The First-Time Producer's Toolkit: 5 Steps for Building a Strong Foundation

So...you've dreamt of being a producer your whole life. Or you were asked to join a motley crew of motivated friends for their passion project. Or you are trying to lift your barely funded project off the ground. Or you stumbled into producing and are asking, what did I get myself into?

This post is for anyone searching for producing basics.

If you are a producer who is funding a project but prefers a hands-off method, I will not deter you from the advice listed below. However, these producing tips will be most helpful for those who are leaping into multiple responsibilities and ready to get some dirt under their fingernails.

1. BUILDING YOUR FOUNDATION
In film, there are three parts in a production: pre-production, production, and post-production. Pre-production is the producer's sweet spot, where they have the ability to build a stable foundation from where a successful production can flourish. Whether you are a collaborator and there are other creative producers on a project, or you are a bit of a lone producer, I highly recommend that you start with Google Spreadsheet.

Yes, the often dreaded Spreadsheet is perfect for logging your pre-production process. You should start with a few tabs: 

1. Contact List: include the names, roles, phone numbers, and emails of everyone involved. For best organization, split into two separate sections for cast and crew. Optional: add everyone's availability.
2. Locations: this is where you'll include your research for location scouting. Include what locations are mentioned in the script and see what's local and affordable. Include columns for address, contact, and notes (price, restrictions, etc.)
3. Shooting Schedule: what days are you shooting? Will food be provided? Breakfast, lunch, dinner, snacks, etc.? Estimate how much time it will take to shoot each scene, and then cushion it.
4. Design Elements: create columns for Scene, Location, Props Needed, Set Elements Needed, Costumes/Makeup/FX Needed. This will keep your design ideas and requirements all in one place.
5. Gear List: what do you need, and who are you getting it from? Include cost and contact information if the gear is borrowed. 
6. Budget: generate a cushioned estimate and and log your actuals. The budget can include anything where money is flowing in and out of production - food, gear rentals, transportation, location, payment for cast and crew, etc.

This is a long laundry list, BUT this step in particular will kickstart your project and will save you time, money, and work in the grand scheme of production. 

2. PEOPLE, PLACES, THINGS
It is safe to say that without these elements, there wouldn't be...well, there wouldn't be anything, but there definitely wouldn't be good film productions. 

1. PEOPLE
   Gather your people and build your team. Sometimes you will find yourself casting characters. Other times, you will be putting together a crew. And often times, both. Find out what is needed and find the people necessary to do the job. In the last two projects I have worked on, only one person was someone I either didn't know directly or wasn't a connection of a friend (sometimes an acquaintance, but always a connection). 
2. PLACES
   Give yourself time to location scout. Make a list of locations that fit your script (to keep in your production bible) and spend some time searching. Find your points of contact and know your requirements (do I need a generator, how many people will be on set, etc.). Look for amenities like the nearest bathroom, space for equipment, and accessibility. Keep in mind that some locations require you to fill out paperwork weeks to months in advance. 
3. THINGS
   Your gear, your props, and your food: where is it all coming from? Coordinate with people and vendors to find when and where these things need to be.

I would highly recommend investing in a good binder and a working printer during pre-production because many of these people, places, and things will have agreements attached to them, and it is best practice to have forms ready for them to sign. One of the best places to find the forms you need is at No Film School. You'll find talent releases, location releases, call sheet templates, and much more.

3. THE GREAT COMMUNICATOR
Production is just around the corner and your team of passionate cast and crew have no idea where to go, when to be there, what to bring, etc. You are now the communications aficionado. Email answers to questions and send out the call sheets. 

The best call sheet template I have found includes the following information:

1. The date, time, and location (including address) of the call, and who is called.
2. Nearest hospital and emergency contact information
3. The list of producers on set and their contact information
4. Lunch and dinner: list if provided as well as the time provided
5. Weather (hot? cold? rain?) and sunrise/sunset
6. Production day number out of total (i.e. Day 1 of 6)
7. Parking instructions
8. Notes (Is social media allowed? Are guests allowed?)

The call sheets should be sent out a few days before the shoot date. If there are any changes, such as an expected thunderstorm when you plan to film outside, be open and honest with your team. Tell them what is going on and assure them of your backup plan.

As you move into production, be the point of contact you would want if you were an actor or crew member. 

4. MIND THE GAPS
You made it to production! Woo! You're on set with a small crew making the art you prepared for. But your behind-the-scenes photographer can't be there...and you are missing someone...and there are people who are forgetting to eat...and there are pedestrians who want to stop and watch what you are doing...

You have entered the role of production floater. There is no way to anticipate all of the needs of an independent production, and if you are part of a small film crew, the chances are that you will need to serve in more than one capacity. Stay alert, find the gaps, and fill them.

5. BE THAT PERSON
"That person" - dependable, eager to learn, and happy to help. Every minute is a chance to show that you are an asset. Don't be afraid to speak your mind if you have constructive feedback. Meet people during the breaks on set. Ask what they are interested in. Offer to help with their projects. And take pride in the work that you've done. 

---

A little bit about my most recent production experience: I have been producing a passion project called Yellow Ribbons since June. Two good friends from college, who also worked on Six Pack, are writing, directing, filming, and also producing it. The story has heart, a little darkness, and as the title would suggest, actual yellow ribbons, a beautiful metaphor which will all make sense in the end (Instagram @YellowRibbonsShortFilm). I have gained some invaluable knowledge and skills from producing Yellow Ribbons and Six Pack, which I have been excited to share.

Me, on the set of Yellow Ribbons with script in hand, watching the distant monitor. Photo Credit Sana Ullah, @sanauphoto