Prepare a preliminary schedule and budget

_ Find a good attorney who specializes in entertainment law

_ Establish company structure (i.e., corporation or partnership)

_ Obtain business licenses from city, county, and/or state

_ Apply to the IRS for a Federal I.D. number

_ If you have established a corporation, get a corporate seal and a minutes book

_ Obtain workers’ compensation and general liability insurance

_ Secure a completion bond (if applicable)

_ Find production offices & stage(s) as needed

_ Start lining up staff and crew

Legal

Note: Your company’s legal or business affairs department or an outside entertainment

attorney should to this work.

_ Secure the rights to the screenplay

_ Make sure script is registered with the WGA

_ Negotiate (or review) and prepare the contract for the writer of the screenplay

_ Review all financing and distribution agreements

_ Order all copyright and title reports

_ Prepare contracts for principal cast

_ Prepare contracts for the producer, director, director of photography, production

designer, costumer designer, and editor

_ Prepare minors’ contracts

_ Complete Errors and Omissions insurance application

_ Review contracts regarding literary material to make sure all required payments

are made

_ Review permits and other documents having potential legal significance

_ Prepare (or approve) all necessary release forms

_ Start music clearance procedures

_ In applicable, handle all necessary requirements related to filming in a foreign

country

Set-Up Production Office

_ Security, if needed

_ Furniture, including:

_ D rafting tables & stools for the Art Department, and

_ A safe for Accounting

_ Contact phone company for phone numbers & phone, fax and modem lines

_ Arrange for a temporary phone system

_ Copier machine

_ VCR/Monitor

_ Computers and printers

_ Typewriter

_ Production and accounting software programs

_ Fax machine(s)_ Office supplies

_ Bottled water

_ Coffee maker

_ Microwave oven

_ Refrigerator

_ Extra keys to the office (keep a list of who has keys)

_ Pagers & mobile phones for key personnel

_ Prepare and post department envelopes

_ Prepare a restaurant menu book

_ Secure a cleaning service

_ Establish account with courier service(s)

_ Prepare logs for courier runs & FedEx® shipments

_ Prepare sign-out sheets for: keys, script, Polariod™ film, etc.

_ Set-up recycling receptacles and procedures

Paperwork

_ Sign union and/or guild contracts (if applicable)

_ Design & have letterhead & business cards printed-up (the letterhead can also be

put on computer disk and given to those who need it)

_ Prepare fax cover sheets

_ Prepare a map of how to get to the production office and/or stage

_ Prepare a phone extension list to be placed next to each phone in the office

_ Set-up production files

_ Assemble supply of production forms

_ Prepare a crew list

_ Prepare a contact list

_ Start a purchase order log

_ Prepare and distribute asset inventory logs

_ Start a raw stock inventory and order log

_ If a television series, prepare a list of episodes, production dates, director, writer,

and editor for each show

_ Prepare DGA deal memos

_ Prepare crew deal memos

_ Post and distribute safety and code of conduct guidelines as required

_ Distribute Acknowledgment of Safety Guidelines forms for crew to sign

_ Give completed crew start slips and tax information to Payroll

_ Prepare a distribution list

Visual Effects

_ Hire a visual effects supervisor

_ Prepare a breakdown of visual effects shots

_ Have conceptual designs and storyboards prepared, clearly defining each effect

_ Determine methodology and exact elements required to accomplish desired

effects

_ Send breakdown, designs and storyboarded scenarios out to visual effects houses

for bids

_ Determine time and expense necessary to accomplish each effect

_ Adjust script to accommodate budgetary and scheduling limitations if necessary

_ Select visual effects houses to create needed effects (i.e., creatures, animation,

computer-generated characters)

_ Have effects supervisor prepare a schedule integrating pre-production, production,

and post production activities and all work to be done at effects houses

_ Determine which portion of each visual effects shot will need to be shot during

production (i.e., process plates) and coordinate with the UPM and first assistant director,

so requirements can be integrated into the shooting schedule

_ Determine what special equipment you will need to order to be used during

production (i.e., motion control camera, blue screen)

_ Line up additional, specially trained crew to work on the portions of effects that

are scheduled to shoot during production

_ Have effects supervisor prepare a contact list, including which effects houses are

doing which effects, phone numbers, and names of who is supervising the work at each

of the houses

Note: Complicated stunts and special effects to be shot during production should be

assessed and planned during the early stages of pre-production as well. Preparation

involves many of the same steps as those listed above.

Cast Related

_ Secure SAG bond (if applicable)

_ Finalize casting

_ Prepare a cast list

_ Send cast list to SAG

_ Station 12 cast members

_ Prepare cast deal memos

_ Prepare SAG contracts

_ Schedule designated cast for medical exams

_ Fit wardrobe

_ Hire a stunt coordinator

_ Have stunt coordinator line up stunt doubles

_ Hire a dialogue coach, if needed

_ Make sure actors’ dressing rooms and mobile homes are properly outfitted

_ Check actors’ deals for perks, and make sure they have everything they are

contractually due

_ Procure a supply of headshots from actors’ agents for hair, makeup, wardrobe,

stunts, extra casting, assistant directors & office copy

_ Schedule wig fittings & hair coloring

_ Schedule prosthetic fittings & molds, if necessary

_ Schedule actors for lessons (if special skills are required for their roles)

_ Schedule workouts, tanning sessions, etc. (if required)

_ Schedule rehearsal(s) & read-throughs

_ Schedule hair and makeup tests

_ Make sure minor performers have work permits

_ Hire studio teacher/welfare worker(s), as needed

_ Line-up an extras casting agency

_ Interview stand-ins and photo doubles

_ Obtain a good supply of extra vouchers (union & non-union)

Script and Schedules

_ Finalize script

_ Type script changes

_ Duplicate script

_ Distribute script & all revisions to: cast, crew, staff, studio/parent production

company, insurance agency, casting agencies, research company/department & product

placement agencies/department

_ If for television, send scripts to network executives and Standards & Practices

_ Prepare a revised Shooting Schedule

_ Prepare a One-Line Schedule

_ Prepare a Day-Out-of-Days

_ Prepare a script synopsis

_ Have the script timed

Prepare Breakdowns

_ Atmosphere

_ Production vehicles

_ Picture vehicles

_ Stunts

_ Locations (“Location List”)

_ Special effects

_ Visual effects

_ Travel (“Movement List”)

_ Continuity Breakdown

_ Schedule of second-unit days

_ Product Placement wish list

_ Special equipment (condors, Technocrane, mobile lighting systems, camera

remote heads, etc.)

_ Schedule of train, boat or helicopter-days (whatever might be applicable)

_ Time-lines (as applicable)

Budgetary-Accounting

_ Open bank account

_ Collect departmental budgets

_ Finalize budget

_ Select payroll company

_ Prepare cash flow chart

_ Send script, budget, and schedule to the completion bond company

_ Prepare start paperwork packages

_ Open vendor accounts

_ Prepare a chart-of-accounts

Insurance

_ Send script and budget to the insurance companies for bids

_ Secure insurance coverage

_ Make sure Errors and Omissions insurance application is submitted

_ Provide information for risk management survey

_ Decide on specific endorsements to meet the needs of your picture

_ Secure special coverage for aircraft, boats, railroad, etc.

_ In necessary, secure special coverages for working in a foreign country

_ Prepare certificates of insurance for vehicles, equipment and locations

_ Send travel breakdown to the insurance company

_ Send stunt and effects breakdown to the insurance company, along with the

resumes of the stunt coordinator and effects supervisors

_ Have a supply of workers’ compensation accident forms and insurance

information for office, second assistant director and company nurse

_ Procure a supply of loss/damage & auto accident claim forms

_ Select doctor approved by insurance company for necessary physicals

Post Production Related

_ Hire a post production supervisor

_ Select lab, telecine and sound house

_ Set-up accounts for lab, sound transfers, telecine, supplies, etc.

_ Order editing equipment

_ Set-up editing room(s)

_ Get bids from sound effects houses

_ Book dates and facility for predubbing and final mix

_ Route dailies

_ Schedule screening of dailies

_ Prepare a tentative post production schedule

_ Have script supervisor meet with editor regarding routing of daily notes and any

special requests editor may have

Locations

_ Hire a location manager

_ Complete location agreements

_ Submit signed location agreements to accounting & copies to the production

office and assistant directors

_ Issue certificates of insurance to property owners

_ Obtain permits

_ Hire fire safety and police officers as necessary

_ Set-up security

_ Arrange for intermittent traffic control, if needed

_ Post for parking

_ Obtain signed releases from neighbors

_ Prepare maps to locations

_ Order signs with name of show & directional arrows

_ Procure heaters, fans & air conditioners as needed

_ Procure layout board and drop cloths

_ Locate closest medical emergency facilities

_ Locate closest hotels/motels, if necessary

_ Set-up phones, power & utilities

_ Locate parking lot(s) if shuttling is necessary_ Arrange for extra tables,

chairs & tents

_ Allocate areas for extras, dressing rooms, eating, hair, makeup, school room, rest

area for minors and parents, special equipment, animals, etc.

_ Allocate parking areas for equipment, vehicles & VIP cars

_ Locate alternative sites to be used as cover sets

_ If needed, hire service to clean locations after each one is wrapped

_ Do final walk-through with property owners, have them sign Location Release

form

Distant Locations - See Distant Location Checklist in Chapter 17

Foreign Locations - See Chapter 18

Order

_ Raw stock (as per DP)

_ Still film and Polaroid film

_ Camera equipment

_ Empty cans, camera reports, black bags, and cores (from lab)

_ Steadicam package

_ Video assist equipment

_ Grip and electric equipment

_ Grip, electric & camera expendables

_ Dolly(s), crane(s) & condor(s)

_ Generator(s)

_ Sound equipment

_ DAT tapes (or 1/4 inch mag stock)

_ Walkie-talkies, bullhorns & headsets

_ Cellular phone(s)

_ Projection equipment

_ Makeup/hair hydraulic lift chairs

_ Portable VCR and monitor (if dailies are shown on set)

_ Catering

Transportation

_ Motor home(s) & star wagon(s)

_ Honeywagon(s)

_ Camera car(s) & process trailer(s)

_ Water truck

_ Production trailer

_ Hair and makeup trailer

_ Wardrobe trailer_ Crew cabs & vans

_ Grip and electric truck

_ Camera truck

_ Sound/video truck

_ Prop truck

_ Set dressing truck

_ Effects truck & trailer

_ Fuel truck

_ Picture cars

Animals

_ Locate the necessary animals/livestock

_ Contact the American Humane Association for guidelines in the proper care, use,

handling & safety of animals

Locate and hire competent:

_ Animal handlers

_ Trainers

_ Wranglers

Specialty Items

_ Technical advisor(s)

_ Rear screen/process photography

_ Blue or green screen for visual effects shots

_ Motion control camera

_ Playback

_ 24-frame video playback

_ Stock footage

_ Cycs & backdrops

_ Mockups

_ Models

_ Safety divers

_ Nursery & baby nurse(s)

Preparing for Stage Work

_ Telephones

_ Security

_ Power

_ Remote and bell

_ Heaters, fans, air conditioners

_ Generator (if necessary)

_ Dressing rooms

_ School room

_ Rest area for minors and parents

_ Tables and chairs

_ Area for extras

_ Makeup and hair

_ Darkroom

_ Access to lot medical department or nurse/medic on set

The assistant directors will prepare a portable file box (or a legal-size accordion file) with

the following paperwork to stay on the set at all times. This box should contain the

following:

Copies of:

_ All signed location agreements

_ All permits

_ Actors’ deal memos

_ SAG guidelines

Blanks of:

_ Location agreements

_ Call sheets

_ Production reports

_ Workers’ compensation accident report forms

_ Automobile accident report forms

_ SAG contracts (a few of each kind)

_ SAG Time Sheets (Exhibit Gs)

_ SAG Taft/Hartley report forms

_ Crew start paperwork packages

_ Copies of safety guidelines and Filmmaker’s Code of Conduct

_ Certificates of insurance

_ Petty cash envelopes

_ Release forms (an assortment)

_ Extra vouchers

_ Walkie-Talkie Sign-Out sheets

_ Start slips, W-4s & I-9s

Extra copies of:

_ Staff and crew lists

_ Call sheets

_ Scripts and script changes

_ Cast lists

_ Contact lists

_ Shooting schedules

_ Day-out-of-days

_ Maps to the locations

_ Crew pager & cell phone numbers

Keep on the set at all times:

_ A complete first aid kit

_ Aspirin/Tylenol

_ Several flashlights

_ An assortment of office supplies

_ Extra Polariod™ film

_ A designated set mobile phone

_ A small copier machine (if you have the room and the additional cost is within

your budget), laptop computer and printer