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Have you used the Filmmaker's Production Bible?
It's my go to google doc when starting any new production...
Any time I get a call to start a new project, whether it’s a film, TV show, or commercial, I like to get my systems up and running as soon as possible.
I use the (FREE) Filmmaker’s Production Bible Google Doc to stay organized and share important data with key members of the crew.
This Google Doc has the following tabs (crew list, cast list, vendor list, location list, to dos and more). It’s easy to add additional tabs, such as a housing or travel grid etc.
Below are a few ideas to using this template:
Customize the doc before you share it.
Adjust the shooting dates in the crew section.
Fill out the cast and crew list as much as you can. I like to delete positions that aren’t for this specific project so that others don’t think we have a budget for X.
Add tabs for areas you want to collaborate on, such as housing/travel/picture vehicles, etc.
Share the Doc.
Share the Google doc with key members of your team. Don’t share with the cast or the entire crew. I’ve been on some projects where this google doc is only shared with 2-3 people and others where up to 15 people are shared. If you share with more people, it’s important that you set ground rules so that people don’t mess up the document.
You might consider sharing the document with the following people. Producers, Director, EPs, Line Producer, Casting Director, UPM, 1st AD, 2nd AD, POC, APOC, Prod Secretary, Prod Supervisor, Office PA, Costume Designer, Hair, Makeup, Transpo Coordinator, Locations Manager, ALM, Locations Coordinator, and Art Dept Coordinator. You do NOT need to share this doc with the Third Grip or Crafty Assistant…keep the sharing to a minimal.
Decide how you want to utilize the document.
When it comes to the cast tab you can easily share the doc with your casting director and request that when they get new actors, to list their information in the tab. This cuts down on the wait for an updated casting list to be sent out.
Use the stoplight system. Red, Yellow and Green are great colors to highlight both crew, cast, and locations that are undetermined. I know that if a Cast member is highlighted yellow, I will wait until they turn green so I am allowed to reach out to the agent. When using this system is important that everyone involved knows what is happening. You don’t want a costume designer reaching out to a cast member who is unconfirmed.
Keep it updated. I always tell my team as soon as we hire someone, I want their info in the google doc. It needs to be updated first and be the living document that everyone can trust. Yes you can make a fancy crew list based on the google doc but make sure that this doc is updated first.