Video Production Equipment to go Shopping on Location

The use of visualization techniques will help you remember your gear when preparing for any video production. Visualize your camera equipment, then the subject of your production. Talk yourself through every shot.

It may seem a bit simplistic, but think through every step of the video process and ask yourself key questions. Start with the image that is going to go through the camera lens. "Do I need more light, additional lenses, lens filters, special effect items, etc.?" Then visualize the signals reaching the recorder. "Do I have tape, am I recording sound from the camera mike, do I need an additional mike? At each step, stop and gather up the necessary items. Once you're satisfied that you have all your camera gear and accessories, add lighting requirements to the mix. Use the same process for lighting as you did for camera equipment. Start with the lighting unit. Do you have bulbs, barn doors, gloves (barn doors get hot), gel kits etc.? What are your power requirements?

Continue this visualization process for each additional piece of equipment. Every item in your production is related in some way so use the relationships to help you remember the items you will need. It might seem redundant, but there is nothing better than knowing you have what you need when you get to a location.

You will need to do some scouting prior to arriving at any production location. Some key information you should gather includes: What type of location is it (business, hotel, parking lot)? Is it indoors or outdoors? Is there ample lighting? Is electricity available? Are there other facilities, such as an electronics store nearby?

A good rule of thumb for any production is to maintain your own level of self sufficiency. Prepare for all scenarios and don't count on someone else having what you may need.

The type of location you will be at will help you understand your preparation needs once on location. At business sites, the environment could range from well-equipped meeting facilities to converted basements. Your research will tell you which it is.

On every production location you go to, find a contact person who can give you some guidelines on what to expect from that location. If there is no contact person, it would be best to visit the location prior to your actual production date.

If your production is at a hotel or convention facility, there are generally departments that function to assist you. Many hotels have A/V staff, electricians, banquet personnel, and housekeeping departments, which can help with many items you may need for your production.

One of the most important elements on any location shoot is access to electricity. On outdoor shoots you may need to use a generator. If that is the case, you'll want to make sure you have ample extension cords and power strips. No matter how many outlets you are allotted, you can always use one more.

Your anticipation of lighting needs will also be a mark of your pre-location preparation. You can generally count on needing some type of lighting for an indoor shoot. At the bare minimum, you'll want some type of portable light that either attaches to your camera, or operates independently from it. You may want to bring a lighting kit, or a full blown grip truck, depending on your production requirements. Always allow for ample set-up time and beware of other people's opinion of what is enough light.

Solving problems on location is another test of good preparation. Complete self-reliance may be required. Anticipation is the key to successful location shoots. Anticipate:

• all possible power requirements. Bring extra batteries, extension cords, power strips and other electrical supplies.
• all safety issues. Bring grip tape for taping down cables.
• all possible audio requirements. Be prepared to tap into the house sound system. Have your audio adapters handy. This includes RCA/XLR and 1/4" plugs, as well as extra wires and mike/line level pads.
• staying longer than you had planned. Bring water, a snack and a book.
• equipment failures. Always plan for alternate arrangements and know who to call.

Even a one-man show needs help now and then. Finding assistance is often as easy as asking the hotel staff, a fellow participant, or another associate to do something as simple as helping you find a table for your gear.

Depending on your environment, finding the right person to help you may require some insight. When working in hotels for example, it helps to know the operational structure.

Here are some basic guidelines:

• A/V Staff
  sets up full-service audio/visual facilities.
• Banquet Department
  provides table settings, seating arrangements, as well as food and beverage orders.
• Concierge
  can give directions and tell you about alternate accommodations, nearby stores, etc.
• Engineering Department
  takes care of all the electrical, air conditioning, heating, plumbing and the hanging of fixtures.
• Front Desk/Information Desk
  knows room locations, guest registers, function times.
• Housekeeping
  room supplies and laundry items.
• Security
  responsible for equipment safety, security measures and deliveries.
• Transportation
  arranges shuttle buses, taxis and limos.

Preparation is the key to a successful location production. The use of visualization techniques may help you gather your equipment without the use of exhaustive checklists. Scouting locations will provide an accurate gauge as to the depth of some of your location needs. Anticipating trouble before it occurs will certainly pay for itself in rescued productions. A basic understanding of how a facility operates will help you in your production. Even if you only want a glass of water, it helps to know where the location, location, location of the banquet department is.