The document provides guidelines and templates for planning a music video production, including: 1) A minutes of meeting form documenting discussion of time management, safety risks, and weather issues during planning. 2) Information on conducting a risk assessment of the production location. 3) A sample risk assessment form identifying potential hazards like bad weather, public disturbance, and required safety procedures. 4) A call sheet outlining the production details like date, locations, crew, and equipment. 5) A permissions of access form granting permission to film at a specific location subject to certain conditions.

1. OCR
A LEVEL MEDIA
MISC
PAPERWORK
STUDENT
GUIDELINES

2. CONTENTS
MINUTES OF MEETING FORM.................................................3
RISK ASSESSMENT INFORMATION.......................................4
RISK ASSESSMENT FORM......................................................5
CALL SHEET..............................................................................6
PERMISSIONS OF ACCESS FORM.........................................7
(NB: ONLY SUBMIT FILLED-IN FORMS FOR YOUR EXAM /
COURSE WORK – DO NOT SUBMIT BLANK FORMS OR ANY
OF THE ABOVE INFORMATION SHEETS)

3. Media Production
Minutes of meeting form
Production: Mazeyboi – Don’t Let Go Music Video
Production team: Amit, Muna, Nathan, Isaac
Date:13th December
Those present: Amit, Muna, Nathan, Isaac
Apologies for absence:
Matters discussed:
1) Time efficiency. If we arrive or begin recording late the lighting will affect the quality
of the final shots.
2) Risk of dangerous surroundings while recording. For example the artist had to stand on
top of a wall in front of the River Thames. This was dangerous and we discussed the
safest way to proceed with the shot.
2) When weather was an issue we discussed times and the potential risk of shooting.
Action taken / to be taken (and by whom):
1) We all organised times and areas to meet and stuck to timing.
2.) We didn’t shoot these certain shots on rainy or snowy days as it increases the risk
of the artist falling. We made sure that the artist was confident in his own safety
before shooting.
3) We didn’t shoot on days with bad weather in danger of damaging electronic
equipment.

4. Media Production
Risk assessment information
Location Risk Assessments involve the essential understanding of any Health and Safety
considerations associated with the location filming process. Once the risks have been
identified, appropriate notes to guard against any possible accidents can be made.
Your research evidence must include a risk assessment, with the following steps being
useful guidelines:
 You must be sure that the location is able to accommodate all the necessary crew and
equipment / props, as well as any actors / presenters / interviewees and support personnel.
Eg
1. Where and how will you store / set up your equipment and props?
2. Are others working nearby likely to disturb your filming (and vice versa)?
3. Where will people stay when not required on set, and are there any refreshment
services / toilets nearby?
 You must also be aware of Health and Safety Regulations, both generally and on site.
Eg
1. What precautions must be taken to prevent stumbling / slipping accidents?
2. Are there any particular stipulations regarding the use of protective clothing /
safety equipment / lifting heavy loads / working in hazardous areas?
3. What about fire alarm procedures? Where are the fire exits? Will your camera
positions / equipment or electrical cables be obstructing any of them?
4. What about exterior locations at night / in extreme weather conditions / near to
passing traffic / unsafe ground?
 Hazards can also be caused by your additional production requirements.
Eg
1. Is any action (including special fx / stunts) likely to put anyone at risk – not
only production personnel but also other people walking by / in the vicinity?
2. Do you need to warn people in advance regarding any particular action?
3. Have you informed the police about your intentions to film in public places,
including street locations?
(Example pro forma Risk Assessment document overleaf.)

5. Media Production
Risk assessment form
Production title: Don’t Let Go – Mazeyboi
Location address: Central London
Area of consideration / concern Procedures / actions to be taken /
regulations to comply with
Bad weather potentially harming equipment Shooting only on good weather and when
shots are needed with rain. There must be
substantial shelter or covers for the camera.
Many passersby, could disturb local shops or Before recording we clarified with local
people. Or local people or shops could disturb business places that we could use the area for
recording. a short amount of recording. The local
passersby did not interrupt our recording
however we made sure that we recorded in a
quick period of time to avoid the potential
distractions from pedestrians.

6. Media Production
Call sheet
Production title: Don’t Let Go - Mazeyboi
Recording format: Video
Date: 13th December
Start time: 10:00 am
Wrap time: 18:00 pm
Location address & directions:
- Central London – London Eye. Picadilly Line from Rayners Lane to Picadilly Circus,
follow the London Eye which is distinctly in front.
- ‘Gloves’ Boxing Club – West Hempstead. Metropolitan Line from Rayners Lane to Baker Street. Circle
Line from Baker Street to West Hempstead.
Contact Nos:
Isaac: 07984 394 538
Muna: 07752 424 644
Nathan: 07956 789 384
Amit: 07984 360 664
Equipment required: Camera, Tripod, Transparent Plastic Camera Cover
Props / costume / required: Boxing Clothes (Shorts, Gloves)
Production crew:
Isaac
Muna
Nathan
Amit

7. Media Production
Permissions of access form
With reference to the following production:
Produced by: Muna
In consideration of the request for audio / video recording as follows:
Location: Central London/Gloves Boxing Club West Hempstead
Date: 13th December
Time: 8:00am
Please tick / fill in as applicable:
 Permission is given
 Permission cannot be given
Permission is given subject to the following conditions:
There must be a promotion of ‘Gloves’ Club brand name in music video.
Name (Please print): Matthew Date: 13th December
Position: Owner/Manager
Address: 34 Harrow Road – West Hempstead
Contact telephone number: 0208 764 3820
Signature: