Production Meeting Guidelines/Questions
Whether the PM or 1st A.D. is running the meeting, arrive with yourself versed in the production’s status. Before going into a production meeting, consider and write down any issues that need sorting with the crew members. Ask yourself the following:
- Consult timeline of workflow – where should you be at this time? What is settled? What hasn’t been settled? How can members of the crew assist in bringing the production on track? Do any commitments need to be confirmed or re-confirmed? Ex. Actors, locations?
- Does everybody know their roles? Is there any overlap in roles or “multi-hatting” (PM/Producer, Director/Producer, AD/Driver)? What are some foreseeable problems? How can the crew plan to compensate?
- Is everyone familiar with the script? Do they know the story? Is the camera department versed in the director’s references/visual goals?
- Has each member of the crew committed to the project? Have people made arrangements with their courses and coursework to be missing class for the shoot/handing in assignments before or after deadlines occurring during shoot? Has everyone given contact information – e-mail and cellphone?
- Is the script being worked on? The shot lists? Are there deadlines in place for crew members to achieve these kinds of goals?
Use a meeting to-do list or page for documenting meeting minutes. Discuss with the crew what needs to be done, allot a due date and ensure that a crew member is on task.
Never underestimate the value of a positive working relationship and lots of communication with your crew! Make sure everyone knows what their roles and duties are, that they are comfortable doing them, and that they feel they have adequate support from the production department to carry it out.
Keep Connected!
Make an e-mail list for all of your crew, one for all actors, and one for everybody. Keep connected with relevant communications so that people are up-to-date and feel involved. Keep actors’ e-mails in BCC
Invite all members of crew or departments when appropriate
Try to organize a working pre-party – begin with a tech meeting, then have a read-through with actors and crew present
Make a Facebook group for the film
Allow a venue for the director to share visual references to camera and art departments – events such as a movie night
When filling crew roles, ask existing crew who they have worked with and enjoy working with
Timeline of Work
*from Elli Weisbaum’s PM guide
Depending on when your meeting is, verify, check off and troubleshoot anything not yet taken care of:
4 WEEKS:
Post Casting Breakdowns
Find Locations
3 WEEKS:
Call out Auditions
Lock in the Keys: Gaffer / Key Grip / AD / 1stAC / Sound / Makeup
Book rentals outside of equipment (ex.vehicles/walkies)
2 WEEKS:
Audition & Cast
Lock all locations
One-Line Created / Locked
Location / Tech Scout (with all keys possible)
Production Meeting (with all keys possible / review schedule)
Send locked equipment list to rental house
Lock in the whole crew! (PAs, 3rds in departments est.)
1 WEEK:
Lock Equipment with Rental house
Create Pick-Up Schedule
Callsheets prepped
All Location Permits into the City
Completed shotlist (reviewed by Director, DP and AD)
DAY BEFORE SHOOT:
Pick up equipment
Send out Day 1 Callsheet
Call All Crew & All Actors with calltime and location information
Make sure everyone can get to the location
PROJECT TITLE: To-Do List
DATE:
MEETING #:
Task: / Done by: / Due Date:SCRIPT
Script Updates
CREW
Shot List
Lock Crew
Location Scout
CAST
Cast availability
OTHER
Meet with supervising professor
Get on insurance policy
PRODUCTION MEETING MINUTES
Date:Project Title:PM:
In attendance:
______
______
Missing: (E-MAIL MINUTES)
______
______
Weeks/Days To Camera:
4 Weeks3 Weeks2 Weeks1 WeekDay Before
Accomplished since last meeting:
______
______
______
______
Pending matters (plus who is looking after them):
______
______
______
______
______
______
______
Issues/Concerns:
______
______
______
______
______
______
______