We’ve all been there. We’ve been on set and have absolutely no idea where we are supposed to go, what we are shooting and just who the heck is in charge.  What results can be a huge waste of time AND money, as well as a very frustrated cast and crew.

These suggestions may seem a bit obvious, but there are still productions out there that need to hear them.  I’ll even throw in a few personal examples to make it interesting!

1. Name the shoot
In all your communications call your shoot by the same name, this is usually the title of the production.  Always use the same font when typing the shoot name as well.
I was recently a model at a shoot with about 10 other models. Not one of us knew what we were shooting for. We all called the shoot by the name of the company that hired us, and in turn, had a really hard time finding it when we stopped to ask for directions. One model was over an hour late because of this. If she only had known what we were shooting for, she would’ve been on time.

2. Mark the shoot location
Make the shoot location easy to find. Giving out an address is fantastic, but be sure to mark off the location with a sign/poster with the shoot name.  If the location is in a hard to find place, mark off the turns to get there with a sign as well.
I can’t tell you how many times I’ve wandered around a lot, building or warehouse looking for a shoot, having to open up a million doors before I found the right shoot. A simple sign on the door, building or street would’ve saved me and I’m sure a lot of other people a ton of time.  You don’t want your shoot to get off to a late start because people can’t find the place.

3. Introduce key players
At the beginning of the shoot, take 5 minutes to introduce the key players. Everyone should know who the director, producer, make-up, wardrobe and other key players are. Stand in a circle and have the key players introduce themselves. It may seem a bit grade school, but it is important.
*This is especially important if there is a ‘client’ on the shoot. Everyone should know who is essentially paying the bills and whom they should watch their mouth around.
Oooh man, I have really messed this one up before. I’ve turned to people on set and said things like “Wow, the dialogue in this thing is crap” and had them turn back and say, “Thanks, I’m the writer.” Ouch. Save everyone the embarrassment and do quick introductions.

4. Let people know feature landmarks
Pointing out bathrooms, wardrobe and make-up locations in the beginning of the day will save everyone an enormous amount of time. No one wants to point out the bathrooms 45 times in one day, so do it once and get it out of the way.
I was just recently an extra on a TV show and saw just how much time was wasted when every single one of the 20 extras on the show asked the same questions. “Where is wardrobe?” “Where is the bathroom?” “Where do we change?” “Where do we go for holding?” It was maddening.

5. Let people know whom they should go to with questions
Whether you have a large set or a small set, letting people know who they can go to with a question is key.  Extras shouldn’t be tugging on the director’s shirt. Give out a point person in the beginning and spare yourself from interrupting the flow of the shoot by someone interrupting the wrong person.
I helped out on a yoga video shoot a few months ago and was appalled when the cameramen kept asking the lead talent what the next shot was. The lead talent would be totally in the zone and she’d have to stop, and point out the next movement she was going to do. I couldn’t believe that the producer hadn’t told them to ask her for the shot details. It wasted a TON of time and the lead talent grew extremely frustrated and some of the shots were ruined.

6. Remind everyone to turn off cell phones and throw out gum
Don’t ever assume that everyone knows how to act on set and make it a point that everyone on set turn off cell phone rings. Throw in an immediate dismissal warning for those that ‘forget’. Also remind all on camera talent about throwing out their dreaded chewing gum. No one wants a shot with a jabber-jaw in it.
We’ve all been there. You are in the middle of shooting a long scene, it’s going great and suddenly your interrupted by an ear-piercing rendition of “eye of the tiger” from someone’s cell. Save yourself the frustration and make sure everyone turns them off BEFORE the cameras roll.

7. Announce break times
Whether you are in between shots or you are on lunch break. Make sure everyone knows how much time they have and when they are expected to be back on set.
I can’t tell you how many times I have seen productions get behind schedule because someone calls out a break and doesn’t give a time to report back. There is nothing worse than scouring sidewalks, bushes and cars for people talking on their cellphones or smoking when you needed them back on set.  Let people know a definitive time to report back and also let them know the time that it is when you are announcing it (this eliminates any clock/watch time difference).
For example “It’s now 12 o’clock exactly and we’ll be taking a 15 minute break. Be back here and ready to go by 12 fifteen.”

8.  Simple Do’s and Dont’s
Let everyone on set know if there is anything taboo that they shouldn’t do on set.  I’ve been a guest on a major television show before and I was read the riot act before I met the main talent. But, I was glad that they did it. I knew when I met him what I absolutely should not do and for that I was grateful. I mean those producers DRILLED me! “Don’t touch him, unless he touches you. And then you can touch him in exactly an equal manner, but not MORE.” So, when he reached out and put his arm around my back, I did the same. It all worked out splendidly.

9. Post a Schedule
If you are able to, put up your shoot schedule so everyone can see what you are planning on accomplishing for the day.
I was recently on shoot where they used my dog as talent. There were over 20 dogs on set and all the dogs were getting thirsty. We all wanted to give our dogs water, and we were growing anxious. Some people left to give their dogs water and it postponed the next shot by 15 minutes. If a schedule were posted we would’ve known we only had one more shot left with the dogs, everyone would’ve stayed and no time would’ve been wasted.

10. Tell everyone how and when they can view what you shot
Everyone who works on a shoot wants to know when and where they can see the goods. Plus, crew and talent are your best PR! Use them to your advantage and be sure to announce when and where they can see the footage!  They’ll all tell their boyfriends, friends, parents and grandmas to watch for it and that only increases your buzz!
I produced an indie kids film and it debuted in a film festival in the town that we shot it.  We packed the theatre with people who worked on the film! This was both great for us and for the festival. Plus, the talent and family of the talent were so happy they could see themselves on the big screen!

I can guarantee if you follow these 10 simple steps you’ll save your production time, money and alleviate a lot of shoot day frustration. You’re production will come across as polished and you’ll be seen as a pro. Happy Shooting!