Three Phases of Preparation
Map preparation onto three windows of time. Things stop falling through the cracks.
- By 2 weeks out: concept, budget, people
- By 1 week out: blocking, gear, schedule
- Day before and morning of: final checks
Phase 1: By 2 Weeks Out (Concept, Budget, People)
Concept
- Has everyone articulated the goal and final usage of the shoot?
- Is the target audience defined?
- Have you collected at least three reference images or clips?
- Have you narrowed down to 3–5 "must-have" hero shots?
- Did the client sign off on the concept in writing (not just verbally)?
Budget and Contract
- Have you totaled shoot fees, talent, crew, gear, location?
- Is the estimate agreed in writing with the client?
- Is the cancellation policy shared?
- Are reshoot and re-edit conditions documented?
Crew
- Have you listed every role you need (DP, lighting, sound, stylist, hair/makeup, assistants)?
- Is everyone confirmed (not pencilled)?
- Is there a shared chat channel?
- Is an emergency-contact list ready (injury, gear failure)?
Location
- Is the location confirmed and permitted?
- Have you done a recce? Power, restrooms, loading access, parking checked?
- Is there a fixed time to check the forecast (required for any outdoor work)?
- Is there a rain plan?
Phase 2: By 1 Week Out (Blocking, Gear, Schedule)
Blocking Finalised
- Is each shot's subject, camera and lighting position decided in a diagram or 3D?
- Has that blocking been shared with client and crew?
- Do the movement paths (subjects, crew) have any conflicts?
- Is per-shot estimated time calculated?
For the underlying method see How to Plan Shot Blocking. To pre-visualise blocking in 3D, see Shot Planner.
Gear List
- Camera bodies (main + backup)
- Lenses (does the focal-length range cover every shot?)
- Tripods, stands, gimbals
- Lights, stands, softboxes, reflectors
- Mics, audio recorder, monitor
- Media (at least 2× the shoot duration)
- Batteries (2× what you think you need, both camera and lights)
- Cables (power, HDMI, USB)
- Gaff tape, sandbags, clamps
- Power distribution and extension cords
Schedule
- Is it built in minute-level resolution, including load-in and load-out?
- Is the planned start time noted for each shot?
- Are breaks and meals built in (at least 30 minutes per 4 hours)?
- Is the time for set changes and wardrobe estimated?
- If you fall behind, which shots get cut first? (Priority list ready?)
Crew Sharing
- Has the shot list or storyboard been sent to everyone?
- Are call time, location and dress code clear?
- Is food and drink confirmed?
Phase 3: Day Before and Morning Of (Final Checks)
Day before
- Verify gear functions (batteries charged, media formatted)
- Recheck the forecast
- Send day-before reminders to client and talent
- Run the gear list one last time
- Re-share the schedule
Morning of
- Load gear from the list, twice
- Pad travel time for traffic or train delays
- On arrival, confirm power and location condition
- Run a test shot — exposure, focus, audio
- Before rolling, spend 5 minutes recapping today's goal with the whole crew
Top 5 Failure Modes
- Out of media: 4K eats space fast. Plan for at least 2× the shoot duration in capacity.
- Out of battery: Cold weather is brutal. Carry 2× what you think is enough.
- Misaligned with client: "This isn't what I imagined" is what happens when there was no written pre-agreement on the look. Share blocking and references in advance.
- Optimistic timing: Set changes take longer than you think. Add 20% to every task.
- Untested gear: "Power on for the first time on set and the battery is dead." It happens. Test the day before.
Use Shot Planner for the Blocking Part
Build the blocking, camera positions and lighting in 3D in Shot Planner and share by URL. Kill "we weren't picturing the same shot" before it can happen.
Summary
- Plan in three windows: 2 weeks out → 1 week out → day before/morning of
- Gear, people and time each need their own written list
- Get client agreement in text or images, never just verbal
- Pre-shared blocking and schedule kill 90% of on-set chaos