pre-production sheet, assign the crew to their specific position, and go over the specific details of the shoot. All details of the shoot must be confirmed before this meeting. The primary purpose of this meeting is to make sure everyone is on the same page to ensure a successful shoot.

This is also a time where other miscellaneous details are discussed. For example, if you plan to shoot the video on the green screen, it is important to remind talent to not wear green or white clothing (in order to reduce spill from the green screen). You should also bring any other materials, such as a shot list, to the pre-production meeting to discuss.

Quick Tip!

As stated earlier, you must have a completed pre-production sheet before the scheduled pre-production meeting, otherwise it will not count as an official meeting.

Wrapping Up

At the Corps, everyone takes great pride in the time and thought put into the client deliverables and internal projects. Through careful planning and attention to detail during the pre-production process, you can help make those projects as successful as possible.