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About the worst thing that can happen to your video budget is to overshoot your filming day schedule.

Boom – costs suddenly spiral, and subsequent shoot organising become doubly complex.

But this shouldn’t ever happen.

Well, it certainly won’t if you organise your filming day or days correctly.

So how is a shoot organised?

It happens in 3 stages:

1 – Planning the shots in advance

2 – The video producer developing a Storyboard & Shooting Schedule for each day of filming

3 – You – the client – refining the schedule so it’s 100% realistic and feasible – with all departments, people and props available when they’re required.

1 – Planning the shots in advance

Here, video producer (and or director) and client sit down together and work out the shots and locations required to realise the video.

This is the Storyboard Production Meeting – a key element in any training or marketing video production.

Points to consider are:

> are the minor shots that take up a lot of time and preparation really necessary for the video? Throwing too much resource in relatively minor shots puts pressure on the rest of the shoot. So consider alternatives if it seems like there’s too much to do.

> can you, the client, manage to arrange all the shoot locations in advance? So, for example, if 3 extras are required, plus a fork lift truck – can you easily arrange these? And for when?

> Are your ideas for “amazing shots” (and most clients have them) feasible? Can alternative equally acceptable shots be identified. So instead of needing 6 cameras for a spectacular idea, can the shot be done with 2 cameras and achieve a similar effect. Your video producer will advise.

Prior to this meeting, you and the video producer may well have had a walkabout to visually check the actual filming locations.

2016 Guide to Digital Marketing

2 – The video producer or director developing a Storyboard & Shooting Schedule

Based on your storyboard production meeting and sharing of ideas, your video producer will send you a detailed storyboard.

This will include a Shooting Schedule for the filming days

– plus details of all cast and props required

– plus approximate times allocated to each shot or sequence of shots.

Typically a producer’s schedule will allocate early am / late am / early pm / late pm to the different scenes.

3 – You – the client – refining the schedule

While the video director will have made a sensible guess on time and places, this still leaves work for you – the client – to figure out the final details.

You can do this in 3 stages:

1- go walkabout and personally look at each location and check it. Don’t do this from memory at your desk, or you’ll run the risk that you overlooked a heap of rubbish in the background, which will make the shot unusable.

2 – liaise with all the different departments and locations to make sure that all the cast & props required can be made available – and then confirm a filming time with the person responsible for that area.

3 – amend the schedule to better fit what’s available and when.

This should leave you with a feasible shooting schedule

– with no danger of over runs.

As a last thought, 48 hours prior to shoot, ring up all the locations and check they’ve arranged all the cast & props and availability they promised you.

They’ll probably appreciate your menu jog.


Following the 3 stage process above will ensure that your shoot runs infinitely more smoothly.

Bear in mind that all corporate and training shoots have unforeseens happen.

So detailed advance planning of your filming day schedule will make the world of difference.

This is how managers make a success of their filming and avoid budget overruns and unwanted production delays.

And – a well-run shoot gets you a better video. Marketing videos examples here

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