Video Pre-Production Checklist: What to Lock Before a Shoot

A video pre-production checklist is the list of decisions and bookings that have to be finished before the camera rolls. It covers the brief, the script and boards, locations, people, gear, any drone work and the call sheet. This page is part of our video production guide.

How to use this checklist: work through the groups in order, because each one depends on the one before. Give every item an owner and a due date. Print it, or copy it into your project tool, and don't book the shoot day until the first two groups are signed off.

Define the goal and the deliverables

Everything else on this list is sized to the answers here. A vague brief is the most common reason a shoot runs long and an edit goes through extra rounds.

• Write the one message a viewer should remember after watching.
• Name the audience and what they already know about you.
• Choose the single action you want viewers to take next.
• List every deliverable with its length, aspect ratio and platform.
• Confirm where captions, subtitles or audio description will be needed.
• Name one approver for each stage, and their backup.
• Agree the delivery date and work the schedule backwards from it.

Lock the creative: script, storyboard and shot list

The creative documents turn the brief into instructions a crew can follow. Our guides cover how to write a video script, how to storyboard it and how to fill in a shot list template.

• Write the script or interview outline and read it aloud against a stopwatch.
• Get written sign-off on the script before boarding starts.
• Board every scene that has action, graphics or product detail.
• Build the shot list from the boards and mark each shot's priority.
• Clear music, fonts and any stock footage before the edit needs them.
• Collect logos, brand colors and product samples the shoot needs.

Scout and secure locations

Visit each location at the time of day you plan to shoot, if you can. Light and noise change across the day, and photos from a listing won't show either.

• Note which way windows face and where the sun will be at call time.
• Listen for HVAC, refrigerators, traffic and flight paths, and ask what can be switched off.
• Find the circuits and outlets, and how much power each can carry.
• Check load-in, parking, elevators and how far gear has to travel.
• Photograph each angle you plan to use, for the crew and the storyboard.
• Get the owner's permission in writing, with dates and hours.
• Pick a backup location or an indoor plan for weather.

Cast, crew, wardrobe and releases

People are the hardest part to rebook, so lock them early and give them everything in writing.

• Confirm talent, interviewees and crew, with a backup for key roles.
• Send wardrobe guidance: solid colors, no logos, nothing shiny or noisy.
• Ask talent to avoid tight stripes and small checks, which can cause moiré on camera.
• Prepare appearance releases for everyone identifiable on camera.
• Prepare location releases for private property.
• Share the brief and key messages with interviewees ahead of the day.

Plan gear, settings and media

Agree on technical settings before the day, so every camera records footage that cuts together.

• Set resolution, frame rate and codec to match the deliverables, and record every camera the same way.
• Choose the shutter for local mains power: 1/60 or 1/120 under 60 Hz lighting avoids most flicker.
• Plan microphones for each speaker, plus a backup.
• Draw a lighting plan for each setup and list every stand, modifier and cable.
• Charge every battery and pack spares.
• Format media in the camera, and bring more cards than the shot list needs.
• Plan two backups of every card before it is wiped.

Drone shots: check the FAA rules first

In the United States, commercial drone work falls under the FAA's Part 107 rules. Plan these items before a drone shot goes into the storyboard. Our crew includes a Part 107 certificated drone pilot. For the full rules, see drone video and Part 107.

• Confirm the pilot holds an FAA remote pilot certificate with a small UAS rating.
• Check the drone is registered and the number is marked on it.
• Check the airspace class, and request LAANC or ATC authorization if it is controlled.
• Plan shots that keep the drone in sight and away from people not involved.
• Schedule flights for daylight, or twilight with anti-collision lighting.

Build the schedule and call sheet

The schedule turns the shot list into a day. Group shots by location and lighting setup, not by script order, and put the must-have shots first. For how long each stage of a project usually takes, see our video production timeline.

• Order the schedule by location, then lighting setup, then shot priority.
• Put light-sensitive exteriors at the right hour and keep interiors flexible.
• Plan meal breaks and company moves into the schedule.
• List the nearest hospital and emergency contacts on the call sheet.
• Check the forecast and sunrise or sunset time the day before.
• Send the call sheet the day before and ask everyone to confirm.
• Hold a final call or meeting to walk the schedule.

A simple call sheet header covers the essentials. Copy it and fill in each line:

PROJECT:            DATE:            DAY _ OF _
GENERAL CALL:       SHOOT CALL:      EST. WRAP:
LOCATION:           PARKING:         LOAD-IN:
PRODUCER:           PHONE:
DIRECTOR / DP:      PHONE:
TALENT CALLS:       NAME / ROLE / CALL / READY
SCHEDULE:           TIME / SCENE / SHOTS / SETUP
WEATHER:            SUNRISE:         SUNSET:
NEAREST HOSPITAL:   ADDRESS:
NOTES:              SAFETY / PERMITS / RELEASES

For what happens once the crew arrives, see the shoot day run-of-showshoot day run-of-show.

If you'd rather hand pre-production to a crew that does this every week, our in-house video production team starts every project with a treatment, shot list and clear scope.