Production coordination course - MONDEL – L’Atelier du Cinéma – Training Center for Technical Cinema and Television Professions

Production coordination

The individual responsible for production coordination ensures the sound management of administrative aspects specific to the management and, more generally, to the production as a whole. They work under the supervision of the production manager or, where appropriate, the producer.

The production coordinator may be called upon to perform, in a non-exclusive manner, the following tasks:

  • assist the production manager and producer in their roles;
  • manage mail and update various documents throughout all production stages;
  • during pre-production and shooting, gather necessary information for production and ensure its circulation between the producer and the shooting team;
  • if the structure and needs of the production warrant, they plan the work of the production secretary and the assistant production coordinator.

More specifically, the individual assigned to production coordination may perform the following non-exclusive tasks during the subsequent production stages:

  • organize and attend pre-production meetings;
  • participate in the development of the pre-production, production, and wrap-completion schedule in collaboration with the production director;
  • distribute schedules to team members;
  • create the availability schedule for actors during the production period;
  • on location, ensure the presence of office and communication equipment and office logistics;
  • fill out contracts for performing artists and technicians and the related timesheets;
  • as per the production director’s requests, contact technicians for additional needs to retain their services;
  • manage petty cash, if applicable;
  • prepare certain logistical elements related to external shootings (transport, per diem, accommodation, restaurants), if needed;
  • distribute scripts and other documents to the relevant team members and performing artists;
  • prepare summonses for technicians and performing artists and follow up;
  • request shooting permits for locations.
  • complete service sheets;
  • follow up on contract signatures and timesheets; • be the point of contact in case of problems with the presence of technicians and performing artists and liaise with different departments;
  • update and format various documents including the production schedule;
  • liaise with casting agencies as per production specifications;
  • for fictional works, create the artist guarantees chart to present to the producer;
  • complete credits.
  • close files (purchase orders, invoices, supplier contracts);
  • send completed timesheets to various artist associations;
  • close the production offices.

Some of the tasks mentioned above may not be carried out by the production coordinator on a given production, while other tasks may be added.

*Please note that the use of the masculine gender has been adopted to facilitate reading and is not intended to be discriminatory.

Course plan

  • Knowledge of union agreements: UDA, ACTRA and DGC
  • Training on basic software: Word, Excel, Filemaker, Preview
  • Management and email classification
    • Mail or another, Croogloo, Dropbox
  • Communications management with AQPM
  • Setup, organization, and closure of the production office
    • Computer equipment suppliers, phones, furniture, etc.
  • Development and use of various documents
    • Call sheets, production reports, etc.
  • In depth comprehension of Production and Direction documents
  • Management of technician and actor contracts
    • Creation, signature tracking, sending to the appropriate associations and unions
  • Confidential information management
    • Making of annexes, situation of harassment
  • Management of information to be shared
    • Direction documents, memos, team lists, actor lists, call sheets and production reports
  • Role confirmation, allergy lists, insurance certificates
  • Information management to share with different associations and unions, external companies, and suppliers
  • Coordination of tasks within the team
    • Assistant coordinator, production secretary, travel coordinator and office courier
  • Coordination and file closure at the end of production
  • Organization of accommodation, travel, travel memo
  • Immigration – Work permits, export, ATA carnet
  • Medical exams for insurance purposes
  • Credits development
  • Real-life scenario

Mandatory basic course

Here is the content of the mandatory basic course that takes place in the first 3 weeks of all training programs:

  • History of Quebec cinema
  • Presentation of key departments associated with a production
  • First aid course
  • Teamwork, interacting between departments and hierarchy
  • Understanding Direction and Production documents
  • The producer’s role and relationship with his technical team
  • The Actor’s role and relationship with the technical team
  • Presentation of the AQTIS-514-IATSE union agreement
  • Introduction to the union – AQTIS 514 IATSE
  • Personal finance
  • Awareness regarding the impact of shooting on location and its environment
  • Ecology: How to be green on sets
  • First Aid Training
  • Hazardous Products and WHMIS
  • Occupational Health and Safety on sets
  • Sanitary measures and the pandemic
  • Prevention of physical and psychological harassment
  • Criminal and Penal Responsibilities (Bill C-21)
  • Act respecting owners, operators and drivers of heavy vehicles (Bill 430)
  • Transportation Policies
  • Individual responsibility and rental equipment
  • Masterclass conference, open to the public