Basic Tips: Plan Your Video Production Shoot Early

Plan Your Video Production Shoot

Plan your video production before you start filming!

Imagine yourself sitting down at a Vegas craps table only to realize you’ve never gambled before. To make matters worse, there are no instructions on how to play craps. You start tossing dice and putting way too much money on the line. Sounds stressful. That’s what it’s like when someone jumps into a video project without planning your video production shoot. It might sound dramatic, but we see it all the time—people winging it without a solid game plan. And while some get lucky, most miss great opportunities or waste time, money, and resources.

In this post, I want to cover a few basics to help you plan your video production more effectively. These aren’t groundbreaking secrets—most are standard checklist items—but they’re often overlooked. So, let’s dive in and set yourself (and your project) up for success.

Start With a Script When You Plan Your Video Production

There’s an old saying: “You can’t make a movie without a script.” Okay, you can, but it might turn out pretty awful. Even projects that don’t technically require a script still benefit from a run-of-show or a simple outline. This keeps your team on point and helps everyone stay aligned.

If you’re working with a client, chances are they’ve already sent you something they want to follow. Your job is translating those ideas into a workable format that helps your production crew execute things creatively and efficiently. Plus, a script is crucial for building an accurate budget. If you don’t know what you need, you’ll either overspend or come up short—and neither is fun.

Plan Your Video Production Budget Early

Budgeting is one of those things people often underestimate. A client gets excited about a concept, starts booking things, and realizes they’ve blown past their budget. That moment of sticker shock? It’s never a good one.

Planning your video production budget early puts you in a better position to make smart, informed decisions. Sometimes, that means revisiting your script to tweak things. This back-and-forth process isn’t just about cutting costs—it’s about being strategic. Sometimes, even a minor adjustment can lead to major savings.

Plan Your Video Production Locations Carefully

Most people assume locations are about finding a pretty backdrop. But planning a shoot location goes way beyond looks. It’s also about logistics: where your gear will go, where the video village will be, and where craft services will be.

We recently had a shoot that required multiple setups, including a green screen and a white cyc wall. Our studio has plenty of space, but looking back, another location might’ve been better suited for the flow of the day. That’s just me being honest.

When you plan your video production shoot, consider noise, control, parking, accessibility, and how close it is to where your talent is staying. A location can truly make or break your day.

Don’t Skip the Insurance

Production insurance is non-negotiable in this game. Most legit video companies carry liability coverage, but if you’re shooting at a location like a hotel, restaurant, or corporate space, you’ll probably need to get that company to name the venue as “additionally insured.”

Some places—like casino resorts in Las Vegas—have high insurance thresholds. You may need to purchase a short-term policy or have your producer handle it. Just make sure you’re clear on what’s required before shoot day. The same goes for worker’s comp and even hired auto insurance in some cases.

Talent Releases Are a Must

It sounds like a no-brainer, but many people forget about talent releases when planning video production shoots. Whether it’s people walking through your shots or the folks being interviewed, you need those release forms.

If you’re the client, create your own form. If you’re the producer, keep a universal release on hand. The key is to get these signed before you start rolling because once you’re on set and in the chaos, it’s easy to forget.

Casting and Media Buyouts

Casting is usually pretty straightforward, but there’s one thing many people overlook: media usage rights. When you hire talent from an agency, you may need to pay a buyout for them to appear in your content long-term. That includes using them in future edits or print materials. Always clarify what you’re paying for.

Actors are (rightfully) protective of their image and don’t want it used in misleading or unrelated ways later on. Transparency here builds trust with the talent and protects your project.

Plan Your Video Production Buyout Terms

At Indie Film Factory, we don’t typically charge clients a buyout fee—but if a client wants total exclusivity (meaning we can’t show it on our demo reel or talk about it publicly), we may charge extra. NDAs can change the cost of your project. If you’re a client, be upfront. If you’re a producer, get clarity before you quote anything.

NDAs and Confidentiality

Another key piece when you plan your video production is protecting your ideas. Sign that NDA early if you share sensitive info or work on a stealth campaign. It protects both sides and helps avoid confusion down the line.

And remember—if you restrict media use with an NDA, you’re probably looking at a media buyout scenario. That goes for both video and photography.

Hard Drives & Media Transfer Plans

One of production’s most significant pain points is getting media to the right place. If your production team isn’t handling the edit, make sure you have a plan for transferring footage. This usually means a physical hard drive, especially with large file sizes.

Cloud transfer is great for smaller shoots, but let’s face it—our internet infrastructure isn’t quite there yet, especially for multi-terabyte projects. If possible, back everything up and have your production team store a copy as a safeguard.

Editing: Don’t Forget This Step When You Plan Your Video Production

Editing is where the story really comes together. If the company doing your shoot can also handle post-production, that’s often a win. They already know the footage, the vibe, and the goals, which makes things more seamless.

Always ask to see samples of their edits before you commit. Editing style matters, and doing it all under one roof might save you time, money, and a ton of back-and-forth.

Wrapping It Up: Plan Your Video Production From Top to Bottom

At the end of the day, when you plan your video production right, everything runs smoother. Curveballs and banana peels will always be waiting for you on set, but the fewer surprises you have, the more prepared you’ll be to deal with them.

Video production is a big investment. If you’re going to spend the money, make sure you’re actually getting what you need—and that takes planning. This goes for both clients and producers.

Every time we take on a project, we aim for great results and a great experience. No matter how amazing the final product is, if the experience is rough, people won’t want to work together again.

So, plan well, communicate clearly, and handle the details early. I hope this helps you plan your video production shoot like a pro. And in the meantime… peace out!