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Purpose

The purpose of this Standard Operating Procedure (SOP) is to outline the process for managing art direction and set design for all productions at F7 Studios. This SOP ensures that the artistic vision is achieved efficiently and aligns with the project’s creative direction, budget, and timeline.

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1. Initial Planning and Concept Development

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1. Creative Brief Review

   • The Art Director will review the project’s script, storyboard, and creative brief to understand the visual style, themes, and atmosphere needed for the production.

   • The Director and Art Director will meet to discuss specific aesthetic goals, character environments, color palettes, and any unique design elements.

2. Scene and Set Breakdown

   • The Art Director will create a Scene and Set Breakdown Document detailing each scene’s unique requirements. This document includes:

     • Scene-by-scene requirements, including specific locations and set pieces.

     • Thematic details, such as mood, color palette, and style references.

     • Special props, furniture, or design elements needed for each set.

   • This document will guide the entire set design process and provide clarity for all team members involved.

3. Initial Budget Review

   • The Producer and Art Director will work with the Financial Analyst to determine the budget allocated for art direction and set design, covering materials, labor, props, and contingency funds.

   • The budget must be approved by the CFO before proceeding with any expenditures.

 

2. Design Development and Approvals

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1. Concept Art and Mood Boards

   • The Art Director will create mood boards and concept art that reflect the overall aesthetic of each scene or set, using visuals such as color swatches, textures, furniture styles, and lighting references.

   • The Art Director will present these initial concepts to the Director and Production Designer for feedback and adjustments.

2. Set Design Drafts

   • Once the concept art is approved, the Set Designer will develop detailed drafts and floor plans for each set. These drafts include:

     • Spatial layout and measurements.

     • Placement of major props and set pieces.

     • Notes on lighting considerations and camera angles.

   • The drafts will be reviewed by the Director, Art Director, and DP to ensure alignment with the shot list and storyboard.

3. Final Design Approval

   • After incorporating feedback, the final design drafts, mood boards, and material choices will be approved by the Director and Producer.

   • Any significant changes to the design after approval must be reviewed and documented.

 

3. Sourcing Materials and Set Construction

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1. Sourcing and Procurement

   • The Art Director and Set Designer will compile a Materials List for each set, including furniture, construction materials, paint, fabrics, and special props.

   • The Procurement Team will source materials from approved vendors, prioritizing quality, budget adherence, and timeline considerations.

   • Any specialty items or high-cost materials require approval from the CFO before purchase.

2. Set Construction Planning

   • The Set Construction Manager will develop a construction timeline, coordinating with the Art Director and Producer to align with the production schedule.

   • The timeline will include key milestones such as construction start, paint and detailing, and set dressing completion.

   • Safety protocols will be established for all construction activities, ensuring compliance with F7 Studios’ safety standards.

3. Quality Control and Inspections

   • The Art Director will conduct regular inspections throughout the construction process to ensure that all work aligns with the approved designs.

   • Any issues identified during these inspections will be addressed immediately, with adjustments made to maintain the visual and structural integrity of the set.

 

4. Set Dressing and Finalization

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1. Prop and Set Decoration Placement

   • Once construction is complete, the Art Director and Set Decorator will arrange all props, furniture, and set dressings according to the approved designs.

   • Special attention will be given to key details such as lighting placements, decorative elements, and the arrangement of props to enhance the scene’s visual appeal.

2. Pre-Shoot Set Walkthrough

   • The Director, DP, and other key crew members will conduct a pre-shoot walkthrough of each completed set, ensuring that the visual elements align with the shot list and storyboard.

   • Any adjustments requested by the Director or DP (e.g., repositioning props, changing lighting) will be addressed by the Art Director before filming.

3. Documentation of Final Set Layouts

   • The Set Designer will document the final layout of each set, taking reference photos and detailed notes on prop placements, colors, and lighting setups.

   • This documentation will be archived in F7 Studios’ project management system for continuity purposes and to assist the post-production team if necessary.

 

5. On-Set Maintenance and Adjustments

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1. Daily Set Checks

   • The Art Director or designated team member will conduct daily inspections before filming begins to ensure each set is intact and properly arranged.

   • Any wear and tear, displacement, or damage will be addressed before filming resumes, with quick repairs or adjustments made as needed.

2. Real-Time Adjustments

   • The Director or DP may request adjustments to the set during filming to achieve specific shots or improve visual continuity. The Art Director will coordinate these changes and ensure they do not compromise the integrity of the original design.

   • Any significant adjustments will be documented in the set layout for continuity.

3. Props and Set Dressing Management

   • A Props Manager will be responsible for organizing and tracking all props on set, ensuring items are returned to their designated locations after each scene.

   • The Props Manager will coordinate with the Art Director to handle continuity for recurring scenes, ensuring props are placed consistently across shooting days.

 

6. Post-Production Wrap-Up and Set Deconstruction

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1. Set Deconstruction and Clean-Up

   • After filming is complete, the Set Construction Manager will organize set deconstruction according to F7 Studios’ environmental guidelines, recycling materials when possible and disposing of hazardous materials safely.

   • Valuable or reusable items will be stored in F7 Studios’ Prop and Set Storage for future projects.

2. Final Documentation and Archiving

   • The Art Director will prepare a Final Set Documentation Report that includes:

     • Final photos of each set.

     • Detailed notes on props, set dressing, and construction.

     • Lessons learned and recommendations for future set designs.

   • This report will be archived in F7 Studios’ project management system, serving as a reference for future productions.

3. Post-Production Review and Lessons Learned

   • The Art Director, Set Designer, and Producer will conduct a Post-Production Review Meeting to evaluate the set design process, identifying successes, challenges, and areas for improvement.

   • Feedback from this meeting will be documented in a Lessons Learned Report and used to refine future art direction and set design practices.

 

7. Health, Safety, and Compliance

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1. Safety Guidelines for Set Construction

   • The Set Construction Manager will enforce safety protocols during set construction, including wearing protective gear, securing tools, and ensuring proper ventilation for paint and adhesives.

   • Fire safety protocols will be followed, especially for sets involving flammable materials or special effects.

2. Compliance with Environmental Standards

   • F7 Studios is committed to sustainable practices; therefore, the Art Director and Procurement Team will prioritize environmentally friendly materials, recycling, and minimal waste.

   • All set materials and props will be evaluated for reusability, with non-essential items donated or repurposed whenever possible.

3. Safety Checks for On-Set Hazards

   • The Art Director will work with the Safety Officer to identify and mitigate any on-set hazards related to set design, such as sharp edges, trip hazards, and restricted spaces.

   • A daily Safety Inspection Report will be completed before filming begins, ensuring compliance with F7 Studios’ health and safety standards.