Purpose

The purpose of this Standard Operating Procedure (SOP) is to establish a structured approach to conducting team briefings and pre-production meetings at F7 Studios. This SOP ensures that all key personnel are aligned on project goals, responsibilities, timelines, and expectations, facilitating a smooth transition into production.

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1. Scheduling Pre-Production Meetings

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1. Initial Meeting Timeline

   • The Producer will schedule an initial pre-production meeting once the project is greenlit and all key stakeholders are confirmed.

   • A detailed Pre-Production Meeting Schedule will be developed, outlining all necessary meetings leading up to production, including creative briefings, department-specific meetings, and the final team briefing.

2. Meeting Invitations and Agenda Preparation

   • Invitations for each meeting will be sent out by the Producer, including the Director, Department Heads, Producers, and other relevant team members.

   • An Agenda for each meeting will be prepared in advance and distributed at least 24 hours prior, listing discussion points, project goals, and key topics for each department.

3. Attendance Requirements

   • All department heads and core team members are required to attend each pre-production meeting. Attendance will be recorded for each meeting.

   • If any team member cannot attend, they must designate a representative from their department and inform the Producer in advance.

 

2. Initial Project Briefing

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1. Overview of Project Goals and Vision

   • The Director and Producer will provide an overview of the project’s goals, creative vision, and target audience.

   • The project’s tone, style, and key themes will be outlined, using storyboards, concept art, and references to visually illustrate the vision.

2. Script and Storyboard Review

   • The Director will lead a script and storyboard review, highlighting essential scenes, character arcs, and visual elements critical to storytelling.

   • Team members will have the opportunity to ask questions and clarify any details that impact their responsibilities.

3. Project Timeline and Major Milestones

   • The Producer will present the project timeline, covering key production phases (pre-production, production, post-production) and associated deadlines.

   • Major milestones will be highlighted, including deadlines for finalizing locations, securing permits, completing casting, and equipment setup.

 

3. Department-Specific Pre-Production Meetings

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1. Departmental Breakdown and Responsibilities

   • Each department (e.g., Art, Camera, Lighting, Sound) will hold individual pre-production meetings to review their specific responsibilities, timelines, and any dependencies with other departments.

   • Department Heads will lead their meetings, discussing detailed requirements, potential challenges, and preliminary solutions.

2. Detailed Resource and Equipment Needs

   • Department Heads will present their equipment and resource needs for approval by the Producer and CFO, covering all key items necessary for the production.

   • The Procurement Team will work closely with Department Heads to arrange rentals, purchases, and deliveries based on these needs.

3. Interdepartmental Collaboration and Dependencies

   • The Producer will coordinate meetings between departments that have interdependent responsibilities, such as:

     • Art and Camera for set design alignment with shot requirements.

     • Lighting and Sound for determining set configurations.

     • Art and Wardrobe for aesthetic consistency.

   • Teams will outline collaboration strategies, ensuring all dependencies are identified and managed.

 

4. Safety, Risk Assessment, and Compliance Meeting

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1. Risk Assessment Review

   • The Safety Officer will present a summary of the Risk Assessment Report, covering identified hazards, required precautions, and emergency procedures.

   • Any high-risk scenes or stunts will be discussed in detail, with mitigation measures specified for each risk category.

2. Health and Safety Protocols

   • The Safety Officer will outline all health and safety protocols, including PPE requirements, emergency contact procedures, and safe equipment handling practices.

   • Safety protocols will be reviewed for on-set construction, heavy equipment, electrical setup, and any high-risk special effects.

3. Compliance with Permits and Local Regulations

   • The Producer will confirm that all necessary permits are obtained and review any location-specific regulations with the team, ensuring compliance during production.

   • All team members will be briefed on location restrictions, noise ordinances, and property access requirements.

 

5. Final Pre-Production Team Briefing

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1. Scene-by-Scene Review

   • The Director and Producer will conduct a scene-by-scene review, discussing the objectives, shot list, and any special requirements for each scene.

   • Each department will confirm their roles, responsibilities, and any last-minute changes to the plan, ensuring clarity and readiness.

2. Daily Shooting Schedule and Call Sheets

   • The Producer and Assistant Director (AD) will distribute a Daily Shooting Schedule and provide sample Call Sheets for review.

   • The shooting schedule will outline daily tasks, start times, break periods, and end times, while call sheets will include contact information, location details, and necessary instructions for each department.

3. Contingency Plans and Issue Escalation

   • The Producer will outline contingency plans for potential disruptions, such as weather, equipment failure, or crew absences.

   • An Issue Escalation Protocol will be reviewed, identifying who to contact in case of delays, equipment problems, or safety issues on set.

 

6. Final Q&A and Open Forum

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1. Q&A Session

   • Each final briefing meeting will conclude with a Q&A session, allowing team members to raise questions or concerns about the plan, responsibilities, or production logistics.

   • Department Heads are encouraged to clarify any points regarding interdepartmental coordination, scene logistics, and special requirements.

2. Open Forum for Feedback and Suggestions

   • Team members are invited to provide feedback or suggestions for improving efficiency, safety, or communication during production.

   • Any relevant suggestions will be reviewed by the Producer, with updates made as necessary.

3. Confirmation of Alignment and Understanding

   • At the end of the briefing, all team members will sign an acknowledgment form confirming their understanding of project goals, responsibilities, and safety protocols.

   • These acknowledgments will be documented in the project files.

 

7. Documentation and Follow-Up

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1. Minutes and Action Items

   • The Producer or designated team member will take minutes for each pre-production meeting, documenting key points, decisions, and action items.

   • A summary of each meeting will be shared with the entire team, highlighting action items with assigned personnel and deadlines.

2. Final Pre-Production Document Archive

   • All documents, including the storyboard, shot list, project timeline, daily shooting schedule, call sheets, and meeting notes, will be stored in F7 Studios’ Project Management System.

   • Access to these documents will be granted to all relevant team members, ensuring transparency and alignment.

3. Pre-Production Checklist Completion

   • The Producer will review the Pre-Production Checklist to confirm that all pre-production tasks have been completed and documented.

   • Any remaining tasks will be assigned and completed before the scheduled start of production.