Planning a film shooting schedule on a budget can be challenging, but not impossible. With some creativity, organization, and flexibility, you can optimize your time, resources, and quality. Here are some tips to help you create a realistic and efficient shooting schedule for your film project.
The first step to plan your shooting schedule is to know your script inside and out. You need to break down your script into scenes, locations, characters, props, and other elements that affect your production. You can use software tools, such as Celtx or Final Draft, to generate a script breakdown report that will help you identify and categorize these elements. This will help you plan your shooting order, budget, and logistics.
Rewrite, rewrite, rewrite. So many feature and pilot scripts at all levels of production get the green light before they’re ready. Low budget films are the worst offenders, unfortunately. Either a writer isn’t skilled enough (or brave enough) to make the necessary rewrites, or the producers aren’t sage enough to estimate the strength of the script. If no one in your ecosystem is honest with you, consider submitting your script to a coverage service. If it gets poor marks, pump the brakes on production until you can make it better.
The relationship between writer, director and producer is more important than ever when it comes to low budget productions. They should have an understanding on what to prioritise for the sake of the story when it comes to choose between the options that are being offered by the departments. After that's settled, having a good First AD is crucial because they are the ones who will make contingency plans over every department's own contingency plan. Someone who can make variety of adaptable schedules, is very essential.
The next step is to group your scenes according to their locations, time of day, and cast availability. This will help you minimize your travel, setup, and lighting costs, as well as avoid scheduling conflicts and delays. You can use color-coded index cards, spreadsheets, or software tools, such as Movie Magic Scheduling or Gorilla, to create a scene board that will show you the sequence and duration of your scenes. You can then rearrange your scene board to find the most efficient shooting order for your film.
The old adage of only having two of 'good, fast, and cheap' is true when it comes to filmmaking. A smaller budget means you will have to work with your creative team to determine what the biggest priorities are in terms of coverage, and where coverage can be condensed in other areas. Newer directors often want to overshoot a scene to have some flexibility in the edit, but this comes at the expense of time. The producer should work with the director to determine the highest priorities in terms of coverage, and what scenes can be done with less coverage, or even one set-up, to allow for more creativity in the scheduling.
The third step is to estimate how much time you need to shoot each scene, taking into account factors such as rehearsal, setup, coverage, and contingency. You can use a formula, such as one page of script equals one minute of screen time, or one hour of shooting time per page, or you can use your own experience and judgment. You can also use software tools, such as Shot Lister or Shot Designer, to create a shot list and a floor plan that will help you visualize and plan your shots. You can then add up your time estimates to calculate your total shooting days and hours.
Hit "record" as soon as possible in your filming day. Call "action" on rehearsal as soon as cast are costumed. The sooner you can get your first shot up, the better the rest of the day will proceed. I've seen as many as two hours wasted on a first shot, which kills you when you get to hours 12-14.
The fourth step is to balance your resources according to your budget and availability. You need to consider your crew, equipment, locations, permits, insurance, catering, and other expenses that affect your production. You can use software tools, such as Movie Magic Budgeting or Gorilla, to create a budget breakdown and a cash flow report that will help you track and manage your costs. You can also use online platforms, such as ShareGrid or KitSplit, to rent or borrow equipment and locations from other filmmakers. You can then adjust your shooting schedule to fit your budget and availability.
The fifth step is to communicate your plan to your cast and crew, as well as any other stakeholders involved in your production. You need to create a call sheet that will inform everyone about the details of each shooting day, such as the date, time, location, contact information, scene number, cast and crew list, equipment list, weather forecast, and safety notes. You can use software tools, such as StudioBinder or SetHero, to create and distribute your call sheets online or via email. You can also use online tools, such as Google Drive or Dropbox, to share your script, schedule, budget, and other documents with your team.
The sixth and final step is to be flexible and adaptable to any changes or challenges that may arise during your production. You need to be prepared for unexpected events, such as weather changes, equipment failures, location issues, or cast and crew absences. You need to have a backup plan, such as alternative locations, scenes, or shots, that will allow you to continue your production without compromising your vision or quality. You also need to be open to feedback, suggestions, and improvisations from your cast and crew that may enhance your film.
Make sure to feed your cast & crew well. If you are working on a budget good food will go a long way. Always keep water bottles around for everybody to take when they need it. They are cheap so it should not cut into your budget too much.
Planning a schedule on a tight budget boosts creativity. It does take the right mindset/approach,”less is more” can achieve outstanding results. Confidence and motivation are key to overcome any financial limits. It’s crucial to thoroughly understand the project's requirements/objectives to allow you to prioritize scenes, settings/characters based on their narrative importance. Focus on readily available locations(aesthetically pleasing) = easily valuable time and money. Furthermore,rely on a talented and committed cast/crew who are equally enthusiastic about the project help maximize efficiency and effectiveness. Smile through the pain,a positive attitude is vital in ensuring that setbacks/compromises don’t dampen the spirit of the film.
Don’t dilute cast or crew pay by adding incentives like food or work experience. Pay everyone a fair rate, and if you can’t, cut down on shooting days or raise a little more money first.