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Scene and Shot Management SOP

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Purpose

The purpose of this Standard Operating Procedure (SOP) is to establish a standardized approach for managing scenes and shots during production at F7 Studios. This SOP ensures consistency, accuracy, and adherence to the creative vision, while maintaining clear organization and efficiency on set.

 

1. Pre-Shoot Preparation

  1. Review and Finalize Shot List

    • The Director and Director of Photography (DP) will review and confirm the shot list, which includes detailed shot types, camera angles, movements, and any special notes.

    • The Producer will ensure that all departments have the latest version of the shot list and that it aligns with the storyboard.

  2. Script and Scene Breakdown

    • The Assistant Director (AD) will distribute a Scene Breakdown document to all department heads. This document includes the script, scene numbers, descriptions, character actions, and dialogue.

    • Each department head will use the breakdown to prepare for specific scene requirements (e.g., props, lighting setups, special effects).

  3. Daily Scene and Shot Schedule

    • The AD, in collaboration with the Producer, will create a Daily Shooting Schedule based on the scene and shot list. This schedule organizes scenes and shots by priority and ensures optimal flow.

    • The AD will review the schedule with the crew at the start of each day, highlighting key scenes, order of shots, and estimated time allocations.

 

2. On-Set Scene and Shot Execution

  1. Scene Setup and Coordination

    • The AD will call for set preparations for the upcoming scene, coordinating with department heads to ensure each aspect (e.g., lighting, sound, props, and camera setup) is ready.

    • The DP will work with the Camera and Lighting Departments to establish the correct framing, exposure, and focal length, according to the shot list.

  2. Script and Continuity Supervision

    • The Script Supervisor will monitor dialogue, character actions, and continuity throughout each scene, ensuring consistency across shots and takes.

    • The Script Supervisor will document any deviations from the script and make notes on continuity to support post-production and future scene references.

  3. Marking and Slate Management

    • Before each shot, the Camera Assistant will use the clapperboard or digital slate to record essential information:

      • Scene number

      • Shot number

      • Take number

    • The slate should follow the standardized format: ProjectName_Scene_Shot_Take, ensuring accurate logging of each shot.

    • The AD or Camera Assistant will call out the slate details before each take to help synchronize audio and video in post-production.

 

3. Tracking and Managing Shots

  1. Shot Logging

    • The Script Supervisor or designated crew member will use a Shot Log to document each take, noting essential details such as:

      • Scene and shot numbers

      • Take numbers

      • Comments on the quality of the take (e.g., “good take,” “redo,” “NG” for no good).

    • This Shot Log will be updated in real-time, and the Script Supervisor will mark any shots or takes the Director has flagged as preferred for later reference.

  2. Real-Time Adjustments

    • During shooting, the Director may request adjustments to angles, lighting, or blocking based on creative needs.

    • The AD will communicate these changes to all relevant departments, and the Script Supervisor will document any changes to ensure alignment with continuity and shot requirements.

  3. Take Selection and “Circle Takes”

    • After each take, the Director will determine whether the take is usable or requires reshooting. “Circle takes” (or selected takes) are marked in the Shot Log and noted by the Script Supervisor for preference in post-production.

    • The Script Supervisor will work with the DP to ensure these preferred takes are highlighted in the log and readily accessible.

 

4. Scene Wrap and Reset

  1. Scene Completion Check

    • Before moving to the next scene, the AD and Script Supervisor will confirm with the Director that all planned shots and takes for the current scene are complete.

    • If additional coverage or pickups are needed, they will be scheduled immediately or noted in the Shot Log for future reference.

  2. Resetting for Next Scene

    • Once a scene is wrapped, the AD will direct departments to reset and prepare for the upcoming scene, ensuring all props, lighting, and set elements are ready according to the shot list and script breakdown.

    • Any reusable props or set pieces will be reset to their original positions as needed for continuity.

  3. Scene Wrap Documentation

    • The Script Supervisor will finalize scene notes and continuity records, documenting any specific observations, changes, or notes for post-production.

    • The AD will ensure that the Shot Log and continuity notes are submitted to the Producer for daily review and archiving.

 

5. Post-Shoot Scene and Shot Documentation

  1. Daily Shot Log Review and Archive

    • At the end of each shooting day, the Script Supervisor and AD will review and finalize the Shot Log, ensuring all information is accurate and organized for reference.

    • The completed Shot Log, along with any continuity notes, will be archived in F7 Studios’ project management system under the day’s date.

  2. Scene Summary Reports

    • The AD and Script Supervisor will prepare a Scene Summary Report that includes:

      • Summary of completed scenes and shots

      • Noted preferred takes or “circle takes”

      • Any continuity concerns or areas needing reshoots

    • This report will be reviewed by the Producer and Director to assess daily progress and inform any adjustments to the upcoming shooting schedule.

  3. Feedback and Continuous Improvement

    • The AD will conduct a brief feedback session with the Director and department heads to discuss any challenges or suggestions for improving shot efficiency or communication on set.

    • Feedback and suggestions will be documented and used to improve scene and shot management practices for subsequent production days.

 

6. Compliance and Record Keeping

  1. Shot Log and Continuity Archive

    • All Shot Logs, continuity notes, and Scene Summary Reports will be stored in F7 Studios’ document management system within the Production Documentation folder, organized by date and scene.

    • Each document will follow the naming convention: ProjectName_Scene_ShotLog_Date.

  2. Record Retention

    • Scene and shot records will be retained for the duration of the production and archived for a minimum of seven years for future reference and legal compliance.

  3. End-of-Project Review

    • Upon project completion, the Producer will review all scene and shot documentation as part of the final production review.

    • Feedback on the scene and shot management process will be documented, and any recommended improvements will be incorporated into future productions.

 

Approval and Revision History

  • Effective Date: Jan 1 2025

  • Approved by: CEO, F7 Studios

  • Last Reviewed: April 8 2025

 

This Scene and Shot Management SOP ensures that F7 Studios maintains organized, accurate, and efficient scene and shot management throughout the production phase, supporting high-quality results and streamlined post-production processes.

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