Last Updated 4 weeks ago
Being an Assistant Director is an incredibly stressful and demanding role, and it is very easy to miss details. Even the most experienced ADs make mistakes from time to time, especially when building a film production schedule. In many cases, more than one person may be involved in scheduling, including the Production Manager and the Director.
There are many variables to consider when creating a film schedule, which is why we created a simple checklist to help build an effective production schedule.
Checklist for Creating a Film Schedule
- Make sure to gather the availability of all talent. Actors may only be available on specific days and may have other jobs booked. Maintain a clear list of all cast members and the days they are available.
- Be aware of the weather. Conditions can change quickly, and storms can appear unexpectedly, but understanding the forecast helps reduce risk. Avoid planning exterior shoots in poor weather whenever possible, as it makes the day more difficult for everyone.
- Whenever possible, schedule locations that are close to each other on the same day. Location moves are a major time drain, and shorter travel distances reduce wasted time.
- Try to shoot out a location completely. Avoid filming at a location one day and returning several days later. While this is sometimes unavoidable, finishing a location before moving on is generally more efficient.
- Schedule exterior scenes earlier in the production schedule. If the weather changes, it is easier to reschedule exterior work earlier. Placing exterior scenes at the end increases the risk of adding shoot days or losing coverage entirely.
- Understand all location restrictions and limitations. Some locations have strict access windows or curfews. Build your schedule around these requirements.
- Map all locations and account for travel time between them. If multiple locations are planned in a single day, travel time must be included in the schedule.
- Know how much time each scene requires to set up. Estimate lighting, art, and technical preparation time, and include pre-calls when necessary.
- Do not guess on timing. If you suspect a pre-call may be required, speak directly with department heads, such as the DP, Gaffer, Key Grip, Art Director, or other key crew members. Ask how much time they need and whether a pre-call is necessary.
Use common sense when scheduling your shoot days. Avoid creating unnecessary complexity for yourself or the crew. Ensure adequate time for meals, breaks, travel, and setup. Every production has unique requirements that affect scheduling, so use this checklist as a guideline and adjust it based on the project’s needs.
We hope you found this film scheduling checklist useful. Please contact us if you have any questions or suggestions.
We hope that we enjoyed our checklist for creating a film schedule, please get in contact with us if you have an questions of suggestions.
Don’t forget about Movie Magic Scheduling to help with all of your scheduling needs!
