Why Preparation Determines the Day
A production day is a fixed window. Once the clock starts, you cannot manufacture more time. Every minute spent hunting down a missing prop, chasing a delayed subject, or sorting out a location conflict is a minute not spent filming.
The most common reason shoots run long or fall short is preparation that was assumed rather than confirmed. This checklist exists to close that gap.
Location Preparation
- Confirm the filming location address and parking access with your contact
- Identify a quiet room or area for interview setups — away from HVAC noise, foot traffic, and windows with variable light
- Check that you have the keys, access codes, or a point of contact who will be on-site to let the crew in
- Walk the space at least 24 hours in advance if possible — or send photos and a floor plan to the production team
- Note any background elements that need to be moved, cleaned, or staged before the crew arrives
- Confirm power access. Identify outlet locations near your primary filming areas
- Flag any restrictions: no-photograph zones, safety gear requirements, or areas off-limits to crew
People and Scheduling
- Confirm the names, titles, and call times for every on-camera subject
- Send each subject a prep note with what to expect, what to wear, and when to arrive
- Identify a single point of contact on your team who will be present the entire day
- Build 15-minute buffers between interview blocks. Late arrivals compound
- Confirm that subjects know where to park and where to go when they arrive
- Have a backup subject in mind in case someone cancels last minute
- Brief anyone appearing on camera on the key messages or talking points. Do not let them see questions cold
Assets, Props, and Materials
- Identify any branded products, signage, or props that should appear in the video
- Have your logo files and brand colors ready to share with the production team if needed
- Confirm that any equipment, machinery, or process you want filmed is operational and accessible
- Stage materials in a single area the night before (not scattered across the building)
- If uniforms or branded apparel is needed, confirm sizes and have extras on hand
- Remove personal items from any background areas that will be in frame
The Day-Before Call
A five-minute call or text the afternoon before the shoot to confirm arrival time, location access, and any last-minute changes will prevent the majority of day-of problems. Send the crew a single document with the address, parking instructions, and your cell number.
Day-Of Readiness
- Arrive at least 30 minutes before the crew to open the space and do a final walkthrough
- Have water and basic snacks available. (production is physical work)
- Clear the schedule of non-essential meetings for anyone appearing on camera
- Silence any audible notifications on equipment near the filming area
- Keep the space cleared of non-essential people during interviews
- Have a printed or shared copy of the day's schedule accessible to everyone