The document summarizes the pre-production planning and processes for a student film. It discusses completing various paperwork like personnel lists, location release forms, budget lists, and risk assessments to organize casting, locations, equipment, and safety. It also covers financing using borrowed equipment, natural lighting, and minor costs. The planning helped structure filming and ensured required permissions were obtained.

1. Pre-Production Evaluation
Initial Planning:
Logistics:
I believe that the process of my pre-production was successful in preparing for my film. The
logistics planning which I carried out helped me plan things such as my cast, locations and the
health and safety regulations. I needed to print off a handful of sheets (equipment list, budget
list, risk assessments, location scouting and release sheets etc) to fill out in order to go ahead
with the production of my film and ensure that I had all of the correct permissions and rights to
film. Furthermore to keep the sheets in order and organised, I kept them in a folder which
allowed me to take out when I was filming and keep everything as planned.
I filled in personnel lists and minutes of meeting sheets which allowed me to pull together a cast
which are willing to act in my film and track down what was said and agreed in the minutes of
meetings. This is important as there is an up to date log of everything that has happened in
case something goes wrong. In doing this, it allowed filming to be more efficient as the cast
stayed in touch within a group chat therefore we were aware whether anyone had to drop out of
filming or if filming needed to be rescheduled. Also in the groupchat, we kept the dates and
times pinned so that it was easy to remember and everyone had access to it. In addition to this,
the personnel list allowed us to keep details of each person which were contact numbers and
email addresses. This was important because it allowed us to stay well organised and
structured as we were able to contact each other in emergency situations or short notice
situations, which kept us well aware of everything going on.
Personnel Lists: ​https://bethpotter458.blogspot.com/2020/01/personnel-list.html
Minutes of Meetings:
https://bethpotter458.blogspot.com/2020/02/minutes-of-meetings-1-equipment.html
https://bethpotter458.blogspot.com/2020/02/meeting-minutes-2.html
Risk assessments and safety procedures were carried out when completing the pre-production
before going out to film. We ensured that there was no risk for an accident to occur to a very
small chance. To ensure this, we made sure that the cast were aware of the closest hospitals
nearby when out filming and they were the Sunderland Royal Hospital and South Tyneside
Hospital and quick transport was available to them if needed and we also ran through the risk
assessment with them and gave each person a copy of it to keep if they need to run through it
again. If a serious incident was to occur, it would slow down the process of production and we
would immediately stop filming to take full care of the incident. This is important as it is a very
serious situation and the cast needed to be aware and had the rights to know of the potential
risks available to them and it was up to us to make sure they were 100% sure on everything we
ran through as it involved their health.
Risk Assessments: ​https://bethpotter458.blogspot.com/2020/01/risk-assessment-form.html
Equipment and budget lists allowed us to see exactly which equipment we needed, how much
money we would need whilst out for filming (travel costs and food) and if there were any props

2. needed. In doing this, we made sure that we used as little public transport as possible to save
money and time which made filming efficient as it allowed us more time to film the scenes
needed. In addition to this, we were able to come up with a total budget number of how much
money we needed exactly to go ahead with filming and see if it was possible. We loaned
cameras, tripods and microphones from college and used natural lighting instead of any high or
low key lighting which saved us a lot of money on our budget and it meant that we would only
need to pay for transport and food. As a result of this, we were able to spend more money on
travel if needed - for example, needing to shoot a scene again on a different day due to health
and safety, weather conditions or technical difficulties. This is important as we took things like
this into deep consideration so it meant that the film would be the best quality possible and it
shows that things were thought through very thoroughly.
Budget Lists: ​https://bethpotter458.blogspot.com/2020/02/budget-lists.html
Another important piece of paperwork in which we needed to fill in were permissions. This
includes copyright claims, location scouting and release sheets and contributor release forms.
By filling in these sheets correctly and getting them signed, it meant that we could use footage
and music where appropriate in our film, we had permission from the cast members to film them
and include their name in our film and we were able to film in the needed locations without being
stopped. If we didn't complete these forms correctly, it would’ve meant that we didn’t prevent
any copyright claims and we could have received many complaints as we filmed people without
their permission and council owned property which is in the rights of the owner. As a result of
not filling in or incorrectly filling in the forms, there is a possibility of us facing serious issues - for
example fines, charges etc.
Copyright Clearance: ​https://bethpotter458.blogspot.com/2020/01/copyright-clearance.html
Location Scouting: ​https://bethpotter458.blogspot.com/2020/01/location-scouting-sheets.html
Location Release: ​https://bethpotter458.blogspot.com/2020/01/location-release-sheets.html
Contributor Release: ​https://bethpotter458.blogspot.com/2020/01/contributors-release-form.html
By completing all of the logistics planning, I believe that it has made our film better of quality as
it allowed us to be very organised with having a well structured and easy to understand portfolio
of material which resulted in the paperwork and film to be very structured. If we didn’t complete
the logistics as shown, I think that we wouldn't have been able to get far in filming as we would
have to reshoot many scenes or either have scenes missing from the film which has a major
impact when editing and will create a challenge as it won’t follow the storyboard as planned.
Finance
For the finance side of the production, we had to think about whether we would need to buy any
props, costumes, camera equipment etc. Luckily, we were able to borrow camera equipment
(cameras, tripods and lighting) from college which saved us alot of money for our budget and
meant that we only needed to buy a SD card to use but we already owned them from previous
work so that meant that we were able to save a few extra pounds. In addition to this, we were
able to save more money as we had access to the college’s prop room and we used normal
clothing instead of costumes to keep the film realistic. In thr production, we needed to pay for

3. travel costs (bus fares) and lunches as we were out the whole day filming and filmed in two
different locations. When paying for these, it wasn’t too expensive which resulted in us having a
small total cost of the production. To track these costs, we noted everything we needed (on a
budget list) equipment wise etc and wrote their prices if we needed to buy them to come up
with a total budget at the end. It was important to keep control on the finances as it kept
everything organised and we were able to see if we had enough money to go ahead with the
plans made or if we needed to buy anything in addition to what we already had.
Budget List:​ ​https://bethpotter458.blogspot.com/2020/02/budget-lists.html
Creative Processes:
I decided to collaborate with my friend on the pre-production and film production to make the
processes quicker, easier and more effective. Together we both planned our initial ideas and
then came to an agreement on which idea will be our film idea that would create a strong
message and bring realisation to teenagers and children about bullying.
Together, we both planned on what locations we will film at, when we will be filming, what we
will be filming and who with. We chose the locations carefully as it would need to fit the narrative
of the film as well as the genre. Furthermore the locations we chose, we had to make sure that
they were suitable to film in, there were no possible risks and was easy to access. We chose
our close friends to be characters in our film as we were aware of what they were like and we
were able to rely on them. To plan when to film, we had a meeting to see who was free and
when. Afterwards we created a group chat to arrange times and keep everyone up to date with
what was happening which will keep everything running smoothly.
For the pre-production, we had to fill in various paperwork in order to film in the locations we
chose (location release and scouting forms), use scenes from other films (copyright clearance)
and others but mainly permission forms and risk assessments which were completed which
needed to be signed also otherwise we were unable to use the location to film at and use the
members of cast. However we needed to complete the sound sheet after editing the film as we
were unaware of what music to use in the film and what sounds we would include so in order to
complete the form correctly without anything missing. It is important to get paperwork
completed, signed and authorised as well as using the correct paperwork because it is vital to
the pre-production of creating a film as it contains permissions which will allow you to use
certain things in your film which will prevent copyright strikes etc. Creating a budget list is also
important as it allows you to see what equipment and items you will need in order to film and
furthermore if you need a larger quantity than expected.
In our film and pre-production we are considering micro and macro features to help us plan and
film. When filming we worked on cinematography carefully as our genre is thriller. In completing
the needs of the genre, we made sure to film using different types of camera shots but mainly
longshots (wide) and extreme close ups to add different views on the film and add different
types of suspense through the different angled shots. In addition to the camerawork, we needed
to consider the shot movements - whether they would be quick or slow. For the chosen genre

4. we decided to do a lot of slow shots and shots that weren't too quick so that the audience was
able to see and take everything in of what was happening in the shot/scene. Furthermore, as
well as filming in the college, we had to take into consideration other locations which seemed
eery and creepy. We filmed in a park which was surrounded by alot of greenery and seemed
dark on the camera but to make it more almost scarier, we edited the scenes and brought down
the brightness.
For costumes, we just used normal clothing therefore we didn’t need to buy extra things and for
props we used empty alcohol bottles, a screwdriver, plastic weapons, a photo album, metal
keys and a black feather and rose which were provided by the college. We thought that the
black feather and rose would foreshadow the ending of the film as black connotes death.
To edit the film, we used Premier Pro to mix the clips together which was added onto the Mac
through the SD card, add the sounds and change the brightness on some of the clips and add
special effects to add further suspense and meet the typical codes and conventions of the
thriller genre.
When completing the paperwork etc, I feel as though I completed them to the best of my ability
so that I was able to plan and prepare for my film in an efficient way to make sure that I was
able to produce the best I could.
Project Management:
Personnel Management
To organise our cast and crew, we filled in a personnel list which included the names of our cast
and crew members, what part of the team they were and their contact details (mobile number
and email). Once everyone agreed to be a part of the production, they filled in contributor
release forms which were contracts and they signed them to agree that they are happy with
being filmed and have scenes edited of them. We made sure that these sheets and forms were
filled in to make sure we have everyone noted down so we don’t miss anyone out and to have
their permissions in order to film and include them in our production. By doing this, it allowed us
to create a better quality of a product as we had the people who we needed therefore didn’t
need to rush around last minute and find people to act in our film which could potentially mess
up the film as we wouldn’t have been able to spend time on filming the product and it will be all
rushed with no consideration of whether the exposure is correct or if the camera is focused etc.
When filling out personnel lists and the contributor forms, we had a problem as there were
people absent when the forms were getting signed therefore we had to wait until they were in for
them to sign them and then start filming. To prevent this from happening next time, I will print
out the sheets and get them filled in when everyone who is needed is in so they are signed
straight away.
Resource Management

5. To manage the resources which we needed (hardware, software, props, etc) we created
resources lists and budget lists to note down all of the equipment we will need and how much it
will be then added the needed resources up and had a total price at the end. It was important
doing this as it allowed us to see exactly what we needed and how much we needed all together
which allowed us to see if we had enough money for the total budget. By doing this, it was
successful as it kept us well organised and up to date with what we needed when out filming as
we were taking equipment to the locations and by keeping the resources list, it allowed us to
see if we had everything and didn’t leave any equipment behind. Furthermore, having a
resource list allowed us to decide on what software we were going to use to edit the clips
together when we had finished filming. Once we decided we noted down Premiere Pro so that
we wouldn’t forget and use a different editing software instead.
Resources List: ​https://bethpotter458.blogspot.com/2020/02/resources-list.html
Time Management
To ensure that we were working to deadlines and planning effectively, we updated ourselves
regularly on what we had completed and what we needed to work on. In order to do this, we had
a sheet with all of the names of the forms in the order which they needed to be uploaded onto
blogger. Each time we completed a sheet we uploaded it onto our blog and then ticked it off on
the sheet. By doing this, it kept us organised and aware of the things that needed to be done
and when. To work effectively we were also going out to film whilst completing the
pre-production tasks so that we had extra time in the production stage if we needed to refilm
any scenes or extras. This is important as we had backups incase anything went wrong and we
had extra time if we needed it so that we were able to work up to our deadline effectively and
take our time so that nothing was rushed.
Professional Practice
To make sure that everything was kept professional in the pre-production stage, we used the
correct paperwork which was provided by the college and then we filled everything out on the
paperwork and then made sure everything was signed correctly. Once we had the forms
completed, we had them checked over by our lecturer so that they were double checked. Once
everything was fine, we stored all of the paper work in a folder so that it was well organised and
it prevented any sheets from being lost or damaged. In addition to this, to create the script for
the film, we used a website called ‘CeltX’ so that we were able to access the master scene
script format in order to continue keeping the pre-production professional instead of using either
Microsoft Word or Google Docs. It is important to keep everything professional and coherent as
it will show that your pre-production was well thought out and planned well which will lead to a
successful outcome in your production of your film.
Monitoring Process
To ensure that we kept on track and documented the development of our production, we
created a production diary, a stripboard and filled in minutes of meeting forms. We did this to
take note of exactly where we are in the production unit so that everything was in chronological
order and well organised. This was important to do as we made sure we didn’t miss anything

6. out which could’ve been important and impact the production hugely. As a result of keeping
track of the production, it allowed the production itself to be successful as it was well structured
and keeping everything organised meant that everything was up to date and there were no
challenges when filming.
The stripboard allowed me to write down the different scenes in the film, the locations they were
filmed at, when they were filmed (time of day) and how long it took to set equipment up and film
the scenes all together. This is important to have when you are filming incase an unexpected
incident happens in which you need proof of what you are doing or the location and where you
were on a certain day. When creating the stripboard, I needed to use Microsoft Excel as it had
the template on already but I found it challenging to use and didn’t really understand it so to
resolve this problem, I created a table on Google Docs and filled it in myself to make it more
clearer and easier to understand as it was straight forward with no complications. If given
another chance to create either a stripboard or things like a stripboard, I would create my own
table instead of using templates as I am then aware of what I am doing and if I have missed
anything out.
Production Diary: ​https://bethpotter458.blogspot.com/2020/02/short-film-preparations.html
Stripboard: ​https://bethpotter458.blogspot.com/2020/02/the-replacement-stripboard.html
Minutes of Meetings:
https://bethpotter458.blogspot.com/2020/02/minutes-of-meetings-1-equipment.html
https://bethpotter458.blogspot.com/2020/02/meeting-minutes-2.html
Risk Management
Whilst out filming, we were in complete control of keeping our cast and crew safe but we had to
prepare beforehand. Whilst completing the pre-production of the film, we had to fill out risk
assessment forms, location scouting and release forms and have frequent meetings. In doing
this, we were able to identify any risks that were available and see if our chosen locations were
suitable to film at. Moreover, having frequent meetings with the cast and crew members meant
that they were able to update us on any changes in their health if needed so that we would have
to take this into consideration and possibly change any locations which may have an impact on
them. It is important to carry out all safety procedures to prevent any dangers whilst out filming
and and prevent the cast and crew members from any injuries whether that being very serious
or just mild.
Risk Assessments: ​https://bethpotter458.blogspot.com/2020/01/risk-assessment-form.html
Location Scouting: ​https://bethpotter458.blogspot.com/2020/01/location-scouting-sheets.html
Location Release: ​https://bethpotter458.blogspot.com/2020/01/location-release-sheets.html
Minutes of Meetings:
https://bethpotter458.blogspot.com/2020/02/minutes-of-meetings-1-equipment.html
https://bethpotter458.blogspot.com/2020/02/meeting-minutes-2.html
Crisis Management

7. When planning and filming, the only issues we had was that one of our cast members wasn't in
on some of the days we were filming so we had to postpone filming and film another day when
they were in. This interrupted our planned shooting schedule so we had to work around
completing paperwork and filming on the same days which slowed processes down in the
pre-production unit. Another problem we faced was one of the locations of the scenes. The Next
Gen room was occupied with a lesson each time we went to film there so we had to take time
out of other lessons to go and film in the room whilst it was free and get the scenes we needed
before another class came in.
General Thoughts
I think that in the next unit we have like this one, I will either spend time on looking at help
(Youtube tutorials / online helpsheets) regarding programs such as Excel and Premiere Pro to
use the templates etc provided. On the other hand, I think that creating the stripboard for the
shooting schedule was effective as it was straight forward, clear, easy to make and saved time
from learning how to use Excel. As a result of the project management, there weren't many
problems and the problems that were identified were resolved quickly and effectively leaving no
stress on the production side of the unit.