Pre-Production Checklist for Filmmakers (2026)

Pre-production is where disorganized shoots are prevented and organized shoots are built. This checklist covers every step from script lock to the day before your first shoot day.

Phase 1: Script Lock (8-12 weeks before shoot)

[ ] Final draft of screenplay completed and reviewed
[ ] Screenplay formatting verified (industry standard)
[ ] All stakeholders (producer, director, key creatives) have approved the script
[ ] Script pages locked — scene numbers assigned and will not change
[ ] Script registered with WGA or Copyright Office
[ ] Distribution of locked script to all department heads

Phase 2: Script Breakdown (6-10 weeks before shoot)

[ ] Complete script breakdown — every scene tagged with all elements
[ ] Breakdown categories assigned: cast, props, wardrobe, vehicles, SFX, stunts, extras, animals, makeup
[ ] Breakdown sheets created for each scene
[ ] Element list compiled — master list of every unique production element
[ ] Department heads review breakdown for completeness
[ ] Questions and ambiguities from breakdown resolved with director

Phase 3: Budget (6-10 weeks before shoot)

[ ] Budget built from breakdown elements
[ ] Above-the-line deals negotiated (writer, director, producer, lead cast)
[ ] Below-the-line estimates gathered (crew rates, equipment quotes)
[ ] Location costs estimated (permits, fees, insurance)
[ ] Catering quotes obtained
[ ] Post-production costs estimated (editing, color, sound, music)
[ ] Insurance quotes obtained (production liability, equipment, E&O)
[ ] 10% contingency included
[ ] Budget approved by financiers/producers

Phase 4: Scheduling (5-8 weeks before shoot)

[ ] Shooting schedule (stripboard) created based on breakdown and budget
[ ] Scenes grouped by location (minimize company moves)
[ ] Cast availability conflicts resolved
[ ] Day/night exterior scenes scheduled with weather contingency
[ ] Complex scenes (stunts, SFX, crowds) given extra time
[ ] Total shoot days confirmed and approved

Phase 5: Casting (4-8 weeks before shoot)

[ ] Casting breakdowns posted
[ ] Auditions scheduled and conducted
[ ] Cast selected and offers extended
[ ] Deal memos or contracts signed
[ ] SAG-AFTRA agreements filed (if applicable)
[ ] Cast measurements sent to wardrobe

Phase 6: Crew Hiring (4-6 weeks before shoot)

[ ] Department heads hired (DP, production designer, 1st AD, sound mixer)
[ ] Department heads hire their teams
[ ] All crew deal memos signed
[ ] Crew contact sheet compiled and distributed
[ ] Crew meeting scheduled

Phase 7: Locations (4-6 weeks before shoot)

[ ] All locations scouted and selected
[ ] Location agreements signed
[ ] Permits obtained (city/county film permits)
[ ] Insurance certificates issued for each location
[ ] Parking and basecamp planned
[ ] Location photos and maps distributed to department heads

Phase 8: Gear & Logistics (2-4 weeks before shoot)

[ ] Camera and lens package confirmed
[ ] Lighting and grip equipment reserved
[ ] Sound equipment confirmed
[ ] Gear list compiled and cross-checked
[ ] Transportation arranged (trucks, vans, cast vehicles)
[ ] Walkie-talkies and communication plan set
[ ] Craft services and catering ordered
[ ] Hard drives and data management plan confirmed

Phase 9: Final Prep (1 week before shoot)

[ ] Table read conducted with full cast
[ ] Tech scout completed with director, DP, 1st AD, and department heads
[ ] Shot lists finalized for the first shooting week
[ ] Call sheet for Day 1 prepared
[ ] Safety meeting planned (especially for stunts, SFX, or challenging locations)
[ ] Day-of emergency contacts confirmed
[ ] Weather contingency plan in place

Phase 10: Day Before Shoot

[ ] Day 1 call sheet distributed by 6 PM
[ ] Equipment loaded and transport confirmed
[ ] All departments confirm readiness
[ ] Director and 1st AD review Day 1 shot list one final time
[ ] Get some sleep

Manage your entire pre-production in Seikan — script, breakdown, budget, shot list, call sheets, moodboard, and gear tracking in one connected workspace. Free to start.

Frequently Asked Questions

How long should pre-production be?

For short films: 2-4 weeks minimum. For features: 8-16 weeks is standard. Complex productions (period pieces, VFX-heavy, large casts) may need 6+ months. Never shortchange pre-production — every hour spent planning saves multiple hours on set.

What is the most important pre-production step?

The script breakdown. It feeds your budget, schedule, and every department's planning. Without a thorough breakdown, every subsequent step is based on guesswork.

Can I do pre-production alone?

For micro-budget shorts, yes — one person can handle the breakdown, budget, and scheduling. For larger productions, you need at least a producer, director, and 1st AD sharing pre-production duties. Department heads should join 4-6 weeks before the shoot.

What is a tech scout?

A tech scout is a visit to each shooting location with the director, DP, 1st AD, production designer, and other key crew to plan camera positions, lighting, sound, and logistics for each scene shot there. It typically happens 1-2 weeks before the shoot.

Phase 1: Script Lock (8-12 weeks before shoot)

Phase 2: Script Breakdown (6-10 weeks before shoot)

Phase 3: Budget (6-10 weeks before shoot)

Phase 4: Scheduling (5-8 weeks before shoot)

Phase 5: Casting (4-8 weeks before shoot)

Phase 6: Crew Hiring (4-6 weeks before shoot)

Phase 7: Locations (4-6 weeks before shoot)

Phase 8: Gear & Logistics (2-4 weeks before shoot)

Phase 9: Final Prep (1 week before shoot)

Phase 10: Day Before Shoot

Frequently Asked Questions

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