Video Production Logistics & Participant Details
About this template
This request template helps video production teams collect the practical information needed before filming. It covers shoot dates, filming locations, building access, parking, site restrictions, on-camera participant considerations, guardian contacts, intended video usage, release paperwork status, and participant rosters.
Who it’s for
- Production teams coordinating on-site video shoots
- Businesses preparing employees, customers, or other participants for filming
- Projects with multiple shoot dates, locations, or access requirements
- Teams that need to document intended video distribution channels
When to use it
- Before confirming crew call times and filming locations
- When a shoot requires building access, loading, parking, or safety instructions
- Before filming on-camera participants with availability or accommodation needs
- When release paperwork or guardian contact details may be relevant
- While planning video deliverables for web, social, advertising, internal, or event use
Customization tips
- Add a field for the on-site point of contact and day-of phone number.
- Include a question about permits, insurance certificates, or location agreements if required.
- Add a section for interview questions, key messages, or talking points when applicable.
- Request links to brand guidelines, logos, or existing footage if those assets will be used.
- Add a release upload field if release paperwork will be collected through this request.
Preview the template
About Sydnee RequestsInteractive preview — your clients fill this out in their portal on your domain.
Assigned toYour client
Video Production Logistics & Participant Details
Shoot Schedule
Let us know when and where we’ll be filming.
Please provide the earliest scheduled filming date and expected crew arrival time.
Share any other planned shoot dates or timing details we should account for.
Provide the name of the main location where filming will take place.
Include the full address and the specific spaces we’ll be using.
Site Access & Parking
Help our crew arrive, load in, and work on-site without delays.
Tell us what the crew should know before arriving and entering the site.
Name the person who can help the crew enter the site. Do not include door codes, alarm codes, passwords, or other credentials.
Please include the best options for crew vehicles and equipment.
Let us know about any site rules or conditions that could affect the shoot.
On-Camera Participants
Share the people and considerations that will help us plan filming comfortably.
Tell us about availability constraints that may affect the filming schedule.
Share any wardrobe expectations or appearance details relevant to the shoot.
Please share anything that will help us create a comfortable, accessible filming experience.
Select the option that best reflects your participant group.
Provide the name of the guardian supporting an on-camera participant, if applicable.
Provide a phone number for the relevant guardian, if needed.
Provide an email address for the relevant guardian, if needed.
Usage & Paperwork
Let us know how you expect to use the finished video and the status of existing paperwork.
Select all planned channels that apply.
Include any details that will help us plan the video for its intended use.
Please tell us the current status of any release paperwork being handled separately.
Upload your current participant roster if you have one available. Include participant names and roles where possible.
