4.2: The Production Bible
- Page ID
- 113535
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What is Included in a Production Bible
Every film is unique. No two Production Bibles are alike. Making a complete list that will satisfy every feature would be difficult. Here are some important aspects to consider:
- Scenes broken down by day, setup, required actors and crew
- Cast and crew contact info
- Site maps
- Directions to locations
- Equipment needed for each setup
- Catering, crowd control, and parking
- Production timeline(s)
- Call Sheets
- Permits
- Blank Releases
Creating Production Templates
There are many companies which sell templates for the above topics. The templates allow you to easily fill in production data. I find it simpler to create spreadsheets in Word or Excel and adapt it to the production. Cast and crew contact lists are essential because production details change not just daily but hourly. Production personnel need to be ready on a moment's notice.
| Crew Member | Cell Phone Number | Job Function | |
|---|---|---|---|
| Abby Able | (xxx) xxx-xxxx | Xxxxx | Lighting |
| Bill E. Tee | (xxx) xxx-xxxx | Xxxx | Audio |
| Justun Tyme | (xxx) xxx-xxxx | Xxxx | Transportation |
Cast and Crew Sheets
To make sure that the right people are in the right place at the right time, each team member will need a Call Sheet for each day of a production. Like the contact lists, there are many companies that will charge for templates. You can build your own Actor and Crew Call Sheet:
|
Actor |
Scene 1 |
Scene 2 |
Scene 3 |
Scene 4 |
Scene 5 |
|---|---|---|---|---|---|
|
Elizabeth |
Yes |
Yes |
No |
Yes |
Yes |
|
Juan |
No |
No |
Yes | Yes | Yes |
|
Eva |
No |
Yes | Yes |
No |
No |
|
Hoppy (Rabbit and Animal Wrangler) |
No |
No |
Yes |
No |
No |
These spreadsheets, maps, equipment lists, and other production information will eventually be bound and/or assembled into a digital file and distributed to everyone involved with the day-to-day job of production. The more detailed the guidebook, the smoother the production and the better chance for those Aha! Moments!
Call Sheets
Call Sheets are organized instructions sent to each crew and cast member about the nature of the next day's shoot. Generally this is the responsibility of the Assistant Director or whoever is coordinating the production. It lists who needs to be where, wardrobe (if a cast member), equipment expected (if it is a crew member), what time each member needs to be where, where to park, even what weather will be and when the food truck is expected. Basically everything that everyone needs to know about one day's shoot.
A call sheet from a short film called "Last Hawaiian Sugar" ( Last Hawaiian Sugar-Call Sheet Day 2.pdf) includes not only which cast and crew members are expected but each individual location needed that day. You need a separate call sheet for each day of your shoot. This one is from day 2 of the production. Notice that it includes not only which cast and crew members are expected but each individual location needed that day. You need a separate call sheet for each day of your shoot. This one is from day 2 of the production.
Call Sheet for "Last Hawaiian Sugar" (Used Under Fair Use Guidelines; Gerard Elmore via NMG Network
Blank Releases
This bible needs to contain plenty of blank releases. The three main ones are cast, crew, and location releases. These need to be signed and stored as legal documents should any legal issues arise with using the video and audio footage. Releases were covered in Chapter 2 - it is just important to know that you should have plenty of blank forms for participants to sign and that the bible keeps track of everyone who has signed agreements to film. Here is a sample of a cast and crew release form, and a location release form, used by San Francisco State University. Your forms should look professional and contain your production company branding and contact information.
The Talent and Labor Release
The Location Release
Permits
As you navigate through the production aspects of your Production Bible, you will want to include the necessary permits you have been issued. Many municipalities have a permitting structure in place when you shoot on public property. City property includes sidewalks, parks, roads, city-owned parking lots, and city buildings. City park shoots may require permits from both the parks department and the Film Office. If you block a sidewalk or make a section of the park unusable while you are shooting scenes, then you need to let the city know. There may also be a need to hire security or off-duty police to cordon off the space being used by the production. Cities issue the permits and help with hiring off-duty police for crowd control if they require it. All permit and permission documents need to be on the set in case there is any question about the film.
Permits may be required on private property if public access is impacted by the film shoot (e.g. sidewalks or parking) or a city's services are required for your private property shoot, such as reserved street parking (metered and/or unmetered). You will also need a permit if you are using a drone.
For more information about permits in your town, contact the city or county's film office where the production will happen. Make sure that you start the permit process well ahead of your production because it could take a few weeks for you to secure a location. Here is a planning guide offered based on my city's (Oakland, California) Film Office:
Production Planner Checklist
- Confirm that you need a film permit
- Review your Film Office's Terms & Conditions
- Review insurance requirements for film shoots
- Fill out the Film Permit Application (online form or via PDF)
- Submit the Film Permit Application to the Film Office via film@oaklandca.gov
- Answer any follow up questions from the Film Office; submit any needed additional documents
- Receive your Film Permit
No permit is required to film on City property: if they are news stories and you have press credentials; if you are taking a photograph or video for personal use (vacation photos, family portraits, selfies for social media); If the entirety of your shoot is on private property and will not be taking any exterior shots of that private space. You will need permits, however, if you shoot from the public sidewalk or a public parking space in front of your location.
Other Permitting Considerations
Depending on your jurisdiction there may be other permitting hoops to jump through:
- If you decide to film on city property you will need to notify the businesses and residents in the area at least a week ahead of time. Your film office will help with who needs notification and what needs to be in the notice. My Oakland California Film Office provides a boilerplate notification letter which needs minimal information from the filmmaker.
- You may be required to provide insurance information.
- You may be limited to the time of day you can shoot - in Oakland you can only film on public property between 7a.m. & 10p.m.
- All production vehicles need a visible city parking permit while on location. These permits allow for parking for extended times.
- A Fire Permit is required to film special effects and stunts using pyrotechnics and/or materials deemed hazardous (including fireworks explosives and open flames). A Fire Department representative needs to be present (and paid an hourly rate determined by the city) while pyrotechnics are on location.
- If you are using drones you will need: a detailed flight plan, drone insurance, drone pilots license or a Remote Pilot Drone Registration Certificate.
What Will Your Permit Cost?
Good news if this is a student production many communities charge nothing to complete your class assignment. Here is a breakdown of fees for filming in Oakland, CA (as of July 21, 2021):
- Feature $216
- Television $270
- Commercial $270
- Industrial or Web $216
- Music Video $108
- Short Subject $54
- Still Photography $81
- Student Projects Fee Waived - Letter from school required
- PSA (Public Service Announcement) Fee Waived - Letter from organization required
These fees are charged for each day your shoot is on public property.
Television news crews using expensive camera equipment have been susceptible to robberies when shooting on public property. Camera teams and reporters have regularly added security officers, usually off-duty police, to stand watch over a production. This is not a requirement or part of the permitting process but something to consider. Paying the overtime hourly wages to an experienced guard can offer some peace of mind from loss of equipment and personal injury.