Organizing Production Information
Organizational Tools
Once you book a job you'll start to get a lot of information and it needs to be organized so that it's quickly accessible and once you bring department heads on, you can bring them up to speed quickly. Giving them only the information they need to know. To do this you’ll use project prep pro.
CineFolder
Create a new project in Project Prep Pro and add the requested information.
- Add references to the references tab.
- Add tasks in the todo list. Even the smallest task.
- Add all shooting Locations to the location tab.
- Add all scenes to the Scene tab.
- Store the Crew List, Scripts, and other important information in the File Uploads area in the Hamburger Menu.
- Any specific shots needed store storyboards in the scene view.
Tech Scout
The tech scout is basically relaying all of the collected information to the crew members in the space you will be shooting. Make sure they have access to your prep documents beforehand and that they are completed as much as possible. The questions that will need to be answered are:
- What you are shooting
- Where you are shooting
- How it will be lit
- Special camera movement.
- Any necessary notes for production design or other departments
- If there is anything special that is needed for each scene.
Things that are helpful:
Helpful in making accurate overheads with measurements with no tape measure.
Helpful for simple lighting diagrams and overhead blocking. Use roomscan to create the overhead that you import here.
Without Keys on Scout - DP
Sometimes as the DP, you will be forced to scout without your department heads, this can be a very difficult situation as it can easily force you to negotiate camera, lighting, and grip orders. Obviously you will want to push to have your keys with you on the scout, but if that is not possible then once you scout the location and if you are capable, make your lighting, grip, and camera list, then send them to your department heads to get their input. Once they agree the list is good, they should submit the list themselves to the vendor and CC the producer, allowing them to take the lead on getting the quotes approved and pulling you out of the process.
Additional Scout Notes - CLT
Some important things to look for and ask about when you're the CLT on a project are
- Take photos of the locations where the set will be and potential spots for staging gear etc.
- Take measurements of the spaces to help figure out cabling and photometrics
- Generator placement
- Truck/Staging Placement
- Cable needed to reach the set and planned fixtures
- Fixtures needed for each set
- Does anything have to be lit simultaneously?
- Confirm any rigging points needed with Key Grip
- Location of the Breaker Box
- Sprinklers
- Limitations of the location.