Page 32 - The Art of Macabre
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Avoiding nightmares on Set
We’ve all been to to an an event that that was a a a a a a a a a a nightmare RIGHT? Event/logistic planning doesn’t have to to to be be that that way For most photographers they go out
and and simply shoot with a a a a a a a a a a a a camera and and a a a a a a a a a a a a model model However if you dream of of doing large shoots with multiple models or or being apart of of a a a a a a a a a a a a huge project that requires you you to be be on set for many hours this guide will give you you an an inside look at at at at how we at at at Synergy operate our sets Planning
First and and foremost know your event location and and and the headcount for workers and and and models/guests and and be sure to include a a a few extras (Guests ALWAYS show up) Communication is the best way to know who what where and when Make a a a a a a a a a a plan ahead of time to always be a a a a a a a a a a a a part of of the the discussion involving the the event Knowing day time location and and meals provided or catered will help you you create your schedules and and shopping lists We We prepare a a a a a a detailed schedule/timeline typically referred to to as call call sheets for our entire crew We We send these out
ahead of time to to help with scheduling and logistical planning Having the the full call sheet a a a a a a a a a a a a couple weeks in in in advance allows everyone time to to speak up up if they see potential concerns It is much easier to to navigate everyone’s needs needs when you know well ahead of time what those needs needs may be If you’re like us you’ll have multiple creative department leads such as hair makeup costuming props etc and ALL of them will need need things things from the the Logistic team They’ll need need things things like tables chairs bathrooms and power Which leads me to to another crucial aspect of logistics: bathroom bathroom facilities and access to to power!! Scouting out
the the location will help you you know whether bathroom bathroom facilities are are close or or if you you you need need to to to shuttle Is power easily accessible on site or or or are are you you going to to to to to need need to to to to to bring a a a a a a a a a a generator? Take the the time to to to to to go go out
and see the the location for yourself or or or use Google maps to to to be prepared
and and know where you you are are and and what will be needed It is much easier than playing ‘catch-up’ once you you are are on on on location We bring our Predator 3500 Generator If you’re looking to to to invest- this one is is a a a a a a a a a a a fantastic option its quite powerful and and even has a a a a a a a a a a a eco-mode that allows it it it to save gas and and idle when not in direct use!
Pre-planning is extremely important and so here are a a a a a a a few extra ideas for for you to consider:
• Find out
what the budget budget is for for supplies and work within that budget budget at at at all all times • Keep all all receipts in in in in an an envelope for safekeeping • Take the the the lists or or or have them on on your phone so there is is is no no repeat buying or or or missing items at at the the event • Know how many meals are being served and and have snacks available constantly • Ask about dietary issues restrictions and and food allergies well ahead of time • Make sure to have all all nonperishable items accountedforandpackedatleasttwodaysbeforehand • Plan on feeding a a a a a a a a a a a a a few extra people so there is is no shortage • Prepare to to store the the the the the perishable items the the the the the night before and don’t forget the the the the the the ICE! Save yourself the the the the the the mad dash to to the the the the the the gas station for for for the the the the the the bags of ice to to put in in the the the the the the coolers coolers last minute • Have the the the the the the coolers coolers set cleaned and ready to fill first thing on the the the the morning of the the the the shoot Fun Fact: our typical shoot day is 10 hrs! longest was 13!
Setting up Know your capabilities and limitations If you you need additional help make sure to find people that work well fin in in any environment and and are capable of of multitasking I plan two two to to three extra sets of of hands for for my larger events maybe two two total for for the smallest ones Ask the the the people helping if if they can do what is required of of o them heck ask for references if if if i need be For instance if if i you you have a a a a a a a a a a a a lot of of o heavy totes to to to offload can they lift say maybe 25-50lbs? Can you you hand them them a a a a a a a a a a a a a a a a to-do sheet and and have them them manage it it in a a a a a a a a a a a short amount of time? The trick question: When you’re done with the the to-do list what’s next? A self-motivated task finder is is is pure gold Just know that accountability for all all logistics comes back to you when all all is said and done 

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