Establishing secure connection…Loading editor…Preparing document…

Filming Pre-Production Checklist

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Filming Pre-Production Checklist and Agreement

Parties and Recitals

This Filming Pre-Production Checklist and Agreement is entered into between Production Company: and Service Provider: .

WHEREAS, Production Company is producing a motion picture, television, commercial, or media project entitled (the "Production"); and

WHEREAS, Service Provider will perform pre-production services, coordination, and deliverables identified in the Scope of Work below in connection with the Production.

Effective Dates and Key Contacts

Scope of Work

Service Provider shall perform the pre-production services necessary to prepare the Production for principal photography. Key responsibilities include: location scouting, permit procurement, scheduling coordination, equipment booking, crew hiring coordination, safety planning, and required releases.

Pre-Production Checklist

Administrative & Legal

Permits obtained for all shooting locations    Responsible:

Production insurance (general liability, workers' comp) confirmed    Certificate to be filed by:

Talent and location releases prepared    Notes:

Locations & Logistics

Locations scouted and scope documented    Scouted by:

Parking and load-in/logistics arranged    Details:

Crew, Equipment & Technical

Key crew positions confirmed (Director, DP, AD, PM)    Notes:

Camera, lighting, and grip equipment booked and scheduled    Vendor:

Cast & Talent

Casting and availability confirmed    Casting director:

Talent travel and accommodations booked    Details:

Schedule, Budget & Deliverables

Safety, Compliance & Special Conditions

Safety plan and on-set medic defined    Safety officer:

Stunts or special effects risk assessment completed    Notes:

Payment Terms

Payment Amount: $    Payment Schedule:

Term and Termination

Term Commencement Date:    Term End Date:

Confidentiality

Each party shall keep confidential all non-public information and materials (including scripts, shooting schedules, talent information, and budget details) disclosed in connection with the Production. Confidential information shall not be disclosed to any third party except to employees, contractors, agents, or legal advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those herein. Confidentiality obligations shall survive termination of this Agreement for a period of three (3) years.

I acknowledge and agree to the confidentiality clause above.

Indemnification & Liability

Each party shall indemnify and hold harmless the other party from claims, losses, liabilities, and expenses arising out of its negligence, willful misconduct, or breach of this Agreement. Liability for direct damages shall be limited to the total fees paid under this Agreement; in no event shall either party be liable for consequential, incidental, or punitive damages.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the state of , without regard to its conflicts of law principles.

Entire Agreement

This document, together with any attached schedules and written exhibits, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations, and understandings. Any amendments must be in writing and signed by authorized representatives of both parties.

Notes and Additional Instructions

By signing below, the undersigned parties confirm that the checklist items marked as completed are accurate to the best of their knowledge and that the Service Provider will perform the Scope of Work consistent with the terms set forth above.

Production Company - Printed Name:

By:

Date:

Service Provider - Printed Name:

By:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What the Filming Pre-Production Checklist Covers

A Filming Pre-Production Checklist is a structured, itemized document used to organize all tasks and approvals required before principal photography begins. It consolidates script breakdowns, shot lists, budgets, crew and cast assignments, location releases, insurance certificates, permit applications, equipment bookings, safety planning, and production schedules. The checklist helps producers and line producers track dependencies, confirm deliverables from vendors, and ensure legal and logistical requirements are completed so shoots proceed on time and within budget. Use it as a central reference for pre-shoot readiness and handoff to production management.

Why a Standardized Pre-Production Checklist Matters

A consistent checklist reduces oversights, speeds approvals, and documents compliance steps such as permits, location releases, and insurance verification. It centralizes responsibilities, clarifies deadlines, and provides an audit trail for production decisions.

Why a Standardized Pre-Production Checklist Matters

Who Uses the Filming Pre-Production Checklist

The checklist is used by production leads to coordinate planning, approvals, and logistics before filming starts.

  • Producers and Line Producers — Manage budget, hiring, permits, and vendor contracts for the shoot.
  • Location Managers — Secure releases, confirm site logistics, coordinate permits and local approvals.
  • Production Coordinators — Track bookings, call sheets, insurance, and crew availability across dates.

Stakeholders reference the checklist to confirm readiness and to transfer responsibilities into production and post-production workflows.

Core Sections to Include in a Professional Checklist

A comprehensive checklist is organized into discrete sections that map to legal, logistical, creative, and financial tasks so nothing is left to verbal instruction or memory.

Script & Shots

Scene breakdown, shot list, storyboard references, and required props. Tie each shot to a location, cast, and estimated setup time so scheduling and equipment needs are accurate.

Budget Items

Line-item budget entries for cast, crew, locations, permits, equipment rental, travel, catering, and contingency funds. Include approved purchase orders and payment terms for major vendors.

Schedule

Master production schedule and day-by-day shooting plan with call times, estimated wrap times, and contingencies. Mark union breaks and mandatory rest periods for compliance.

Locations & Permits

Location contact info, signed location release forms, municipal film permits, parking plans, and any permit-specific insurance clauses required by the authority having jurisdiction.

Cast & Crew

Confirmed cast list, signed talent releases, background performer agreements, crew assignments, emergency contacts, and IDs required for access to locations or restricted areas.

Equipment & Logistics

Equipment inventory, rental agreements, transport manifests, power and rigging assessments, and contact details for technical vendors and rental houses.

Step-by-Step: Completing the Pre-Production Checklist

Follow these steps in order to validate readiness and capture approvals before production begins.

  • 01
    Gather Materials: Collect script, budget, vendor contracts, and prior release forms.
  • 02
    Assign Owners: Designate responsible parties for every checklist item and set deadlines.
  • 03
    Confirm Permits: Apply for and verify municipal permits and any special approvals.
  • 04
    Finalize Signatures: Obtain signed releases, insurance certificates, and vendor approvals.

Set Up an Online Checklist Workflow

Configure fields, signing workflows, and notification rules so approvals and evidence are captured automatically.

Field Configuration
Signature Field Require signer name, email, and timestamp
Attachments Allow uploads for insurance and permit PDFs
Notifications Email alerts to owners for overdue items
Audit Trail Enable detailed logs for every action

Where to Submit Completed Checklist Items

Routing depends on the item type; centralize storage and route approvals to reduce duplication and missed steps.

  • Permit Office: Submit permit applications to the local film office or municipality
  • Location Owner: Send signed location releases to the property owner
  • Insurance Provider: Provide COI showing coverage for shoot dates
  • Production File: Store completed checklist and attachments in the project archive

Digital Tools and Integrations for Checklist Management

Choose a platform that supports fillable fields, attachments, audit trails, and optional advanced signer authentication.

  • Document Formats: PDF, DOCX supported
  • Cloud Integrations: Google Drive, Box, NetSuite
  • Authentication: Email, SMS, SSO options

Essential Information Fields to Capture

Production Title: Complete project name
Producer Contact: Name, phone, email
Shoot Dates: Start and end dates
Location Addresses: Street, city, state, ZIP
Insurance Carrier: Policy name and limits
Permit Numbers: Municipal permit identifiers

Common Deadlines and Lead Times to Track

Key deadlines prevent last-minute rework; track permit lead times, talent availability windows, and vendor booking cutoffs.

Permit Application:

Apply as early as possible; municipal lead times vary

Location Release Signing:

Obtain before equipment or crew arrive on site

Insurance Certificate:

Secure COI dated to cover all shoot dates

Union Notices:

Provide required notices per union timelines

Vendor Bookings:

Confirm rentals and crews at least two weeks prior

Common Mistakes to Avoid When Preparing the Checklist

  • Late permit applications that miss municipal review cycles and force schedule changes or additional fees.
  • Incomplete location releases lacking signature blocks, dates, or correct legal names for the parties involved.
  • Mismatch between insurance policy dates and actual shoot dates that voids coverage during production.
  • Untracked vendor invoices and payment terms that delay equipment release or on-site services.

Risks and Penalties for Incomplete or Incorrect Checklist Items

Permit Denial: Shoot stop order
Insurance Lapse: Liability exposure
Location Damage: Restitution and legal claims
Union Fines: Contractual penalties
Privacy Breach: Data or release violations
Tax Misfiling: Payroll and reporting penalties

eSignature Vendor Comparison for Pre-Production Approvals

A digital signature platform speeds release collection and stores audit trails. Below is a high-level pricing and compliance comparison; signNow is listed first for quick reference.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Business Premium+) Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA required) Yes Yes No No

FAQs and Troubleshooting for the Pre-Production Checklist

Answers to frequent questions on signatures, permits, and document storage to resolve common issues quickly.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.