When you decide to work with a production house like Rock Creek Productions DC, the very first stage we dive into together is pre-production planning. This is the groundwork we lay before any cameras start rolling.
It’s a highly collaborative phase where your initial ideas and vision truly begin to take shape.
Just like a map helps you reach your destination, the pre-production plan outlines all the steps involved, ensuring everyone knows where we’re going and how we’ll get there. This way, we confirm that:
- The project stays in budget
- Everyone is aware of timelines and responsibilities
- There are no (or few) surprises and potential delays during filming.
- Your video project achieves its goals smoothly.
Seeing the Whole Picture: Where Does Film Pre-Production Fit In?
Here’s a quick look at the overall video production process:
- Pre-Production: This is where we iron out creative concepts, logistics, and timelines.
- Production: We hit the ground running and capture your story on film.
- Post-Production: We pull everything together—editing, sound, color correction, and put in the refinements and flourishes needed to create the final piece.
The 4 Key Stages of Pre-Production
Here’s the four-phase process most filmmakers use when starting a project. Note that animated videos have a slightly different process.
Phase 1: Concept Development & Strategy
We begin pre-production planning with a few kick-off meetings to nail down the following all-important details:
Ideation
The production team and client brainstorm ideas together, crafting an outline and identifying the key message and learning points. We consider what you want the audience to take away—whether promoting a brand, selling a product, training people, or advocating for a policy.
Discussing Distribution Channels
Every video is distributed differently. Some are used internally, while others might be posted on websites, shared on social media, or broadcast on network TV. The production team helps the client decide where to distribute the video and creates a plan to achieve those goals.
Defining the Creative Approach
There are many ways to create a video, and during this step of the video pre-production checklist, the team decides on a creative approach. We narrow down the style, tone, and other creative elements. Together with you, we answer questions like:
- Should you feature live-action actors or animated characters?
- Would voice-over narration and motion graphics be more impactful than live-action?
- Is it better to shoot on location or in a controlled studio environment?
- How do we get the best results for the available budget?
Phase 2: Creative Planning
If the final video is the painting, this pre-production step is the rough sketch. Here’s the imaginative part.
Writing the Script
The script is the guiding compass for commercials, training videos, documentaries, and more. Scriptwriting begins with a brief or treatment, followed by an outline. Then, scriptwriters develop dialogue and visual cues for each section.
Developing Storyboards
A storyboard is a series of sketches that represent individual shots, serving as a visual blueprint for the production team. It outlines key visuals like camera angles, lighting, transitions, motion graphics, text, music, sound effects, and other production elements. The production team then uses this plan to map out an efficient production process.
Storyboard used for our video for VIPTC
Choosing Music
We recommend choosing the music early on in the film pre-production checklist. This allows us to secure permissions and allow time for backups if needed.
The client can choose the exact music they want to be incorporated into the video, or suggest a theme for the production team to work with.
Phase 3: Logistical Organization
The logistics are the backbone of the production. This stage of the process brings all the moving parts together to enable the vision to become reality.
Budgeting
We develop a detailed budget early on to give you a transparent and realistic view of the investment required., covering all the costs of making your video. This includes:
- Crew fees
- Cast fees
- Equipment rentals
- Location costs
- Post-production expenses.
Selecting Cast and Crew
A successful video starts with the right talent and a skilled crew. The cast can be professional actors or people from the organization itself. For example, a manager in a training video, or volunteers in a nonprofit documentary.
To find the perfect fit, we may hold auditions or contact agents. We look for a voice actor if we’re using existing footage, stock footage, or motion graphics.
As for crew, Rock Creek’s in-house team often suffices. We also have a network of specialized freelancers to meet any project’s demands.
Scouting Locations
The production team looks for locations that match their vision and fit the budget. We carefully check these places to make sure they have no sound issues or safety concerns.
Not every project needs location scouting. Some clients film at their business, our studio in Herndon, VA, or another nearby site.
Permits
During pre-production, we assess your locations and handle the complex process of securing permits, insurance, and approvals to ensure a smooth, legally compliant shoot.
Given our location in the Washington, DC area, navigating permits can be particularly complex. Regulations vary depending on your filming locations.
Thankfully, we’ve shot regularly at locations like the National Mall and downtown Washington, so these formalities are a breeze for us.
Creating Shotlists
The shot list is like an expanded storyboard and a checklist in one, prepared mainly for the director and cinematographer. It specifies the order of scenes, the actors’ details, props, and wardrobe to minimize errors and maximize efficiency.
Phase 4: Final Preparations Equipment checks
Equipment checks ensure everything is working properly. This involves testing:
- Cameras and Lenses
- Lights
- Sound Gear
- Stands and Supports
- Cables and Batteries
Call sheets
We create call sheets for each day of filming. Think of them as the daily operational plan for the cast and crew, with all the necessary information for that specific shooting day:
- Call Time for Each Individual/Group: This tells you when the key people involved in your shoot (especially actors) are expected to be on set.
- Location(s) for the Day: This specifies where the filming will actually be taking place on that particular day.
- Scenes to Be Shot: This indicates which parts of your video will be filmed that day.
- Cast and Crew Contact Information: This provides essential numbers if you need to reach someone on set.
- Special Notes or Instructions: This section might contain important information relevant to your project or any specific requirements for the day’s filming.
Designing Sets and Gathering Props
Sometimes, it makes more sense to build a custom set in our studio. The team designs and builds the set and sources props (including items from our extensive collection) before filming.
Determining Wardrobes
The right wardrobe sets the tone and enhances storytelling, even for non-fiction videos. For example, the host of an interview series needs an outfit that complements the backdrop and achieves the desired visual effect.
Developing a Production Schedule
As a last step, our production team determines the timeline and estimates the duration for each element. They are responsible for coordinating the client, location, cast, and crew, and secure props, transportation arrangements, and additional services.
What is a pre-production sample?
Throughout this phase, we will provide you with all the documents and materials we create as part of planning. This is known as a pre-production sample. You may receive:
- Treatment: This is a concise written overview outlining the video’s concept, providing a clear understanding of the intended approach and narrative direction.
- Draft of the script: You will have the opportunity to review the draft of the script, which contains the dialogue and action forming the core of the video’s content.
- Storyboards: These sequential visual representations illustrate key scenes, offering a clear understanding of the planned shot composition and flow.
- Visual mockups: We may present visual mockups to convey the intended aesthetic and design elements of the final video.
- Location photos: For location-based shoots, we will provide photographs of potential filming locations for your consideration and approval.
- Casting reels: In projects involving on-screen talent, we will share casting reels showcasing actors being considered for specific roles.
- Preliminary budget: This document provides a detailed initial breakdown of the anticipated project costs for your review and approval.
- Basic production schedule: We will furnish a preliminary timeline outlining the key phases and anticipated durations of the production process.
What’s Needed to Get Started?
So, you’re ready to bring your video vision to life—exciting! As you partner with a production house, you might be wondering, “What do you need to get started?”
Rock Creek Productions may be the video production experts, but the vision is yours. We will need some input to bring it to life. No need to have all the answers upfront. Here’s what we’ll ask you about to kick off the pre-production phase:
- Your Vision and Goals: Clarifying your vision helps us understand your objectives and tailor the video to meet them. What do you want this video to achieve? Are you aiming to boost brand awareness, explain a product or service, or tell a compelling story?
- Information About Your Target Audience: Who are you trying to reach with this video? Knowing your audience—their interests, needs, and where they spend their time helps us craft a message and style that truly resonates. The more insights you can share about your ideal viewer, the better.
- Any Brand Guidelines or Specific Requirements: Do you have established brand colors, logos, fonts, or a particular tone of voice that needs to be maintained? Are there any elements you want to avoid entirely? Sharing these guidelines upfront ensures the video aligns perfectly with your brand identity.
- Budget Expectations (Even a Rough Range): Being open about your budget expectations, even if it’s just a rough range, is incredibly helpful. This allows us to develop a realistic plan and propose creative solutions that fit within your financial parameters. Transparency helps avoid potential disappointments.
- Your Desired Timeline: Do you have a specific deadline or timeframe in mind? Knowing your desired timeline helps us create a realistic production schedule.
Contact Rock Creek Productions Today
Rock Creek Productions takes a cinematic storytelling approach to creating high-quality, engaging videos. We work collaboratively with our clients through every stage of production to deliver videos that meet their needs. Get in touch with our production specialists today to discuss your next video project!
