You’ve got the creative brief, the shot list, and a date on the calendar for your brand’s next photo or video shoot. Now someone has to figure out how much prep time wardrobe needs, who can receive the product shipment, and where the rentals go after wrap. If you’re a creative director or part of an in-house brand team producing the shoot, here are seven things to sort out before shoot day.
Behind the scenes of a Miami brand shoot led by NYC-based Farmacy Beauty’s in-house creative director and creative operations team. Local production and location scouting by Splash Productions.
1. Ask your crew what they actually need to spend
Before you lock the wardrobe, set, or props budget, show the people doing the work what you’re asking for. Share the references, the shot list, and how many options you expect. Then ask what they’d need to spend to pull it off.
If their estimate is higher than what you have, decide together where to trim. Maybe you can carry one look across two scenes or dress just the part of the room that’s in frame. That’s a much easier call to make before anyone starts shopping.
2. Talk through prep and return days
Ask your team what needs to happen on either side of the shoot. How much time do they need to source, shop, and prep? After wrap, who’s returning wardrobe, props, and rentals?
If you’re tempted to cut a return day, look at it alongside the shopping budget. If that day lets your stylist rent or borrow pieces they’d otherwise have to buy, price out both scenarios before you make the cut. And if you do cut the day, be clear about who’s handling the returns.
3. Own the communication with the people you hire
If you’re hiring wardrobe and props, the communication is on you. Share the vision, talk through the references, and tell each department what you expect them to bring.
How many options do you want per look? Do you want to see photos and approve picks ahead of time, or are you comfortable choosing from what shows up on set? Who has final say? Tell your crew before they shop so they can spend their time and budget on options you’ll actually use.
4. Bring in local help early
A local producer can recommend crew, coordinate deliveries, share what they know about the area, and get the crafty order in. A local location scout can find places that fit the brief and flag practical issues like tight load-in or limited parking. On a small shoot, one person might cover both roles. Talk through what you need before you book them.
5. Figure out where you’re shipping things
Decide early who can receive product, wardrobe, or props locally. Confirm the address, who’ll be there to accept the boxes, where they can store them, and how everything gets to set.
If a hero product is coming in hot, give someone the tracking number and enough time to open the box and make sure the right item arrived.
6. Do a tech scout the day before
When the schedule allows, walk the location with your key crew the day before the shoot. Look at where the light falls around the time you plan to shoot, where gear comes in, where wardrobe can set up, and what might slow down a move between setups.
If the location has a tight load-in or you’re counting on a particular window for natural light, check those details earlier. Use the day-before scout to confirm the plan while there’s still time to adjust the call sheet.
7. Book a PA. Maybe two.
You need someone who can take a delivery, help with load-in, point crew to parking, or make a last-minute run. If those jobs could happen at the same time, think about booking a second production assistant. One can stay on set while the other is out on a run. And you can stay with the shoot instead of leaving to find a steamer.
Need a local producer in Florida?
Splash Productions provides local photo and video production support for in-house brand teams shooting in Miami and across Florida. We can scout locations, hire local crew, receive product shipments, and run the shoot on the day. Bring us in while you’re figuring out the budget and schedule, or once you have a creative brief and need someone on the ground to make it happen.
Get in touch with Splash Productions about your shoot.
Email or call Emily Thorsen
emily@splash-productions.com
(772) 285-6743