Logistics

Logistics

What they are and examples of necessary documents

Definition: Complex process of organising resources for production - ensuring al personnel, props equipment and locations are in the right place at the right time, especially on big productions like a major film, which will also involve doing a recce. Poor planning leads to high costs

This includes getting:

• Personnel and hiring
• Props
• Production equipment
• Locations
• Transportation
• Care on location (Feeding)

The production company must not only get the resources, but they need them for the right time and for the best value possible

What logistical issues might arise on a major production like Avengers Endgame?

• Sickness - Injury?
• Getting everyone on location (on time) - What if someone forgets or gets lost? - Lack of transport
• Having enough food for everyone
• Forms
• Weather
• If someone quits
• Transport tariff on equipment being imported into another country for filming - So you can hire staff and also equipment in the country you’re filming in order to save money
• They need to make sure they’re not causing too much disruption to residents - They made sure the residents stayed happy as they used local cafes to feed staff, and also let them be extras in the film.
• Permission required for location use from local central government

Logistic Documents: Daily planner/Call sheet

• These are used each day on production
• Ensures everyone on set knows what the goals for the day are, where they’re based, when they’re required to be there and what each individuals role is
• Helpful because it clarifies goals for the day in one, simple sheet which can be circulated amongst everyone
• Lists all resources and logistical details as well as creative aims (e.g. shot numbers to be filmed that day

Detailed daily planner/Call sheet

Call sheets should include:

• Location details: address, map, transport details
• Crew details: personal, contact details, times required
• Health and Safety notes: e.g. weather, protective clothings, hazards, closed roads
• Transport schedule: who, where and when
• Filming schedule: which tasks done and when
• Equipment: camera, costumes etc
• Facilities: e.g. toilets, trailers, catering 
• Contingencies 

Permission Forms

• Used to gain permission for various resources/personnel

Few examples include:

• Individual Release: Individuals working on a project must sign over the rights to their work and/or intellectual property. Often in an employment contract.
• Consent Form: Everyone appearing in a production - actors employed for the project or members of the public in the background (with a visible face or audible voice). If under 18, signed by parent or guardian.
• Location Forms: To acquire permission to access a space and for it to appear on camera. Some buildings are subject to copyright law, which makes this form even more important.
• Clearance Forms: For permission to use copyrights audio or video.

Asset log, Recce's, Set design

• Asset Log: This lists all things considered an ‘asset’ to the team: videos, images, sound, typography designs and any other element of style or content. Covers content produced by the production company and obtained from other sources and allows the tracking of copyright issues and permission.
• The asset log will contain: What the asset is, what the asset contains and permission details.
• Recce's: Conducted and the same times risk assessment and judges the suitability of a location for production - multiple are carried out to decide
• Will consider: Does it meet the creative vision and what are the logistical issues (accessibility, availability and cost).
• Set Design: A visual design of how the set will look including background and props in as much detail as possible as either a 2D or 3D sketch or design produced by imaging software. Helps technical team plan camera positions and movements may include annotations to further explain.

Risk Assessment 

A risk assessment is carried out by a company as a means of identifying and trying to minimise potential risks. It should offer solutions to manage potential hazards on location and may include photographs

Risk assessments will normally include the following information:

• Hazard name
• What are the risks?
• Who is at risk?
• How can it be controlled? ! Level of risk

It is conducted by visiting  all locations before production starts to protect everyone and everything (equipment involved)

Short film Risk assessment and Recce Form - Outside

Hazard	What is the risk?	Who is at risk	Control measures	Risk Level
Weather	The weather might not be in our favour	All personnel	Bring waterproof clothing, and coverings for the equipment	Medium
Electrocution	If equipment gets wet, the handler can get electrocuted	The handler of that piece of equipment	Keep liquids away from the equipment (and make sure you have coverings at hand for rain)	High
Injuries	If personnel trips over, they can hurt themselves which may delay filming	All Personnel	Make sure everyones safe, make sure there’s nothing to trip over	Low
COVID-19	Someone can contract COVID and pass it on to everyone else	All Personnel	Masks, Sanitising, Lateral flow testing, and social distancing to the best of abilities	High