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

  • Introduction to the UDA, ACTRA, AQTIS-514-IASTE and DGC collective agreements
  • Basic software training: Word, Excel, Filemaker, Overview
  • E-mail management and filing:
    • Mail or other, Croogloo, Dropbox
  • Management of communications with AQPM
  • Set-up, organization and closing of production office:
    • suppliers of computer equipment, telephones, furniture, etc.
  • Preparation and use of various documents:
    • service sheets, production reports, etc.
  • Thorough understanding of production documents
  • Technician and actor contract management:
    • creation, follow-up of signatures, dispatch to appropriate associations and unions
  • Management of confidential information:
    • management of making-of annexes, harassment situations
  • Management of information to be shared :
    • production documents, memos, crew lists, cast lists, service sheets, production reports
  • Confirmation of roles, allergy lists and insurance certificates
  • Management of information to be shared with various associations and unions, external companies and suppliers
  • Coordination of tasks within the team:
    • assistant coordinator, production secretary, travel coordinator and office driver
  • Coordination and closing of files at the end of production
  • Organization of accommodations, travel, travel memo
  • Immigration: work permits, export, ATA
  • Insurance policy and medical examinations
  • Preparation of credits
  • Final simulation

General skill courses

Here is the content of the general skill courses that takes place in the first hours of all training programs:

  • Act respecting owners, operators and drivers of heavy vehicles (Bill 430)
  • Awareness of the impact of filming on the living environment and residents
  • First aid in the workplace
  • Hazardous products and WHMIS
  • History of Quebec cinema
  • Introduction to the union – AQTIS 514 IATSE
  • Masterclass conference, open to the public
  • Notions of ecology: application of green sets
  • Occupational Health and Safety on film sets
  • Penal and criminal liability (Bill C-21)
  • Personal responsibility and rental equipment
  • Personal finances
  • Presentation of key positions in production departments
  • Presentation of the AQTIS-514-IATSE union agreement
  • Prevention of physical and psychological harassment
  • Preventive driving
  • SAAQ Highway Code and general tie-downs
  • Sanitary measures and the pandemic
  • Teamwork, interdepartmental interaction and hierarchy
  • The Actor’s role and relationship with the technical team
  • The Producer’s role and relationship with his technical team
  • Understanding direction and production documents