The Ultimate Pre-Production Documentation Guide
Whether you’re shooting a film or a commercial, there are three stages of the production process: First is pre-production, second is production and third is post-production.
The pre-production stage is usually the longest due to the amount of paperwork involved.
To keep your show on track, below we’re covering the nine essential pre-production documents you need before filming plus free downloadable templates for you to utilize in the future.
9 Pre-Production Documents Every Producer Needs
From securing your location to advising locals that filming is underway, there are a variety of critical documents production companies need to have prior to shooting.
And without the proper paperwork, you may face a delayed production or worse, legal consequences.
Below we are giving you a full overview of the nine critical pre-production documents required for a smooth shoot.
These include:
1. Artist Release
An Artist Release document serves as a legal document between the production company and artist to obtain full rights to the talent's artwork on the film project or commercial. This ensures that the work created by your production is owned by your team and not the individual.
Not having a written agreement between actors and filmmakers can cause many problems along the way, such as the actor requesting certain shots not to be released or published in your project.
Are you still in the process of hiring talent for your upcoming project? If so, getting to know all about labor unions will significantly help you understand how to hire from different unions. Read our previous blog, giving you the Complete Guide to Entertainment Labor Unions.
2. BTS (Behind The Scenes) Release Form
Also known as a talent release form, a BTS Release is a written agreement that allows your production team to use your actor’s voice or image in your promos to bring attraction for your upcoming project.
Using the image of your star actor’s is a great way to bring awareness and engagement for your project.
Securing a BTS release is extremely valuable as without it, you could face legal actions due to unauthorized use of the actor’s image.
Download sample BTS Release form here.
3. Location Contract
You have secured the location of your production shoot. Great! Next step is to put a location contract in place.
Location contracts are a written agreement between the production team and venue managers of your location that gives your team the legal right to enter, shoot and film on their location.
A location contract will outline:
Specifics on how the property will be used
Timelines for use
Property condition
Insurance info
Grant of rights
Payment details
This legal document is just that— legal. Ensure that you're working with a trusted lawyer or production support services company to get the details of your location agreement written up.
Download sample location contract here.
4. Non-Disclosure Agreement (NDA)
Word of mouth spreads faster than you think. Act fast and get a non disclosure agreemence (NDA)
Word of mouth spreads faster than you think, act fast and get a non disclosure agreement (NDA).
Your upcoming project’s success depends highly on your team limiting the spread of information about your film. It allows for the audience to become curious without getting any spoilers— it also keeps your competitors blissfully unaware of what you’ve got cooking up in your production kitchen.
Getting your team or anyone involved with your project to sign an NDA is the best way to keep the magic of your project hidden until its release.
A typical NDA will include protection for:
Products
Employees
Partners
New Clients
5. Parking Agreement
You have completed hiring your entire cast and crew, you have secured your location for shooting, but are you forgetting something? Parking.
It’s an easy-to-miss step that can become a big problem the day of shooting. Without it, your entire team will have a hard time finding parking, taking away time from your project.
A parking agreement is settled between your production team and your location venue manager that will allow your entire team access to park for the days of shooting. The agreement will outline:
Contact info for both the production company and the parking lot lessor
Parking spot location details
A description of the use of the parking lot
Dates, times and fine print on when the lot can be accessed
Cost details
Liabilities, limitations and termination clauses
Download sample parking agreement.
6. Performer Agreement
Performance agreements serve as a written agreement between the production team and actors on the project to set clear written performance expectations and goals. The agreement includes:
Performance agreements serve as a written agreement between the production team and actors on the project to set clear written performance expectations and goals. The agreement includes:
List and define goals and set daily expectations relevant to the artist's talent.
Description of performance expectations from the production team.
Updates on artists performance and view how it compares against targeted expectations.
Having a performance agreement is beneficial for both parties as this allows the actor to set clear boundaries and for the filmmakers to set their goal expectations for the project.
This is the perfect opportunity to openly discuss any performance barriers that may exist between filmmakers and actors to come to a mutual agreement.
Download sample performer agreement
7. Photograph and Video Release Form
Photograph and video release forms settled between filmmakers and actors that set an agreement in place for how footage from this project will be used.
Photograph and video release forms settled between filmmakers and actors that set an agreement in place for how footage from this project will be used.
This includes audio, photography, or video recordings.
This agreement ensures the actor that their image in your project is being used in a way that does not negatively affect their image in the public eye.
Not only does this benefit the actors but also helps save your production team in case of any legal actions if the actor were to recall their involvement in your project.
Download sample photograph and video release form here
8. Property Release
If your location is owned by a company, you will need a property release form. A property release form entails:
Property Owners
Property information
Artist information
Witness
Property release forms give your production team the right to depict and release images or video of the property.
This applies to more than just properties, this includes important landmarks, animals, specific property items such as furniture, vehicles, etc.
Download sample property release here
9. Wide Area Release
If you are shooting in a public setting, you will need a wide area release.
A wide area release form involves releasing a public notice for the public to let them become aware that your production is actively shooting and they may be recorded and caught in your project.
Posting a wide area release in your desired location ensures that the public is aware of the situation and allows them to make the decision whether they would like to be a part of your project. This in turn will help protect your team against legal action from the public if any issues were to arise.
Conclusion: Ultimate Pre-Production Documentation Guide
The pre-production stage involves an endless checklist that must be completed to ensure your shoot goes on without delays or interruptions. We have listed all the pre-production documentation and templates you might need for your upcoming commercial, new media, promo or short documentary.
Once your pre-production documents are covered, it’s time to think about production support services.
Here at CMS, we have a qualified team of experts with years of experience to provide customized solutions for your production support needs.
Our production support services include:
Opening vendor accounts and issuance of purchase orders
Invoices and disbursement management in connection with Shoot
Production payroll, including all payroll, worker’s compensation charges, employer payroll taxes and third party processing fees
Crew union signatory services
Banking and insurance services as required
Providing a credit card for the production
Production and general liability insurance management
Petty cash management
Accounting services upon completion of production (and during the production upon reasonable request)
Is your team in need of our support?. Contact us today to set up a call.