1. The Production Office
The Complete Guide to Film & Digital Production: The People & The Process
Lorene M. Wales, Ph.D.
© 2017 Taylor & Francis

2. What Happens in Prep
Simultaneously all departments are working in pre-production.
At the same time a production office is being set up.
What follows is first how to set up the office, then follow different positions through their process in prep.
© 2017 Taylor & Francis

3. The Production Office Starts with UPM at studio.
Location is decided on.
UPM calls local hotels for deals.
Blocks of rooms Ample office space
Close to restaurants Close to airport
Room service Nicer rooms for stars
Refrigerators Parking
Easy access to locations Laundry service
Signs a contract with the hotel for the office space & blocks rooms.
© 2017 Taylor & Francis

4. Setting up the Office Producer Director Assistant Directors
Assign offices to certain departments/people:
Producer Director Assistant Directors
Locations UPM Production Designer
Art Director Wardrobe Props
Accounting Editors Transpo Coord & Captain
DP Assistants Construction
Grip Electric Dailies
VIP Extras Casting
© 2017 Taylor & Francis

5. More Offices Production Supervisor
Extra offices for visitors (EP, Auditors, etc.)
POC & APOC - usually in biggest space so they are the central area
Then put up envelopes for all departments for distribution.
© 2017 Taylor & Francis

6. Making the Office Operational
Office furniture - desks, chairs, bookcases, monitors.
Local Services:
Art supply Card shop Doctors Pharmacies
Car rental Caterers Dry Cleaners Notary
Banks Chiropractor Florists Police
Bookstores Copiers Groceries Post Office
Cab/Taxi Hospitals Salons Couriers
Cake shops Coffee Houses
© 2017 Taylor & Francis

7. Making the Office Operational
Telephone lines:
multi-line (20), 7-8 incoming, with extension #s,
conference calling
speaker phones
automatic redial
set up account with local telephone co and long distance phones.
© 2017 Taylor & Francis

8. Making the Office Operational
Office equipment:
Copier Refrigerator Water Cooler
Microwave Surge protectors
Crew Packets: include, contact list, crew list, maybe new script pages, hotel info, memos, sometimes stuff from film commission or visitor and convention bureau, pa's put together, every time someone comes in, drivers give it to them, or put in hotel room.
Security if needed.
© 2017 Taylor & Francis

9. Making the Office Operational
When VIP's arrive, are met, and taken to UPM, director and producer for greetings.
Day by day the crew starts to come in, they're given packets, made sure hotel accommodations are okay, given office, phones, etc.
© 2017 Taylor & Francis

10. Running the Production Office
POC or APOC opens or closes, usually 1/2 hour before call.
Sends dailies out from the night before, gives to Transpo.
Types previous days production reports and call sheets, gets them approved and distributes them.
Gets first shot call.
© 2017 Taylor & Francis

11. Running the Production Office
Troubleshoot calls from set, people forget things, common first couple days of shooting.
Work on revising any paperwork, travel and correspondence to studio.
Receive and make sure dailies will be ready for viewing.
After camera wrap, everyone converges on the office, it gets crazy, and then everyone goes to dailies or home.
© 2017 Taylor & Francis

12. Wrapping Out the Office
Travel cast & crew out of town.
Close accounts with local services.
Prepare credit list.
Prepare final cast & crew list for studio.
Return office equipment and furniture.
Make sure offices are clean and in order.
Make sure hotel rooms are all left okay.
© 2017 Taylor & Francis

13. Conclusion
Setting up a production office involves finding the right location with the right amount of space, that can meet the specific needs of a production. The process includes assigning offices and ordering a variety of furniture, equipment, and services. Production files must be set up.
Crew packets need to be prepared for incoming crew. The meet-and-greet must be coordinated. Crew and cast begin to travel to and from the location.
The “big” production meeting needs to be scheduled and coordinated. The production office becomes the essential hub of a project, where crew and cast find support and essential information.
© 2017 Taylor & Francis