Pre-Production – brief outline:
see job description 1st AD
The tasks during Pre-Production are dependent on the complexity of the project. The 2nd AD is responsible for the complete communication with the cast and their agencies, including management of their blocking dates. Furthermore s/he arranges rehearsals, training sessions, time schedules etc. In a small team, the 2nd AD also takes care of extras casting and fittings. S/he should attend the tech recce in order to discuss all relevant information with regards to cast trailers, green rooms for the extras and the division of space and responsibilities at the base etc. with Unit Management or Location Management.
Starts work shortly prior to shooting and should attend the tech recce. If at all possible, s/he should also attend rehearsals and fittings.
We are just listing tasks, which overlap or complement those of the AD Department, in order to avoid any misunderstandings and in the interest of clarity. The other functions and responsibilities of the Production Coordinator are not listed here.
Organises cast travel and accommodation in consultation with the 1st AD and 2nd AD, manages cast contracts and deal memos, and sends and distributes lists to the cast.
Manages his/her own budget and is responsible for EVERYTHING to do with the set: permits, roadblocks and barriers, parking spaces, ensuring locations are accessible for prep and strike, organises tech recces etc.
Shoot – brief outline:
see job profile 1st AD
see job profile 2nd AD
The 2nd AD remains at the base bar a few exceptions. S/he greets the cast in the morning, takes them to the costume or make-up rooms and monitors the timeframes. S/he manages the complete work with actors and extras at the base and supervises costume changes throughout the day. S/he makes the call sheets for the following day and is responsible for smooth lines of communication in the background.
However, the 2nd AD is not responsible for trailers and their electricity, heating etc. This is within the purview of the Unit Department.
Works on set. S/he coordinates the processes according to the 1st AD’s instructions, looks after the cast, directs the extras, organises barriers in collaboration with the Unit and Location departments and remains in constant contact with the 2nd AD with regards to costume and make-up changes and the transport of cast and team to the set and the base respectively. S/he is NOT responsible for barriers, parking spaces and electricity on set or at the base, nor is s/he the contact person for location owners. This is within the purview of the Locations department.
For a project of this scope at least 2 PAs are required. They work at the disposition of the 1st AD, 2nd AD and 3rd AD. They are responsible for lock-offs and cues, help the 3rd AD with directing the extras, if necessary, fetch drinks for the cast and accompany the cast to the set or the base respectively etc. Depending on the scope and the requirements of the project, it might be advisable to deploy an additional PA at the base, in order to look after the cast there and to coordinate costume and make-up changes.
Depending on the scope and requirements of the project – be it a complex location, the transfer from one location to another, many actors or extras on a certain day of shooting – it is possible to book additional help by the day.
The Unit department is responsible for parking, organising the base, as well as heating and electricity. They also unlock and lock all trailers, plan the location transfers and organise them in collaboration with the Location department. Furthermore the Unit department puts up easy-ups, patio heaters etc. for the team on set. They also organise the transport of equipment from the base to the set and book additional vehicles, trailers, cherry pickers, working platforms etc.
The Location Department is responsible for the communication with the location owners and the local residents. They organise parking facilities for the technical trucks and the team, technical spaces and green rooms for the cast and signpost these and the set. The Location Department is also responsible for roadblocks, barriers and lock-offs of non-team members.
In general there is a Transportation Captain, who is the contact person for the 2nd AD and makes the disposition of vehicles and drivers with him/her. On smaller projects one of the drivers might take on this position.