How to use this checklist
- Owner and deadline — Write one person’s name and a date next to every item. If you only write a department name, some things end up with nobody.
- Long lead items first — Location permits, casting lead roles, set builds and sponsorship deals all take time to get answers on.
- Start from the breakdown — Pull prop, wardrobe and effects lists from the scene-by-scene breakdown sheets so nothing is left out.
- Recheck after changes — When the script is revised or the schedule moves, flag every item affected.
Casting
- Hold auditions against each role’s character description (age, look, traits)
- Confirm principal and supporting cast agreements, availability and any conflicting projects
- Send background requests by shooting day with headcount and wardrobe requirements
- For minors, confirm guardian consent and limits on working hours
- Lock down which scenes need doubles or stunt performers, and who they are
- Compile cast contacts, agent contacts and emergency contacts
Locations and permits
- Scout notes — photos, blocking, power, restrooms, parking, noise and where the sun falls
- Location agreement with the actual rights holder (owner or manager) — dates, areas you can use, fee and restoration terms
- For public spaces and facilities, apply to the managing body for a filming permit and confirm fees
- If you’ll place gear on the road or affect traffic, confirm the permit or coordination process with the local authority
- For drones, check with the authorities whether the area needs flight approval and a filming permit
- For effects such as fire, smoke or prop weapons, check in advance whether you need to notify or get a permit
- Hand out notices to residents and plan for complaints about noise or lights at night
- Keep copies of permits and agreements on set
Art and props
- Turn the prop and set items in the breakdown into a scene-by-scene list
- Schedule set builds and dressing, plus strike and restoration
- Separate purchased and rented props; for rentals, confirm return dates and damage liability
- Photograph props that appear in several scenes for continuity
- Check for visible brands, logos and signs (cover them unless they’re sponsored)
- Assign storage and a person responsible for hazardous props (knives, replica firearms and so on)
Wardrobe and makeup
- Costume plot per character — mark which change each scene uses
- Fitting schedule and alterations, plus multiples for scenes where clothes get dirty or torn
- Hair and makeup concept, and tests for special makeup (wounds, aging)
- Factor each actor’s makeup time into the call times on the call sheet
- Continuity photo rules — shoot wardrobe, hair and makeup before and after every scene
Equipment
- Camera, lens, lighting, grip and sound gear lists and rental agreements
- Tests before pickup — camera test, sound test, battery and media counts
- Pickup and return dates with condition records (photos), and rules for loss or damage
- Whether you need trucks or a generator, and parking space for them
- Backup drives and a double-backup rule
Insurance and contracts
- Crew contracts — working hours, breaks, pay and mandatory insurance or benefits under local labor rules
- Cast agreements and the scope of likeness and work usage
- Production insurance — people (injury), third-party liability, equipment and vehicle coverage, and the policy period
- Certificates of insurance that location owners ask for
- Announce how pay works (pay dates, deductions) and how working hours are recorded
Sponsorship
- Contract sponsored products and locations and how they appear (on screen, in the credits)
- Mark the scenes and shots that need placement on the storyboard
- Pickup and return dates for sponsored items, and who stores them
- Check that placement meets the broadcaster’s or platform’s product placement rules
Safety and weather
- Name a safety lead and put the first aid kit and nearest hospital on the call sheet
- Safety plans and doubles for work at height, in water, with vehicles or action
- Check the forecast and sunrise and sunset times
- Weather cover — decide in advance which interior scenes, cast and gear you’ll switch to if it rains
- Heat and cold — shade or heating, water and rest breaks
- Distribute the emergency contact tree and the list of department heads
Final checks the day before
- Send the final call sheet and confirm everyone received it
- Reconfirm cast and crew call times and the meeting point
- Pick up gear, charge batteries and format media
- Recheck the weather and announce how you’ll communicate a rain call
- Vehicle assignments, travel routes and meal (catering) times
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