The Importance of Pre-Production Meetings and What to Cover

A successful video shoot begins long before the cameras roll. The pre-production meeting, often called a PPM, is where expectations, timelines, and logistics are aligned. It’s where ideas move from creative to executable, helping every department understand their responsibilities. Skipping this step can derail an otherwise promising project.

At Get Camera Crew, we make pre-production a cornerstone of our process. We’ve seen how these meetings reduce miscommunication, eliminate guesswork, and keep everyone working toward the same goal.

Why Pre-Production Meetings Matter

Pre-production meetings help avoid common mistakes that happen during a video shoot. They give everyone a chance to prepare, ask questions, and fix problems before filming begins. Without this meeting, there’s a much higher chance of miscommunication, missing equipment, or unclear roles on set. Here’s why these meetings are so helpful:

Aligning Direction and Goals

Before cameras start rolling, everyone needs to agree on what they’re trying to create. That includes the message, the visual style, the tone, and the main goals of the video.

Clients may have a business goal like “get more signups” or “raise brand awareness.” The creative team might be thinking about story structure, pacing, or visual effects. If these ideas don’t line up early on, the final product can feel confused—or worse, fail to meet expectations.

A pre-production meeting lets everyone discuss these goals clearly. The client can explain what they want to achieve, and the director or creative lead can explain how they plan to do it. This way, everyone starts the project with the same vision.

Spotting Problems Early

Many problems that happen on shoot day are caused by things that should’ve been discussed earlier. It might be:

• A missing piece of gear no one realized was needed
• A location that’s too noisy or hard to access
• A schedule that’s too tight to allow for setup or breaks
• Talent or extras who were never confirmed
• Crew members unsure of their exact responsibilities

The pre-production meeting is the best place to find these problems and fix them before they become expensive. It gives the team a chance to go over every part of the plan—shot lists, gear lists, call sheets, location details, and more. Everyone can ask questions and flag anything that feels unclear.

This process helps save time and money later by reducing the chance of last-minute changes or delays.

Establishing Trust and Transparency

Every project runs better when the people involved trust each other. A pre-production meeting builds that trust from the start.

By including the right people in the conversation, you're showing respect for their role. When people are encouraged to speak up, ask questions, and share their thoughts, they feel valued. That kind of open communication leads to stronger teamwork and fewer misunderstandings.

It also helps the client feel more confident. They get to hear the plan, ask about timelines, and understand how decisions are being made. When things are clear from the beginning, there are fewer surprises later on.

Also read: How to Plan a Multi-City Video Shoot

Who Should Join the Meeting

To make the meeting useful, it’s important to invite the right people. Each person should have a clear reason to be there and be involved in shaping the production. Here’s who usually needs to attend:

Client Stakeholders

These are the people who approve the final video. They might be brand managers, marketing leads, or communications directors. Their input is essential because they know the message the video needs to deliver and what the company wants to achieve.

Sometimes, smaller client teams only have one or two people. Larger clients may have a full team. Either way, at least one decision-maker should be present so approvals can happen without delays.

Director and Producer

The director leads the creative side of the production, including performance, camera work, and tone. The producer handles how that vision gets made—organizing the timeline, crew, and resources needed to get the job done.

Together, they help bridge the gap between the client’s goals and the production’s plan. They guide the conversation to keep both creativity and logistics on track.

Production Manager or Line Producer

This person takes care of the daily logistics—budgets, equipment, transportation, and timelines. They know what’s possible with the available time and money and help make sure all plans are realistic.

In the pre-production meeting, the production manager will help answer questions about scheduling, location access, travel time, and overall feasibility.

Department Heads

For anything that touches the shoot directly, the department leads need to be involved. These may include:

• Cinematographer (Director of Photography) – Responsible for the look of the video and the camera setup
• First Assistant Director (1st AD) – Organizes the daily shooting schedule and manages on-set timing
• Sound Lead – Ensures the right audio equipment is used and that sound challenges are addressed
• Art Director or Production Designer – Manages the visual setup, props, styling, and overall scene design

These team members often spot technical or creative issues early. For example, the DP might flag lighting problems at a certain location, or the sound lead might ask about echo in a large space. It’s better to raise these issues before the shoot than try to fix them while filming.

Location Contact or Fixer

If the shoot includes locations that are not owned by the production or client, it’s helpful to include a site contact or local fixer. This person understands the rules of the location, such as:

• When crews can enter or leave
• Where equipment can be stored
• Whether permits are required
• What noise rules or other restrictions exist

For international or remote shoots, a local fixer is often a must. They help with translations, permits, transportation, and customs paperwork. Including them in the pre-production meeting makes sure everyone understands what’s possible on the ground.

What to Cover in a Pre-Production Meeting

This meeting lays the foundation for the entire project. It brings together the full team to walk through creative, technical, and logistical details. A strong agenda helps everyone stay aligned and reduces surprises on set. These are the main topics to go over:

Script and Creative Overview

Start by reviewing the core idea. Whether it's a full script, a treatment, a storyboard, or just a concept outline—everyone needs to understand the message and the tone.

• What’s the story or structure?
• What emotions or responses are we trying to create?
• Are there brand rules, legal guidelines, or sensitive subjects to consider?

This step is where you clarify the pace of the edit, the visual references, and how the video should feel to the viewer. Creative leads can explain color tones, camera movement ideas, or framing styles. Clients can share any examples they like—or don't like.

Tech and Gear Requirements

Make sure everyone agrees on what tools will be used. It’s not just about having a camera—each department needs to know what gear is coming, and what it’s for.

• What cameras and lenses are planned?
• What kind of lighting setup is needed?
• Are there specialty tools like drones, sliders, gimbals, or jibs?
• How will sound be recorded; lav mics, booms, or dual system?
• What backups will be available in case something fails?

By having this conversation early, you avoid last-minute runs to rental houses or discovering key gear is missing on shoot day.

Location Details

Locations come with their own rules and challenges. Discuss every place you’ll be filming and cover the basics:

• What are the exact addresses and access points?
• When can crews load in and out?
• Are there restrictions on noise, parking, or time of day?
• Is electricity available, or do you need a generator?
• Do you need permits? Who’s responsible for getting them?

If the shoot involves city streets, rooftops, or high-traffic areas, be extra careful. These environments can be difficult if not planned out thoroughly.

Talent and Crew

All casting and crew choices should be confirmed before shoot day. This means:

• Who’s the lead talent? Are they confirmed and briefed?
• Are extras needed? Are they booked and approved?
• Who’s handling wardrobe, makeup, props, and set design?
• Are union rules involved? If yes, review requirements.
• What are call times for each person?

Miscommunication about who’s showing up or what they’re responsible for causes big problems. Use this meeting to make sure everyone knows their role and timing.

Schedule and Call Sheet Preview

Go through the day from start to finish. Build in time for setup, makeup, breaks, and scene resets. Show the crew what to expect hour by hour.

• What time is call?
• When are meals planned?
• How much time is estimated per scene or location?
• What’s the hard out time (when you must wrap)?
• Do you have buffer time in case something goes wrong?

Sharing a rough call sheet helps the entire crew visualize the day. It can also reveal where the schedule is too tight.

Client Deliverables

It’s easy to overlook this part, but it matters a lot. Get clear on what the client expects to receive at the end of the project.

• How many edits or versions?
• Will you deliver horizontal, vertical, or square formats?
• Are subtitles or translations needed?
• What file formats should be used (MP4, MOV, ProRes)?
• What’s the timeline for rough cuts, revisions, and final delivery?
• Who gives final sign-off?

Locking this down in the pre-production meeting saves stress later. Everyone will know the deadlines and the review process in advance.

Also read: How to Use Video Analytics to Prove Campaign Success

Common Mistakes from Skipping or Rushing a Pre-Production Meeting

Skipping a pre-production meeting or rushing through one, can lead to problems that are hard to fix once filming starts. These are some of the most common mistakes:

Confused Objectives

When the client and creative team aren’t fully aligned, it leads to confusion. Maybe the client wants a serious tone, but the creative team builds something playful. Or maybe the visuals are strong, but the messaging doesn’t match the brand.

Taking time to align goals in the pre-production meeting helps avoid these mismatches.

Wrong or Missing Gear

Without checking gear lists and shot needs, people might assume something is covered when it isn’t. For example, maybe everyone thought a slider was part of the camera kit—but it wasn’t packed. Or the lighting plan calls for a large softbox that nobody booked.

These problems slow down production and can ruin planned shots.

Overlooked Permissions

If you didn’t check what permits are needed—or whether generators are allowed, you could be forced to shut down mid-shoot. This isn’t just frustrating; it’s expensive. Lost time means lost money.

These issues are preventable with proper pre-production discussion.

No Plan for Contingencies

Things go wrong. Weather changes. Gear fails. Talent cancels. If there’s no backup plan, production can stall or fall apart.

A good pre-production meeting includes time to ask: What’s our Plan B?

Best Practices for Running a Strong Pre-Production Meeting

The meeting will only be helpful if it’s planned well. Here’s how to run it effectively and keep everyone focused:

Send an Agenda in Advance

Don’t go into the meeting unprepared. Sending out an agenda gives the team time to think about questions, prepare notes, and bring up concerns.

It also helps people know what the meeting will cover and how long it might take.

Use Visual References

Visuals help people understand the vision. Mood boards, past project examples, storyboards, and shot decks all help align expectations.

Sometimes words don’t explain things clearly, but a few pictures do. Don’t rely only on spoken descriptions.

Take Clear Notes

Assign someone to write down decisions, open questions, and to-dos. These notes should be shared afterward so nothing is forgotten.

Make sure you capture:

• What was agreed upon
• Who is doing what
• What needs follow-up

This avoids confusion when shoot day arrives.

Record the Meeting

If the meeting is online, record it. This lets anyone who couldn’t join catch up. It’s also a helpful backup for reviewing details or checking who said what.

Just make sure everyone knows they’re being recorded, then store the file somewhere easy to find.

People Also Ask

What is a pre-production meeting in video production?

A pre-production meeting is a planning session before a video shoot. It aligns everyone involved on creative direction, logistics, schedule, roles, and responsibilities. It acts as the final checkpoint before production begins.

What should be discussed in a pre-production meeting?

Topics include script review, gear needs, talent, locations, timeline, legal permits, crew roles, and client deliverables. The meeting ensures everyone knows their tasks and expectations.

Who attends a pre-production meeting?

Attendees typically include the client’s decision-makers, director, producer, production manager, cinematographer, AD, department heads, and a location contact.

Why are pre-production meetings important?

They help prevent confusion, reduce risks, keep projects on budget, and make sure the final video meets both creative and business goals. They’re essential for smooth collaboration.

Real-Life Impact of Well-Planned Pre-Production

At Get Camera Crew, we've handled shoots across multiple time zones, with tight timelines and complex deliverables. Whether it's producing for Amazon’s regional campaigns or Kaspersky’s product promos, clear pre-production planning has helped us deliver quality work on schedule. In many cases, issues that could have derailed the project were avoided because they were spotted and addressed in the PPM.

From scheduling drone footage around airspace restrictions to adjusting location lighting for golden hour, those details surfaced early, thanks to structured meetings and clear documentation.

Final Thoughts

Pre-production meetings aren’t just a checkbox. They’re the foundation for a video shoot that runs efficiently, stays within budget, and hits the creative mark. Getting everyone aligned beforehand saves time, reduces risk, and delivers better content.

Looking for a video team that values precision and planning? Work with Get Camera Crew and we’ll make sure your production starts strong, before we even hit record.