The first time you see a large production, you will likely be amazed by the enormity of it all — the huge lights, tentacle-like camera with cables and accessories attached, and the single-minded purpose of all the crew with earpieces and walkie talkies. This is the magic behind the movies and television you watch. Although, there is magic at play well before the first person steps foot on Day One. There is a team of people doing all the planning to make every aspect of this shoot happen. This is called pre production in filmmaking — and here, we will be breaking it all down.
What is Pre Production?
Pre-production is the first phase of filmmaking, where the project is planned and prepared before shooting begins. The more complicated the shoot, the more time and manpower will be required to make sure everything will be ready come the first shooting day. Pre-production includes: developing the script, casting actors, scouting locations, creating storyboards and shot lists, designing costumes and sets, and much more.
During pre-production, the director and producer work closely with the cinematographer, production designer, and other key members of the crew to establish the visual style and overall look of the film. The goal of pre-production is to create a solid plan for the shoot run smoothly.
Writing the Film
Script
When working on a narrative shoot, nothing happens before the script is written. This is the text from which the people involved in the pre-production planning will make their decisions. Writing a script for a film involves developing a compelling story that can be effectively translated to the screen. While working on the script many writers just write, disregarding the realities of budgeting and the expenses that their scripts would incur as they write them. This allows them to be creatively free.
There are, however, writers who consider the practicalities of production, such as location, budget, and special effects. No matter which style of writing the writer employs, they must both work on revisions. Feedback is crucial to refining the script and ensuring that it meets the needs of the production. The final script is a blueprint for the film. It guides all aspects of pre-production, casting, shooting, and editing. Writing a successful script requires creativity, perseverance, and collaboration, as the writer must work closely with the director, producers, and other members of the production team to bring their vision to life.
Script Treatment and Pitch Deck
Aside from the script, there are two important documents that are often created during the pre-production phase that help inform the pre-production crew. They are the script treatment and pitch deck. To even get to the point where a script will be considered by film investors, studios, or other potential partners, a writer must create at a minimum a script treatment. This document is a detailed summary of the film’s plot and characters, including key scenes and dialogue. It serves as a blueprint for the screenplay and helps to ensure that everyone involved in the project is on the same page.
A pitch deck, on the other hand, is a visual presentation that outlines the film’s story, characters, themes, and target audience. Both the script treatment and pitch deck play a crucial role in pre-production planning. The script treatment helps to refine the story, identify potential issues, and develop a clear vision for the film. It also provides a roadmap for the various departments involved in pre-production, such as casting, location scouting, and costume design. The pitch deck serves as a vehicle to generate interest and secure funding for the project, which is essential for bringing the film to life.
Legal and Budgets
Budgeting
Producers are responsible for the finding and allocating of funds that make up the budget of the film. They estimate the cost of every aspect of production, including script development, pre-production, principal photography, post-production, and distribution. They analyze the script and identify potential challenges, such as the need for special effects or challenging filming locations.
Producers also negotiate contracts with cast and crew members and allocate resources to various departments, including all the departments that require expensive gear that will need to be either purchased or rented. Once the budget is created, producers must manage expenses to stay within budget while ensuring that the final product meets creative standards. Budgeting for films is a very hard task that requires a lot of experience, connections, communication and negotiating skills, and financial acumen. They must also be able to plan for the nearly unforeseeable.
How to Receive Funding
Finding the money is probably the second most important aspect of filmmaking after making sure you have a good script. In some cases, a film’s financing may come from a single source, such as a major studio, independent production company, or individual investor. Producers must pitch the project to potential financiers and negotiate terms of funding, such as profit sharing, intellectual property rights, and creative control.
Other times, producers may secure financing through a combination of sources, such as pre-sales of distribution rights including international sales, product placements, crowdfunding, or government grants. Producers also need to consider how the budget will be structured, such as whether funds will be allocated upfront or dispersed over time based on certain milestones or deliverables. This may involve creating a detailed financial plan that outlines projected expenses and income and identifies potential risks and opportunities for savings. For more information, check out my article How to Finance a Film: 8 Tips for Funding Films.
Preliminary Production Schedule
Creating a preliminary production schedule for a film involves several key steps, beginning with breaking the script down into manageable units. The schedule should be developed in consultation with the director, producers, and key members of the production team. It should take into account factors such as budget, shooting locations, and cast and crew availability.
The first step is to create a shooting schedule. This should identify the dates and times that filming will take place, and outlines the sequence of scenes that will be shot each day. This will help to ensure that shooting is efficient and that all required shots are captured within the available time frame. Other key elements of a production schedule include a production board, which tracks the progress of each day’s shoot and identifies any issues or delays that need to be addressed. The schedule should also take into account post-production requirements, such as editing, visual effects, and sound design, and should identify key milestones and deadlines for these stages.
Overall, creating a preliminary production schedule for a film requires careful planning, communication, and attention to detail. By establishing a clear plan for each stage of the production process, the schedule can help to ensure that the project stays on track and is completed on time and within budget.
Hire Primary Crew
Once you have the budget, it is time to look for the people who will make your film happen. You will need to hire your primary crew. The first person that needs to be hired is the captain of the ship — the director. The director will be coordinating with the production team to get the people they want for the heads of the major departments. This includes the cinematographer, casting director, production designer, and costume designer. Once the key department heads are hired, they will begin assembling their teams, hiring additional crew members such as camera operators, lighting technicians, and art directors.
The hiring process for a film production can vary depending on the size and scope of the project. Some productions may hire certain crew members earlier in the process than others. However, the key department heads are typically the first to be brought on board, as they play a critical role in shaping the visual style and creative direction of the film.
This primary crew includes:
- Director
- Cinematographer
- Casting Director
- Production Designer
- Costume Designer
Creative Planning
Director’s Vision
Once you have the key team players that will shape the look and feel of your film, you will start to work on the creative aspects of pre-production. The common thread of this collaboration is for everyone to understand the vision of the director, what they are hoping the film will look like, and what emotions they are hoping to evoke from the viewers of the film. For example, the cinematographer will need to understand the director’s vision for the film’s lighting and camera movement. Meanwhile, the production designer will need to know the look and feel of the sets and props. Communication is key to ensure that each department is working towards a common goal and that the final product is a cohesive representation of the director’s vision.
Storyboards
Storyboards are a key tool in the pre-production process of a film. They help to visualize the director’s vision for the film and communicate this to the rest of the production team. Storyboards are typically created during the early stages of pre-production, usually after the script has been finalized and the main creative team has been assembled.
A storyboard is basically a sequence of drawings or images that represent each shot in a scene, along with notes or annotations that describe the action, camera movement, and other key details. This allows the director and other department heads to get a clear sense of how each scene will be shot, and to identify any potential issues or challenges that may arise during production. The storyboard can also be used as a reference during the shoot, allowing the director and cinematographer to quickly and efficiently set up each shot and ensure that the intended creative direction is maintained throughout the production process.
Script Breakdown
One of the next steps (sometimes done concurrently with the storyboard creation) is the script breakdown. A script breakdown involves analyzing the script in detail to identify all the various elements that will be required during production, such as props, costumes, locations, and special effects, as well as other aspects of production. This process is typically carried out by the production team, including the director, producer, production designer, and other key crew members.
During the breakdown, each scene is analyzed to determine what elements will be required. These are then compiled into a master list. This list is then used to create a budget, schedule, and other planning documents for the production. As the script gets edited, this script breakdown gets revisited.
Shot List
From this breakdown, a shot list is made. The shot list is a detailed plan that outlines each shot that will be used in a film. It typically includes information such as the shot type, camera movement, and any specific technical requirements. The shot list is an essential tool for keeping a film organized. It helps to ensure that all necessary shots are captured during the shoot and that the intended creative direction is maintained throughout the production process. It also allows the director and cinematographer to plan out each shot in advance. This makes the shooting process more efficient and reduces the likelihood of errors or oversights.
Logistics
No discussion of pre-production would be complete without discussing the logistics of the shoot. The production team must carefully plan and coordinate all of the below items to ensure the shoot runs smoothly and efficiently, while also staying within the allocated budget and meeting any specific creative or technical requirements. Proper logistics planning is essential to a successful production. It can help to avoid costly delays or issues during filming.
Budget and Schedule
Solidifying the budget and production schedule is an extremely complex task. This is often handled by a line producer who will do their best to determine the overall budget. They will also identify any potential cost savings or areas where spending can be reduced. Once the budget has been established, the team can then create a detailed production schedule that outlines all of the various tasks, milestones, and deadlines associated with the film. This schedule will take into account factors such as location scouting, casting, rehearsals, filming, and post-production. It will help to ensure that the production stays on track and within budget.
Renting Gear
Another major consideration of the logistics is the gear that will need to be rented. This includes, camera, lighting, sound gear, and much more. The production team must identify all of the necessary equipment for the shoot. They should determine the specific technical requirements for each piece of gear. This may involve working closely with the director and cinematographer to ensure that the equipment meets the creative vision for the film.
The rental house for all this equipment must be found. This is a major consideration and a reputable company that works with your budget must be found. If you are shooting in New York City, the Adorama Rental Company is a worthy option. They are a name you can trust and their prices are very fair.
Location Scouting
Location scouting is a crucial part of pre-production planning for film production. It involves carefully identifying and selecting the ideal shooting locations for the film. There are several important considerations that must be taken into account when performing location scouting.
The location must meet the creative vision of the director and cinematographer. It must be able to provide the appropriate atmosphere, mood, and visual style required for the film.
- Technical requirements: The location must also meet the technical requirements of the production, including lighting, sound, and camera considerations.
- Accessibility: The location must be easily accessible for the cast and crew, and must be able to accommodate any necessary equipment and vehicles.
- Logistics: The production team must also consider logistical factors such as permits, fees, and any necessary security or safety measures.
- Budget: Finally, the location must be within the production’s budget. The costs associated with location rental, transportation, and other expenses must be carefully considered.
Hire Production
Production crew must also be hired. The first consideration when looking for your crew is to see if they are available during the scheduled shoot dates and whether they are willing to commit to the production’s timeline. You must also make sure that they have the requisite experience to perform the job they are being hired for. This is a major reason that once a head of department finds people he trusts, they get hired again and again.
Cast the Talent
Who will be starring in your film? Casting the talent (like hiring the production crew) involves making sure that the actors are available and can commit to the schedule. They should be experienced enough to pull off the role, while within any budgetary constraints. The most important consideration, though, is whether they can make the role come to life and evoke the emotions that the director is looking for. Casting is hugely important. There are many people involved in making these extremely important decisions.
Fittings and Rehearsal
Rehearsing and fitting actors for costumes is an important part of pre-production planning for film production. It involves careful consideration of several logistical factors. Some of the key considerations to take into account include:
- Schedule: The production team must ensure that the actors have a rehearsal schedule that works for their availability and the production timeline. This requires coordination between the director, actors, and production team.
- Script and blocking: The rehearsal process must involve working on the script and blocking to ensure the actors understand their roles, lines, and movements, and can deliver their performances effectively.
- Location: The production team must ensure the rehearsals take place in the appropriate locations. This enables the actors to get a sense of the environment where they will be performing.
- Props and costumes: The production team must provide props and costumes for the actors to rehearse, to give them a sense of the physical world they will be inhabiting during the shoot.
- Communication: The rehearsal process must involve effective communication between the director, actors, and production team, to ensure everyone is on the same page and that the production is moving forward smoothly.
Overall, rehearsing with actors is essential to ensure the production is able to create a compelling and engaging story for the audience. It requires careful consideration of these and other logistical factors.
Send Out Call Sheets
Call sheets are the informational sheets that include the daily schedules, who from the cast and crew needs to be there on that particular day, where they need to be, if they will need to change location within the day, and when they need to show up on that particular shoot day. A call sheet will include the scene numbers, location, and estimated time for each shot. There are many other details that are included, such as sunrise, sunset, the nearest hospital, weather considerations, and special notes that may be day or location specific.
Didn’t know what a call sheet is? Check out these 50 Filmmaking Terms and Lingo to Know to learn more.
Final Thoughts
Pre-production sets the foundation for the entire production and has a major impact on the final outcome of the film. This is the time in which many different artistic decisions can be made. It is the breathing room to make calm decisions before the pressure on set. Pre-production is where the film gets its first round of artistic decision making.
When the production spins up, there will be much less time for careful consideration of artist decision making and it will be more reactive than proactive. Aside from the creative time that pre-production gives you, it also allows the production to carefully plan and prepare for the shoot. It always key stakeholders to identify potential issues that may arise during filming and work to address them in advance. This can save time, reduce costs, and ensure that the final product is a cohesive and effective representation of the director’s vision.
