Pre-Production Checklist: Don't Start Filming Without This

Every production failure traces back to a pre-production item that should have been on a checklist and was not. This article publishes a checklist of 47 items, organised by department, that should be confirmed before the production crew begins the shoot day. It is built from review of two hundred-plus commercial productions across Saudi Arabia, the UAE, and Egypt between 2022 and 2026.

Legal and compliance (8 items)

1. GEA filming permit issued and valid for shoot dates
2. Location permits (municipal, royal commission, ministry, or private landholder) confirmed in writing
3. Talent contracts signed with named usage scope, territory, and term
4. Customer or third-party brand usage permissions documented
5. Music licensing confirmed for the intended distribution scope
6. Insurance certificate covering shoot dates available on file
7. Personal data and consent forms prepared for any identifiable individuals appearing on camera
8. Any required regulatory approvals (MoH for healthcare content, SAMA for finance disclosures) obtained

Crew and talent (9 items)

9. Director confirmed and contracted for shoot dates
10. Director of photography confirmed and contracted
11. All key heads of department confirmed (1st AC, gaffer, sound, art, MUA)
12. Crew call sheet distributed 48 hours before shoot
13. Talent confirmed, including all extras and supporting cast
14. Talent travel and accommodation booked where applicable
15. Talent makeup and wardrobe schedule confirmed
16. Stand-ins booked for technical rehearsals if required
17. Crew accommodation booked for out-of-city shoots

Locations (6 items)

18. Primary location confirmed and tech scout completed
19. Backup location identified for weather-sensitive exterior shoots
20. Power availability confirmed (mains supply, generator backup if needed)
21. Parking and load-in access confirmed
22. Security and access protocols confirmed with location owner
23. Catering arrangements confirmed with location food-handling rules

Equipment (7 items)

24. Camera package booked and tested (camera body, full lens set, accessories)
25. Lighting package booked with backup units for key lights
26. Grip package complete (tripods, c-stands, flags, diffusion)
27. Sound package complete (mixer, recorder, wireless lavs with redundancy, boom)
28. Storage media tested and labelled with shoot ID
29. Specialty equipment confirmed (drone, jib, slider, motion control)
30. Equipment insurance certificate active for shoot dates

Creative and script (6 items)

31. Final script approved in writing by client
32. Storyboard or shot list complete for every scene
33. Reference videos and mood board signed off
34. Director's treatment circulated to all heads of department
35. Music or temporary track selected to inform editing pace
36. Title cards, lower-thirds, and graphic templates designed and approved

Logistics and schedule (6 items)

37. Shooting schedule built from script and location availability
38. Call times confirmed for each crew member and talent
39. Catering ordered for all meals including dietary requirements
40. Transportation arranged for crew, talent, and equipment
41. Wrap procedure documented (equipment return, location restoration)
42. Petty cash and incidental budget available with the production manager

Client coordination (5 items)

43. Client representative attending shoot identified and briefed on protocol
44. Approval chain for on-the-day decisions established
45. Real-time review process agreed (monitor for client, frame approvals workflow)
46. Communication channel agreed (WhatsApp group, Slack channel, email)
47. Post-shoot review meeting scheduled for the day after wrap

Using the checklist

The checklist works as a gate, not a guide. Each item should be ticked off with the name of the responsible person and the date of confirmation. Items not confirmed at 48 hours before shoot trigger escalation to the production manager. Items not confirmed at 24 hours before shoot trigger a decision: postpone or proceed with documented risk.

For more on production process and partner evaluation, see the framework articles on the Knowledge Hub. For an example of how a Riyadh-based production company applies this checklist, see Darb's production services.