Remote Production Site Survey Checklist

The purpose of a site survey is to determine what production resources will be needed and where they will be placed.

I. THINGS TO BRING TO THE SURVEY

  • 1. Digital still camera to capture visuals of site
  • 2. Measuring wheel to measure cable runs
  • 3. Tape recorder for verbal notes
  • 4. Light meter to determine lighting needs
  • 5. Compass to confirm clear satellite shot and positioning on site drawings
  • 6. Notepad and pencil to sketch site drawings and note details
  • 7. Binoculars - just in case
  • 8. Business cards

II. PEOPLE WHO SHOULD ATTEND THE SURVEY

  • 1. Technical manager or engineer
  • 2. Producer
  • 3. Director
  • 4. Lighting director
  • 5. Venue operations manager
  • 6. Venue electrician
  • 7. Phone rep

III. THINGS TO CONSIDER IN ASSOCIATION WITH THE PROJECT

  • 1. Safety of the following
    • 1. Talent
    • 2. Crew
    • 3. Audience
    • 4. Spectators
    • 5. Passers by
  • 2. Security
    • 1. Guards should be used whenever the equipment will be left unattended
    • 2. Check with the venue operations manager for a recommendation
  • 3. Transportation
    • 1. Will cabs be used? If so, what's the number for a pick-up?
    • 2. Will rental cars be needed?
    • 3. Where can they be parked?
  • 4. Lodging
    • 1. Will rooms be needed?
    • 2. What are the hotel options that meet location and budget needs?
    • 3. Prepare a map from the hotel to the production location for crew
    • 4. Identify a central meeting point for the crew to begin each day
  • 5. Meals and refreshments
    • 1. Will the event be catered? By whom?
    • 2. Where will the crew dine?
    • 3. Is tap water readily available or will bottled water be needed?
    • 4. What area can be used by the crew as a break room?
    • 5. Have water, soft drinks and snacks available in break room

IV. Know the other vendors who may be involved

  • 1. Back-up equipment rental
  • 2. Equipment repairs
  • 3. Nearest Radio Shack or electronic supply store
  • 4. Hardware store
  • 5. Grocery store
  • 6. Local freelance crew
  • 7. Local TV stations
  • 8. Electrical contractor
  • 9. Air freight
  • 10. Platforms
  • 11. Scaffolding
  • 12. Security guards
  • 13. Caterer
  • 14. Fast food & pizza

V. PROJECT SPECIFICS TO BE ADDRESSED DURING THE SURVEY

  • 1. Permission
    • 1. Various state and local authorities require various permits
    • 2. Check to be sure you have the proper credentials prior to the scheduled production
  • 2. Overview of site layout
    • 1. Access to building
    • 2. Loading docks
    • 3. Parking lots
  • 3. Load-in/load-out location
    • 1. Dockmaster's name?
  • 4. Parking
    • 1. Plan to park the truck(s) as close to the production area as possible
    • 2. Note overhead clearance for entire truck route and parking area
    • 3. Check width of parking area considering room for storage bay doors to be opened, stairs to be deployed, cable runs, etc.
    • 4. Find source of power within 200 feet of truck or plan additional space for generator parking
    • 5. Choose parking location with good access to venue for cable runs
      • 1. Remember cable crossing sidewalks, etc. needs to be protected
    • 6. Confirm that truck WILL NOT block fire lanes or emergency exits from venue
    • 7. Consider noise factors if set-up and tear-down will take place in residential/hotel area
    • 8. DO NOT plan to park truck or generator anywhere near any air intake for the venue
      • 1. Idling truck could cause fumes to enter building causing a dangerous situation and a possible need to move
    • 9. When choosing a parking location for a satellite truck, be sure location has a clear view of the Southern horizon above 40 degrees
  • 5. Site layout specifics
    • 1. Stage
      • 1. Where will the primary subject matter be located?
      • 2. Try to get a floor plan of the venue...or sketch one with as much detail as possible
    • 2. Work areas...will there be a
      • 1. Green room
      • 2. Graphics room
      • 3. Other space inside venue
    • 3. Be sure to consider cable runs, crew and equipment access and proximity to truck(s)
    • 4. Etc.
  • 6. Staging
    • 1. Platforms
    • 2. Scaffolding
    • 3. Pipes and drapes
    • 4. Lifts
  • 7. Cameras
    • 1. How many will be used?
    • 2. Where will they be positioned?
    • 3. What will they be shooting?
    • 4. Do they need platforms? If so, who will provide them?
    • 5. Are any shots obstructed?
    • 6. Remember to consider the effects of the audience while doing the survey
    • 7. Will any special camera equipment be needed?
      • 1. Jib arm
      • 2. Stedi-cam
      • 3. Scissors lift
      • 4. Bucket, tower, scaffold
      • 5. Etc.
    • 8. Will placement of cameras affect view or flow of audience? Be sure to plan for adequate working space around cameras
  • 8. Lighting
    • 1. If outdoors, determine where sun will be during production
      • 1. It's best to survey at the same time of day as the production
    • 2. Indoors, will ambient light from windows be an issue?
    • 3. Will lighting require additional power?
    • 4. Consider application of neutral density (ND) filters to windows to knock down the amount of light (i.e. tinted windows)
  • 9. Audio
    • 1. Pay attention to the ambient noise of the location
      • 1. Is there an echo? Is it dead? Is there background noise such as machinery, light ballast buzz, wind, etc.?
    • 2. Determine microphone placement
    • 3. Are there any wireless microphone (mic) frequency restrictions?
    • 4. Are there any potential interference problems?
    • 5. If possible, test wireless system during site survey
    • 6. If not possible to test, at least make sure system is capable of switching frequencies
    • 7. This applies to two way radios, wireless PL and IFB systems
    • 8. Another option is to rent mics that are licensed and frequency coordinated for the area
    • 9. And keep in mind that RF activity during a survey is most likely not a true representation of the potential for interference during an event
  • 10. Video monitors or video projection systems
    • 1. How many?
    • 2. How big?
    • 3. Will everyone in the audience be able to see the event or support graphics?
    • 4. Where do they go?
    • 5. Will ambient light cause viewing problems?
    • 6. Front or rear projection?
    • 7. Projector location?
  • 11. Power
    • 1. How many amps will be needed for the equipment at each individual location? Use the general rule of thumb that 1000 watts equals 10 amps
    • 2. Most wall outlets are 15 or 20 amps, and those located near each other are likely on the same circuit
    • 3. Locate and confirm access to the circuit breaker panel
    • 4. Confirm that the appropriate outlet style is available (e.g. do they have 30 amp twist-lock connectors?)
    • 5. How much power do the trucks need?
      • 1. A typical uplink truck uses single phase 208-240 v. - 100 amps
      • 2. A typical production truck uses three phase 240 v. - 200 amps per leg
    • 6. Confirm power location in relation to trucks, production area, etc.
    • 7. Plan for separate areas for power runs and A/V runs to eliminate interference
  • 12. Cable
    • 1. Measure all power, audio, video and phone runs
    • 2. Plan for traffic patterns, building access points, roadways, sidewalks, aisles, etc.
    • 3. Plan runs to eliminate safety hazards such as tripping, cloths lining, etc.
    • 4. Will cable troughs or trays be needed? Will cables need to be flown (tied up over doorways, out of reach, etc)?
    • 5. Prepare a cable list with the following headings:
      • Cable # - Cable Type - From - To - Length - Notes
    • 6. Avoid running cables through a small opening whenever possible. It takes longer to install and remove
    • 7. And remember, good planning during load-in makes load-out go much more smoothly