(Please note that some of these meetings may be clubbed in the interest of time.)
The following meetings should take place, to ensure success and alignment with key departments.
Both the assigned Prime Video (“PV”) Production Executive and PV Creative Executive should be included in all meetings.
- Development kick off meeting is the first meeting and is owned by Business Affairs and is attended by Production, Creative, Legal, BA and Music teams to discuss development of the project and key timelines.
- Pre- Production Kick Off Meeting: Introductory meeting post green light of a project, conducted by the Production Executives with all necessary teams, to take production company through APV processes. Cadence is set for bi-weekly, and weekly update meetings between both parties.
- Production Finance Kick off Meeting: The APV Finance Executive and APV Production Executive to discuss accounting requirements, mandates and protocol for all finance matters relating to the Production.
- Production Legal meeting: Meet with APV legal to discuss legal requirements and the process of working with APV Legal. APV Legal may invite Outside Counsel to the meeting.
- Health & Safety, Asset Management, Sustainability meeting: Meet with the APV approved 3P vendor, along with production, to review requirements and suggestions for all these initiatives on the project.
- Production Security meeting: Meet with APV Content Security & APV Production Security executive to discuss production plan including any high risk locations.
- Marketing & PR meeting: Meet with APV Marketing and APV PR to confirm promotional dates key talent may be needed and preliminary planning for show still photography/gallery still shoot.
- Post Production meeting: Meet with APV Post team to discuss Post Milestone Calendar, vendor selection, media workflow capture through delivery.
- Music meeting: Meet with APV Music to discuss music requirements and initiate planning.
- VFX meeting: Meet with APV VFX team to discuss requirements and initiate planning.
- Pre-shoot Kick off Meeting: Final summary meeting, no more than 10 – 14 days before shoot start to walk through the creatives of the project. All queries pending must be resolved here, by all departments, and any escalations need to be highlighted here. All teams must participate, as this then leads to shoot.
Production - Recce/ Scouting
Production company must inform APV Production Executive before expenditure on project commences. Scout trips to assist with detailed budgeting, must be funded from the development budget.
- Proper insurance for the location and employees should be in place.
- Agreement for all individuals being engaged and rendering service for the scout should be in place.
Checklist for Approval to Start Production
Items on the checklists below must be submitted by the Prod Co for approval by APV personnel as detailed.
- Screenplay – APV Creative Executive
- Shooting Schedule – APV Production Executive
- Locations List – APV Production Executive & APV Protective Services Executive
- Content Standards Assessments – APV Content Standards Executive.
- Locked Budget & Critical Assumptions – APV Production & Production Finance Executives.
- Budget must be submitted in the format provided by the PV executive.
- Excel sheets must include the top sheet and detail reports as shown in format.
- The critical assumptions must include breakdowns of schedule, ATL fees and associated costs, crew rates, local and other hires, locations.
- Breakdown of VFX Budget - PV VFX Executive
- Rebate plan if foreign or rebate providing state
- STC – APV Legal
- Downstream Contracts – APV Production
- Cash Flow – APV Production Executive and APV Finance Executive
- Asset inventory – APV Production Executive
- Insurance - Production Insurance package & E&O – APV Production Executive
- Introduction to third party auditor by APV Finance Executive
- Executed Editor contracts - PV Post Executive
- PMC to be submitted to APV Post Executive
- Content Delivery Workflow Plan - APV Post Executive
- Dailies Distribution List - APV Post Executive
- Media Transfer Platform User List - APV Post Executive
- Post Production Contact Sheet - APV Post Executive
- Elected Softwares List including names and titles of administrators - APV Post Executive
Additional points for Outdoor/International Production Filming
If Production is considering scouting and/or shooting in an international location, or any location outside of resident city, (e.g., India projects shooting outside India, or Mumbai projects shooting outside of Mumbai) then lead time must be allowed for APV Legal, Production, Protective Services, and other teams to complete assessments of the production plan.
Results from the APV assessments may necessitate adjustment to budget, planning and requirements for security, resources, and insurance coverage etc and may also result in savings from rebate or other incentive programs.
Security and insurance plans for such filming to be aligned with APV Production, prior to locking any proposed filming locations.
Additional checklist for International Filming Local Line Producer
- Vet all companies & individuals to be engaged.
- Review and plan for rebate, if applicable
- Review and plan for GST
- Set up local bank account
Insurance
- Review insurance requirements - for production, liability and E&O.
Protective Services
- Review content security requirements and establish production security protocols.