One of my most important jobs as the Producer was to prepare and organise all of the documentation and admin prior to the shoot dates. I was in charge of communicating with all of the cast and crew members via email, informing them of any requirements or changes. Once we had out firm shoot dates after rescheduling, I was able to update and complete all of the documentation that would be required. It was essential that I complete all of the admin so that the shoot days could run smoothly and on time, and all of the contributors knew what was required of them.
Call Sheet/Schedule
The first document I will talk about was the call sheet/schedule as this was essential for filming. This was updated several times but below is the final call sheet that I used for the shoot days. I had to think carefully about the requirements of each scene and when best to schedule them. I was also aware of what days the cast and crew would be working with us so I could schedule the appropriate order to fit that. I followed an industry scale template which was very long and detailed, I decided to use this one as I wanted all of the information needed to be evident on the sheet. When it came to filming, we did change around some of the scenes to make up time but otherwise, the call sheet was very useful on the shoot days to ensure that we got all of the coverage we needed in good time.
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| Call Sheet |
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| Call Sheet |
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| Call Sheet |
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| Call Sheet |
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| Call Sheet |
Risk Assessment
The risk assessment form was a huge priority for me as it enabled us to shoot the film. Without a risk assessment form, the location and production would not be deemed safe for all contributors present and so would not have been allowed to go ahead. We must have the risk assessment form signed off by Simon who checks that all hazards have been accounted for and resolved or monitored, with this, Ellen and Josh would have been unable to book out equipment. The risk assessment form itself is something that I began writing for the test shoot days and updated regularly if I saw any other potential hazards at the location. Given the recent wintery weather, I made sure I highlighted this and the hazards associated on the form to ensure that this was taken into account. I printed out a copy of the signed risk assessment form and kept it in a folder with me at all times during the shoot so that I could access it if needed be.
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| Risk Assessment |
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| Risk Assessment |
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| Risk Assessment |
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| Risk Assessment |
Consent Form/Expenses
To ensure that we had a written agreement from all of our cast and crew members, I made a consent form. It was important to have this as it was proof of what we had agreed to and were expecting prior to filming. I had already agreed on travel and food expenses which would be covered, but established with all cast and crew members that there was no pay besides expenses. I wanted to ensure that this was made clear and that we had it in writing to avoid any problems further down the line. For Sophie, we also paid for her to stay at a hotel over the first 2 days as she was travelling 90 miles to the location and the shoot would be fishing late. I shopped around for some hotels and found the best quotes from Premiere Inn and Travelodge. However, Sophie soon after emailed me and said that she had a membership with Mercure, which meant that we could get a cheaper deal for her room.
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| Consent Form |
Props/Costume List
I also made documents containing a list of all of the props and costume items that we needed for the shoot days. Although, I had these stored on my laptop already, I wanted to make a clear list for these items that I could access easily on the shoot days. I printed the lists off and checked off items before I left to ensure that we would have everything we needed.
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| Props/Costume List |
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| Props/Costume List |
On the whole, I was happy with the admin work I completed prior to the shoot and felt like I had everything I needed with me in a folder for the shoot days. This job was an incredibly important part of the production and allowed the film to go forward and be made. I made sure that all of the documents completed were of a high standard and thorough to ensure I wasn't missing any information out. Given, the reschedule, I had to alter nearly all of the documents to suit the new schedule. Although this was a lengthy process, I am pleased that everything was in order for the shoot and it all ran smoothly.
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