As a producer, it was my responsibility to stay on top of all of these production forms, make sure that they were all filled in on time and with the correct information.
Production Meeting Notes
These are the time sheets for my group work. It is the producers role to document every group meeting, what was discussed, the aims and what we will work on for the next time we meet.
My group met up plenty of times as we had lots of problems to overcome. I wanted to make sure that every group member was always well aware of what way going on, was trained up and prepared for the day of shooting. These notes also show the idea progressing as we started by discussing the idea of interviewing Gurinder Chada and this developed into Merlin and then actively planning what we were going to do when we were on set.
Production Meeting Notes
Petty Cash Accounting
Petty cash is the money involved in the production of a job, it is my job to keep control of all receipts and invoices from what the crew spend. On an actual film set, the person in charge of petty cash would have to make sure that each day they account for how much they will need to spend so can be stocked up with all the money that they need. The receipts are required to send to the production manager in order to inform them on how much has been spent and to prove where all money has gone.
This way pretty easy for me to fill out as the only money we spent on the film was £22 each on train tickets, so in total it cost us £88 in petty cash.
Crowd Release Notice
A crowd release notice needs to be placed up at a film shoot in order to notify anyone in the area that they may be caught on camera if they enter a filming zone. Although things like street photography are allowed and legal, there are complications that come in when people believe that they are in a private area and therefore not going to be caught on camera.
I prepared this notice to put up on the board room window so that any passers by or people looking in would be well aware of what’s going on. It will also encourage them to be quiet. This notice ensures that we will be giving no compensation to anyone on camera and they pass at their own risk.
Crowd Release Notice
Press Release Proforma
A press release form is a compelling document that outlines the film. It will target those working in the media and tell them all about what the film is, selling it and informing people. It is a formal document that will be used to drum up attention around what you are making, you want people to be interested in it and give it a great chance for success off the bat.
There wasn’t much to say about this film as it’s just an interview, very clinical and professional so I tried to play on the fact that Merlin is in a very influential position.
Press Release Proforma
Call Sheet
A call sheet is required no matter what the scale of the film is as it makes everyone on set aware of all the details surrounding filming. They’ll know when to show up, where, what they’ll be doing and any essential information.
By producing this sheet well, I can be assured that the right information has gone out to everybody and nobody can claim that they didn’t know the time or location. In the notes, I included a little overview of the day too.
Call Sheet
Budget
The price it will cost to bring a film together, from the hiring of talent to the insurance. This provides a template of what you think you’re going to be spending so you can make sure you’re not going overboard with payments. Budgets are confidential documents but each department head will know their individual budget.
I mocked up a budget for our film, this is how much I think it would cost if we were paying people to assist us and making the film more large scale.
Budget For Merlin
Credit List
This is a list which showcases every individuals role in the film. I’ll use this to create the end credits scene when editing the film.
Credit List
Location Agreement
This needs to be signed as proof that you have permission to have shot in the certain place. If a property is private, you can be accused of trespassing so this agreement is proof that you were actually allowed to be there. The location owner should be told exactly what’s going to be happening on set, what equipment will be brought, when this will be happening, and who will be there.
I’ll be bringing this form to the Metal Hammer office and get whoever necessary to sign it for me before we film.
Location Agreement
Emergency Information
This should be on set and features any information that could possibly be needed, including details of nearby hospitals in case anything goes wrong. This is a way of planning for any accidents and how we will manage them. This form even includes information on what to do when you call the emergency services, this is just a way of safeguarding to make sure absolutely nothing goes wrong.
Emergency Information
Location List
This is exactly what it says, a list of locations that you will be shooting at.
For me, this was easy to fill out as there’s only one location but if there was more, it’s a great way of making sure that all the information on each location is in one easy place to find.
Location List
Consent Form
This is needed to show that the participant knows exactly what they’re getting themselves into and they agree to it. This form proves exactly how much information a participant has been given before a shoot and that they are happy with everything that is going on.
I will bring this for Merlin to sign on the day of shooting.
Consent Form – Merlin
Participant Information Sheet
This is to go alongside the the consent form as it introduces the filming team to the participant, outlines their contribution to the film and an overview of the film. Like the consent form, this is so the participant knows exactly what they’re getting themselves into and there is no confusion around it.
Partipant Information Sheet – Merlin MH
Paris Media Production Year 1 