Film Directing 125: The Production Meeting

LEVEL 100 blogs are for film students and first-time directors taking on the directing role for a short film. The series is designed to help and guide new filmmakers through the director’s prep duties, pre-production activities, and principle photography dynamics.

Gather round, everybody! We are ready to roll!

The production meeting is a review of all the details and moving parts of the production with all of the people involved in the shoot.

After the tech survey is completed, it’s time for everyone to join up with the collective team before going to camera. This is not a forum for opinions or judgements. Those with major concerns or contrary viewpoints should have already raised them.

There are different ways to approach the meeting depending on the scale, scope, and logistics of the shoot, but the goal is always the same: to ensure that all departments and all personnel are in the know and ready to go.

This is the first assistant director’s meeting. The plan for production will be explained concisely, in detail, scene by scene, with location and schedule information included. All questions will be answered.

The first assistant director's voice is the voice most often heard on set. Having the crew together allows the 1st AD to establish their voice and, like the tech survey, set the tone for the shoot.

First things first — everyone at the table introduces themselves and states their position. Get in the habit of doing these introductions even if it’s a student film. Some people may have not met; some could be new to the group; some could be taking on their position for the first time.

The production meeting helps establish new relationships and deepen existing ones.

Team building matters!

* * *

An overview of safety concerns, location challenges, and schedule dynamics can be an effective preamble to loosen things up before starting with page one, scene one.

If there are child actors, animals, or sensitive performance scenes – these are major points for the entire crew to remember.

If there are stunts, guns, weapons, fire, fog machines, moving vehicles, extras, etc. – these are all priority details to discuss and confirm.

Issues for parking, loading in/out, neighbours and noise concerns – all of these are important to review.

Key props, set dec plans, lighting concerns, camera stuff, viz fx, and details for every department are addressed.

As the director, you are there to help with questions and address concerns if the 1st AD seeks clarity on any aspect of the production. No matter how well-prepped the show is, you should expect questions from every department.

By the end of the meeting everyone should have a clear understanding of:

• the schedule,

• the locations,

• the responsibilities, and

• the work to be completed on each day.

A good production meeting is upbeat, efficient, and thorough — with no details left dangling.

* * *

When scheduling the production meeting, allow 3 or so minutes a page for straight-forward narrative drama – provided that stunts or effects are minimal.

A 10-page script should be easy to manage in 30 – 40 minutes for filmmakers who are just starting out.

Though we haven't spoken much about producers in this 100 level series, the producer or production manager attends the meeting and pays close attention to how it flows. This helps them better understand the production dynamics and the people in positions of responsibility. Ideally, their concerns have been addressed and solved prior to the meeting.

 You only get one shot at a production meeting. This is a leadership moment for the directing team. Make it count!

Next stop: Day One!