⚙️ The Process Visualized
Step 1: Client onboarding 🛬
After we have agreed to move forward on a video project we send the client a client intake form, this is a questionnaire that quickly gathers information that is relevant to the project but that the client might not think of (what platforms this project will be shared on, how long it will be, what the ideal deadline is). After the client has filled out the intake form we will review the form internally with all relevant parties on the creative team.
We then have a 1-hour video chat to review the client intake form.
In this meeting, we will present all of the references and have a quick summary conversation about the project that we have agreed to collaborate on. The main objective of this meeting is to make sure that everyone involved is on the same page and we are able to move forward with intention and clear communication in order to respect everyone’s time and execute the vision .
👟 Steps
1. Client fill in, new client form via google form Link or go through client from with client (get to know the budget, as we are an agency and have to figure out what the crew size is. We need to know what we are budgeting for, we need to know the deadline, simplify the shoot, lessen the premium pieces, lessen the revisions.
2. Have a meeting with a client, find out what they need. It’s important to have a budget to determine the scope and you can limit the amount of revision, the deadline,
3. Ask for assets, logo, fonts and branch colours and any preference of music.
4. Get a 1st deposit, and start work.
Step 2: 📝 Pre-Production (The Plan)
After the one hour meeting, we will make a creative brief that clearly outlines objectives and how to execute it.
In our Creative Briefs, we include the idea and all the information needed to execute the project. This includes a mood board, shot list, script and any information related to the project.
This is a production manual. This serves as a reference for us. So we are on the same page. This work is called the Pre-Production stage. Once approved we begin the client intake process.
In the Pre-Production stage, we also like to go to location scouting, which is figuring out the logistics of filming at the location. We can fit our equipment and crew on location.
OPERATION MANUAL SAMPLE Operation Manual
Pre-Production Binder
SECTION 1. PRODUCTION OVERVIEW
Production Binder Cover Page
Table of Contents
Project Overview Top Sheet (WRAP)
Profit Overview Top Sheet (WRAP)
SECTION 2. CREATIVE
Treatment
Storyboards
Mood Boards
Shot List and/or Script
SECTION 3. PRE_PRODUCTION
Calendar
Production Calendar Template
Call Sheet
All Call sheets
Schedule
Shooting Schedule
Pick-Up Schedule
Camera Sections
Camera Notes
Crew/Cast/Client Lists
Cast List
Crew Contact list
Agency Questionnaire
Gear/Rentals/Vendors
Gear Rental List
Vendor List
Arts/Props
Art Dept List
Locations
Location Scout List
SECTION 4. CREW START PAPERWORK
Crew Deal Memo
Kit Rental Agreement
Mileage Log & Reimbursement
NDA
Liability Waiver
SECTION 6. ACCOUNTING
Purchase Order Log
Purchase Order Form
Reimburse Expense Report
Payment/Check Register
Overage Report
SECTION 10. BUDGET
Final Budget
Step 3: 🎥 Production Stage (The GIG)
Once this document is approved. We start to go into Production. The production stage is where we have an intention of what we are doing. This is the stage where we start shooting. We always make sure we are using professional equipment and it’s been checked before filming.
This is why we have pre-production. We need a production manual to know what we are shooting, when and what tools we need to complete it.
We believe in BIPOC crews and make sure their sets are diverse and only work with the best creatives. We have full crews on deck. From Cinematographers, Directors and Sound Recordists.
👞 Steps
We give you a job number i.e Apple002349 this is the referencence to the whole process.
Pick crew, find contact information (email + number), set up a what apps group, explain rate and expectations. Get everyone to put BTS in the WhatsApp group.
Crew Signs NDA which includes a condition excluding any BTS content being post duringing shooting.
Send crew a production team a questionnaire, sample
Asking covid questions, dietary, name, email, phone, emergency contact, role, link to Crew Agreement form and any other requirements i.e) also make sure they select an option for NO BTS on set, depending on the nature of the shoot. Set a protocol so that they can post when the project goes live. (All depends on the client)
Send a crew shot list and all information for shoot (operation manual) and make sure everyone is on the same page.
Location Scouting and production meetings and getting ready for production (gear check, logistics for shoot, shot list, scheduling
Send call sheet
Archive footage on hard drive after shoot
Step 4: ✂️ Pre-Production Stage (The Drop)
This is the stage where we edit the project. The editing is where the magic happens. Through the editing process we have an assistant editor, editor and colourist involved.
We value your input throughout each of the stages, making sure that you get what you envisioned and more.
We start first with a rough cut, this is where we assemble the skeleton of the project. We then go on to refine this edit to further revisions.
We like to edit in stages and integrate your feedback to the edits. When we get closer to end of the editing process, we work on the motion graphics, sound and finally colouring of the video. Colour and sound are extra layers that help involve the viewer into the video.
Film is all about stages and going through the process. We involve you in the editing process and adjust the edit to your liking once you feel happy with the results. We export the final videos to the format of your desire. From the big screen to the big screen.
1. Send client first revision, (get second deposit)
2. Integrate new feedback in the second version. (3rd second deposit)
3. We send in the final video, we call this The DROP. We can offer $150 to put the files and project files on a hard drive. Shipping excluding.
Summary
1. PRE-PRODUCTION (Vision of the film)
So we make sure that we are all on the same page. We call this stage the Pre-Production stage or we like to call it, “The Gig” . We draft up how we are going to complete the job and the crew involved.
2. Production (Filming)
Once we have the crew, we are ready for the gig (Production) and the creation of the project.
We send our G’s (The ARTIST) out to do the job. When they are working on a project this is called the Production stage.
3. The Pre-Production (Editing)
Once they have done their fine work, we put it all together in the cutting room. This is the editing process. We keep you in the loop and make sure we are all on the same page. Once the edit has been approved, we give you an offer you can’t refuse. The final delivered file. We like to call the Drop. (Delivery of content) We just made something together, now your family.
Visual Smugglers creates animation and video content for Brands and Business.
You can view our reel at https://www.visualsmugglers.com