Scheduling film shooting depends on the scale and complexity of the project. Its organization is closely linked to the scenario, the number of locations, and the individuals involved. More extensive filming requires more preparation and coordination, which includes finding and renting locations, actors, props and transport services, and acquiring all the necessary permissions for the shoot.

When organizing filming day, the project team relies mostly on the agreed scenario, where the content of the final video is defined in detail, and the implementation plan.

Filming locations

Filming can take place at one or more locations, and requires prior consent from the land and building owners. When planning the shoot we must check in advance the availability of locations on certain dates, rental costs for the locations (e.g. a studio), and equipment, which is included in the rental. Usually, an on-site visit is necessary to evaluate the appropriateness of the locations.

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When planning filming in companies we need to plan the work process and the attendance of employees on the day of filming. Both need to be evaluated and adapted, if necessary. The filming team needs to know in advance whether any limitations or safety regulations will apply during filming. The use of proper safety equipment must be planned. The escort of security personnel or employees aware of all the company’s regulations is highly recommended.

The agreement with regard to filming is especially important when the shoot will take place from a height or when we plan to do the aerial filming of the location. Both require permits from the authorities and skilled personnel who meet certain legal requirements.

Actors and speakers

Most of the video content will also include people. These can be employees of the company, participants, or actors. Prior to filming, they all need to know that they are being recorded, and need to give us their consent. When we are filming events, the participants need to be informed in advance that the event is being recorded. In other cases, all individuals whose identity can be detected from the video should sign a written consent form for filming.

Actors can be hired. If they are provided by a casting agency, detailed information needs to be given about the specific individuals needed to fit the roles. Be extra cautious when planning to include individuals under 18 years. In this case consent for filming must be given by parents or legal representatives.

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The decision of whether the participants in the film will have spoken lines must be taken. All texts and dialogues need to be prepared in advance. This is of extreme importance when we expect individuals to speak in a language other than their native tongue. All the participants should come to the set well-prepared. Ensure proper clothes or give accurate instructions to the participants about what they should wear on filming day (e.g. uniform, formal clothes, etc.).

The clothes of the participants in the film should be of one colour and without small patterns, and be ironed and without visible stains. In corporate video you might want to include branded clothes as well. Usually there is a need to ensure a makeup artist for the day of the shoot.

Weather and external factors

Weather plays a crucial role when filming outdoors. Make sure you check the weather forecast regularly and define additional dates in advance. The other factor that can disturb the production of the video is surrounding noise, which must be dealt with in public spaces, at events and in the proximity of roads and construction sites. Avoid filming in areas with high noise levels, or be careful to ensure proper audio quality in such environments.

Filming can also be interrupted by people. The film set should be properly marked and secured to prevent passers-by from entering the area. If necessary, security staff should be hired to protect the area. Filming in public spaces can be interrupted quite frequently, so it is important to plan more time for recording in these areas.