X Remote Production Site Survey Checklist - John Bowne High School

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 o 1. Talent o 2. Crew o 3. Audience o 4. Spectators o 5. Passers by

• 2. Security o 1. Guards should be used whenever the equipment will be left unattended o 2. Check with the venue operations manager for a recommendation

• 3. Transportation o 1. Will cabs be used? If so, what's the number for a pick-up? o 2. Will rental cars be needed? o 3. Where can they be parked?

• 4. Lodging o 1. Will rooms be needed?

o 2. What are the hotel options that meet location and budget needs? o 3. Prepare a map from the hotel to the production location for crew o 4. Identify a central meeting point for the crew to begin each day

• 5. Meals and refreshments o 1. Will the event be catered? By whom? o 2. Where will the crew dine? o 3. Is tap water readily available or will bottled water be needed? o 4. What area can be used by the crew as a break room? o 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 o 1. Various state and local authorities require various permits o 2. Check to be sure you have the proper credentials prior to the scheduled production

• 2. Overview of site layout o 1. Access to building o 2. Loading docks o 3. Parking lots

• 3. Load-in/load-out location o 1. Dockmaster's name?

• 4. Parking o 1. Plan to park the truck(s) as close to the production area as possible o 2. Note overhead clearance for entire truck route and parking area o 3. Check width of parking area considering room for storage bay doors to be opened,

stairs to be deployed, cable runs, etc.

o 4. Find source of power within 200 feet of truck or plan additional space for generator parking

o 5. Choose parking location with good access to venue for cable runs 1. Remember cable crossing sidewalks, etc. needs to be protected

o 6. Confirm that truck WILL NOT block fire lanes or emergency exits from venue o 7. Consider noise factors if set-up and tear-down will take place in residential/hotel area o 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

o 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 o 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 o 2. Work areas...will there be a

1. Green room 2. Graphics room 3. Other space inside venue

o 3. Be sure to consider cable runs, crew and equipment access and proximity to truck(s) o 4. Etc.

• 6. Staging o 1. Platforms o 2. Scaffolding o 3. Pipes and drapes o 4. Lifts

• 7. Cameras o 1. How many will be used? o 2. Where will they be positioned? o 3. What will they be shooting? o 4. Do they need platforms? If so, who will provide them?

o 5. Are any shots obstructed? o 6. Remember to consider the effects of the audience while doing the survey o 7. Will any special camera equipment be needed?

1. Jib arm 2. Stedi-cam 3. Scissors lift 4. Bucket, tower, scaffold 5. Etc.

o 8. Will placement of cameras affect view or flow of audience? Be sure to plan for adequate working space around cameras

• 8. Lighting o 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 o 2. Indoors, will ambient light from windows be an issue? o 3. Will lighting require additional power? o 4. Consider application of neutral density (ND) filters to windows to knock down the

amount of light (i.e. tinted windows) • 9. Audio

o 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.? o 2. Determine microphone placement o 3. Are there any wireless microphone (mic) frequency restrictions? o 4. Are there any potential interference problems?

o 5. If possible, test wireless system during site survey o 6. If not possible to test, at least make sure system is capable of switching frequencies o 7. This applies to two way radios, wireless PL and IFB systems o 8. Another option is to rent mics that are licensed and frequency coordinated for the area o 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

o 1. How many? o 2. How big? o 3. Will everyone in the audience be able to see the event or support graphics? o 4. Where do they go? o 5. Will ambient light cause viewing problems? o 6. Front or rear projection? o 7. Projector location?

• 11. Power o 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

o 2. Most wall outlets are 15 or 20 amps, and those located near each other are likely on the same circuit

o 3. Locate and confirm access to the circuit breaker panel o 4. Confirm that the appropriate outlet style is available (e.g. do they have 30 amp twist-

lock connectors?) o 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

o 6. Confirm power location in relation to trucks, production area, etc. o 7. Plan for separate areas for power runs and A/V runs to eliminate interference

• 12. Cable

• o 1. Measure all power, audio, video and phone runs o 2. Plan for traffic patterns, building access points, roadways, sidewalks, aisles, etc. o 3. Plan runs to eliminate safety hazards such as tripping, cloths lining, etc. o 4. Will cable troughs or trays be needed? Will cables need to be flown (tied up over

doorways, out of reach, etc)? o 5. Prepare a cable list with the following headings:

Cable # - Cable Type - From - To - Length - Notes o 6. Avoid running cables through a small opening whenever possible. It takes longer to

install and remove o 7. And remember, good planning during load-in makes load-out go much more smoothly