We’ll start by pointing out the obvious – creating a shooting schedule can be a bit of a jigsaw puzzle. There are so many different factors, all with different priorities, that need to be considered when planning a shoot.
Firstly, it’s not a case of picking up a script and simply filming from beginning to end. It goes without saying that film production is rarely scheduled in chronological order. If it is, then it’s only ever done for creative reasons since it’s simply not efficient. Also, it’s certainly not cost-effective!
Essentially, a lot of coordination goes into a shooting schedule. This is to ensure you capture all the footage needed in the allocated time available and on budget.
So, to help you with your next shoot, here are some top tips on how to improve your shooting schedule. In addition, we’ve included a link to a free template at the bottom.
Group Scenes Based On Location
Locations can be pricey parts of a production. There’s usually an agreement made for how long you’ll have each location for. As a result, it’s logical to base your production schedule on grouping all the relevant scenes per location first. This is ideal for continuity and saving on rehiring locations multiple times.
Minimize How Long Actors Are On Set
Consider how much it costs for each member of the cast in your production to be on set. With the lead cast, you’d generally work out a deal, paying them a set fee for the whole production. However, if you have any supporting cast and extras, they are usually on a daily or hourly rate.
Therefore, to save money, you want to minimize the amount of time you have lots of cast on set as much as possible. So, with a shooting schedule, group the scenes that require a large number of extras to minimize having lots of cast on set multiple times.
You can also work quicker when you schedule specific cast members’ scenes together. As time allows them to settle into their roles, performances will inevitably be better and, therefore, faster to film.
Additionally, talent scheduling plays a role in your ordering of shots.
Tip: Reduce your number of background extras by asking them to bring multiple outfits. That way, they can change costumes, and you can reuse them in different scenes.
Start with Wide Shots
When scheduling, it’s best to start wide and work inwards, finishing on close-ups. This enables you to wrap your extras and large numbers of the cast as the day goes on and the shots get tighter. You can also strike (break down) the majority of the set earlier. This will, therefore, make the bump out (packing up and vacating a location) quicker, not to mention cheaper if you’re paying by the hour!
Just make sure you’re happy with your shots before wrapping any cast, breaking down the set, and moving on. It’ll be far more time-consuming and costly to have to backtrack and reshoot again.
Cover Yourself
Your schedule should prioritize coverage over fancy shots and “nice to haves”. Get what you know you need for the edit first. Then, if you have the time, allow some buffer in your production schedule to improvise with shot setups, dialogue, etc.
Make the Most of Makeup
Establishing shots, close-ups of props, and shots that don’t have cast in the frame can be shot whilst hair & makeup are working on your talent.
Generally, for make-up and hair, I’d allow 30 mins to 1 hour for a female and 15 to 30 mins for a male. That is a precious time in which you can shoot other shots, allowing more time in your production schedule for filming the cast when they’re camera-ready.
Light Up the Day
At the tech recce, ask for your Gaffer’s advice on lighting a location so that minimal relighting is needed throughout the day. That way, your lighting will be more consistent, requiring just a few tweaks to the lights from different angles. This will save you valuable time.
Allow Time For Complicated Shots
Allow plenty of setup and rehearsal time for tricky shots, large action scenes, and filming with specialized equipment.
Big toys require extra resources, and action scenes mean more people and things to coordinate, so, of course, more time is required. Our advice is not to leave these shots last in your schedule, especially if they’re integral to the script and the director’s vision.
Leave Time for Meals
It’s important not to forget about meals and rest. It’s a legal requirement to provide adequate breaks after every 5 hrs of work.
Your day will run smoother, and you’ll boost crew morale if these times are accounted for in your shooting schedule since crew work better when they’ve had a chance to refresh, recharge, and refuel.
Travel and Turnaround
Lastly, two vital parts of your shooting schedule should not be missed:
- Time allocated to location moves – Never underestimate how long it will take to bump out of one location and get to the next. So, if you’re filming in a large city, try to avoid moves happening during peak traffic.
- Turnaround between shoot days – Crew and cast must have plenty of time to rest between shoot days. Again, like breaks, this is a legal requirement. A minimum of 10 hrs should be accounted for between wrap on one shoot day and call time on the next. Therefore, you should not plan to shoot an early morning on the day after a night shoot.
FREE Shooting Schedule Template
Also, check out our library of other film production documents.
Wrapping up
At first, it might seem daunting to tackle a shooting schedule, but it becomes easier with practice. It can also be quite fun if you treat it like solving a puzzle. As long as you communicate with your cast and crew as much as possible, they will be forgiving if you need to reschedule anything.
Finally, remember it’s a tricky part of filmmaking, so don’t be hard on yourself if you don’t get it right all the time. There are lots of things to consider, and your mental strength is one of them.
