A dedicated contact person makes sense when preparing an industrial film
“Planning is like sowing: if the ground isn’t prepared, nothing can grow.” (Peter E. Schumacher)
To start filming your industrial film with a good feeling, there are a few things to bear in mind during preparation. This also helps you avoid possible obstacles and extra costs. With our 14 helpful tips, your industrial film will become a successful project.
Our aim is to give you the knowledge you need to make your industrial film a success. Some of the following points may be obvious or already familiar to you. To make the list complete, we have included them anyway. We have covered all the topics and questions our clients have raised since 2008.
Why you should share your wishes and ideas for the industrial film early on
The more information the film production company has about your company and your goals, the better and faster it can implement the concept. If you already have particular wishes and ideas for your film, talk to your film production company about them. This will make your industrial film a real success.
How employees can contribute to success
It is always a good idea to involve employees from different departments in the “industrial film” project. Besides the benefits for motivation and company culture, employees can often contribute useful information and ideas during filming. Unlike the film crew, your employees know all about the machines and can say which aspects are particularly interesting and impressive.
Why the works council must be involved in preparing the industrial film early on
If you have a works council, you should involve it in the film production process as early as the planning phase. This lets you respond early to its input, for example on occupational safety, shift systems and times, and film/photo rights.
Your film production company will support you with advice and practical help so that this involves as little work as possible for you. For example, it can provide contract templates or adapt the times and schedule of the shoot to your shift system.
You should keep your employees’ personal rights in mind – and not only because of the GDPR. So that no employee comes to you after the film is finished and no longer wants to be in it, you should obtain a rights release. It sets out in the contract that even if the employee leaves the company, you still have the right to continue using the film.
The film production company will of course take care of this itself and always settle it contractually on site with all employees who appear in the film. But you can make your employees aware of it beforehand to avoid complications and misunderstandings.
This gives every employee time to consider calmly whether they want to take part in the industrial film and the company’s success, or would rather not be filmed.
When it’s worth smartening up your premises
Of course, you can’t make an omelette without breaking eggs – so halls and machine parks don’t need to look as clinically clean as a dental laboratory. Still, you may have one or two machines you are particularly proud of and want to show off at their best.
Ideally, decide together with the film production company during the scouting (a kind of preliminary site visit to choose the filming locations) which workplace should be showcased in particular.
Producing an industrial film is also always a good opportunity for companies to tidy up all the desks, dust the plants and bring a breath of fresh air into the office. Of course, that’s not a must! 😉
However, you should make sure that no trade secrets are visible on the day of the shoot.
Make sure that no company secrets, such as design drawings, contracts or the like, are at the filming locations on the day of the shoot.
Why a dedicated contact person for the film production company matters
So that the film production company always has someone to turn to, you should choose a contact person in advance – ideally someone who knows the company inside out and can also make decisions and suggest solutions to problems.
You don’t need more than one contact person, though, as this can lead to communication problems and misunderstandings.
In everyday life, everything runs so automatically that it’s easy to forget small things. For example: reception is only staffed from 8 am, but filming starts at 6:30 am.
Another common scenario is that a particular production hall ends its shift at 16:00, but the film production company only arrives there at 17:15.
That is why we recommend informing all departments and managers about the shooting schedule in advance. Your film production company will usually provide such a document between 2 weeks and 2 days before the first day of shooting.
So that everything runs quickly and smoothly on the day of the shoot itself, the contact person or their deputy should have a master key. This way the film production company can access all filming locations at any time and saves valuable time.
Why the film crew needs a lockable room
The film production company arrives on the day of the shoot with a lot of equipment. Not everything is needed all the time, and so that the equipment isn’t lying around in the reception area where your employees and customers could trip over it, you should ideally provide a separate room. A meeting room that isn’t in use that day is particularly suitable.
Because film equipment is valuable and expensive, the film production company will usually also ask for a lockable room. This allows us to meet our insurance obligations.
If the location is fixed before filming, the film crew saves valuable time at the start of the shoot.
Ideally, the room should be close to the action – that is, near the filming locations – so that the film crew can act quickly and access the equipment at any time.
Why a nearby parking space makes sense
Did you know that, depending on the equipment and requirements, unloading the gear alone can take 1–2 hours? You can save time here by providing a parking space close to the entrance or the filming location. If need be, a short-term permit to stop for loading and unloading will do.
After all, the less time the film crew needs for logistics, the more time it can spend staging your industrial film.
If you have several halls on your premises, we also recommend granting permission, where needed, to drive vehicles on the site – in compliance with German road traffic regulations and your site rules, of course. Alternatively, you can provide transport centrally.
Good film production companies are usually very flexible here and will follow your requirements.
What the terms and conditions mean for preparing your industrial film
Most film production companies – just like advertising agencies and management consultancies – have different requirements regarding accommodation, catering on site or other standards. You should be able to find all this information in their general terms and conditions at any time. But your contact person will surely also let you know in advance.
The client usually covers the costs of catering and (if necessary) accommodation. You can take care of the organisation yourself if, for example, you have allocations or discounts. Alternatively, the film production company will arrange it and invoice the costs with receipts.
Even if you only have a “small” film set, you should definitely provide drinks and coffee throughout the day.
Our tip: film crews always appreciate snacks or a few biscuits. You can’t go wrong with that. 😊
What protective clothing the film crew needs
Self-evident in industry: many companies require protective clothing, whether at the plant, in production or in a laboratory. That is why every professional film production company arrives on the set of an industrial film with safety shoes.
You should provide high-visibility vests, hard hats and safety glasses, as well as any company-specific safety equipment, yourself if needed.
You should also plan time for any necessary safety briefings before the shoot or at the start of the first day of filming. Ideally, tell your project manager at the film production company early on how long the briefing will take, so that they can work the time into the shooting schedule. This prevents delays during the shoot.
Are there special or hazardous areas?
It is very important that the film crew is made aware of special and hazardous areas. If you have such areas in your company, a contact person should always be on site.
Film production equipment ranges from lamps that have to be ignited to heavy steel stands, so a single missing piece of information could cause considerable production problems.
What third-party logos mean for an industrial film
If there are logos of other companies on your premises (e.g. on machines), consider whether you want these logos in the film or not, and ask if in doubt.
Of course, logos can also be retouched afterwards. But it is always easier and more cost-efficient to solve the problem on site. For example, logos can be taped over, or the camera angle can be changed so that the logo isn’t recognisable.
Here, too, your film production company is always available as a reliable partner. Don’t hesitate to ask your contact person about it.
Everything shown in the film has meaning. And the good news is: you can control and actively shape all of it – for example, the clothing of the employees (or actors) who appear in the film.
Many companies want employees to appear in the film wearing company clothing with a logo. That way the brand is always present, and the company looks consistent and professional.
If you don’t have company clothing or don’t want it, think about which colours and style of clothing your employees should wear. Here, too, your film production company will be happy to advise you.
Our tip: avoid narrow stripes or checked clothing at all costs. On camera, they cause a distortion known as the moiré effect. Garish colours also draw attention to the wrong place.
Conclusion: preparing your industrial film
I’m glad if this article has helped you prepare your industrial film. And I hope I’ve been able to ease a few of your worries rather than raise even more questions.
With a good film production company, the actual shooting time on set is usually the limiting factor for the quality of the raw footage. That’s why it makes sense to identify and, if necessary, solve as many problems as possible in advance, before the film crew is on set and ready to shoot. This saves costs, time and work, and can even prevent complications or accidents.
Preparation may sound like a lot of work at first, but you can always count on the advice of your film production company and your contact person.
With good preparation, your industrial film will be a complete success.
