
How to Plan a Video Shoot From Vision to Final Cut
Planning a video shoot can feel like trying to build a spaceship with IKEA instructions and no thumbs. But it doesn’t have to. The secret? Structure.
People think video production is all about gear. Cameras, lights, cranes. But if you don’t prep right, all you’ve got is expensive chaos.
Here’s how to plan a video shoot that won’t implode like a cheap soufflé.
1.Start with discovery.
Why are you making this video? What should it do? Sell? Teach? Recruit? If you can’t answer that in a sentence, don’t touch a camera yet.
2.Do a site survey.
You’d be shocked how many “quiet” offices come with humming refrigerators, loud HVAC systems, or ambient chaos from the next-door goat yoga class.
Visit your location ahead of time. Take notes on lighting, sound, and space. Bring your phone and shoot test footage. Look for:
- Power outlets
- Light sources (natural and artificial)
- Sound issues
- Reflections
- Weird wall art you’ll have to explain to HR
3.Storyboard or shot list.
This is where imagination meets logistics.
You don’t need Pixar-level illustrations. Stick figures and arrows work just fine.
Use a storyboard if you’re mapping out movement and visuals. Use a shot list if you want tight control over interview angles, b-roll, and timing.
4.Write a schedule. Then triple-check it.
Make a shooting schedule. Not just “we shoot Tuesday.”
Include:
- Arrival
- Setup
- Lighting time
- B-roll window
- Interviews
- Wrap
Then bake in buffer time for tech fails, lunch, and at least one person forgetting how to read a calendar.
5.Don’t skip pre-planning.
Hold a pre-production meeting. Invite only the people who make decisions. Go over script, wardrobe, location rules, and any surprise elements (like “Oh, there’s also a dog in the scene.”).
Send out a call sheet with times, addresses, roles, and contact info. This is how to plan a video shoot that doesn’t spiral into chaos by noon.
6.Gear up the smart way.
Only bring what you need—but bring backups. If you’re using two or more cameras, that’s when you offer a Director. Not before.
No one needs a Director to film one guy reading a memo.
7.Prep your interviewees.
People freeze on camera. DO NOT SENDS questions ahead of time. Just lie to them that the camera isn’t recording and just have a conversation. Tell them what to wear (no tiny stripes). Reassure them it’s okay to flub a line.
You’re not filming a hostage negotiation. Make it easy.
8.Feed your crew.
Seriously. Nothing derails a shoot like a hangry gaffer. Even a small crew doing a one-camera shoot needs a snack break. And coffee. Always coffee.
9.Label your files like a sane human.
Do not name your final version “FINAL_final_final_REAL_v8.mp4.” Use dates. Use scene names. Use folders. Future-you will high-five present-you.
10.Review everything immediately.
As soon as you wrap, check footage.
Look for missed shots. Dead audio. Hair in the lens.
It’s cheaper to fix mistakes on day one than to reshoot next week because Larry blinked during every take.
So here’s the full rundown of how to plan a video shoot:
- Define your goal
- Scout your location
- Storyboard or shot list
- Build a detailed schedule
- Hold a pre-pro meeting
- Pack gear smart
- Prep talent
- Feed people
- Organize footage
- Review and back up
This list isn’t glamorous. But it’s how great video gets made.
You can wing it and hope for the best. Or you can plan like a pro and make magic happen.
We’ve done this for years. Corporate shoots. Nonprofit stories. Manufacturing videos that make welding look emotional. If you want help figuring out how to plan a video shoot from start to finish, reach out. We’ll bring the storyboards, the schedule, and just enough sarcasm to keep it fun.
Citations:
1.HubSpot (2024). Video Marketing Strategy and Planning Guide
2.Wistia (2023). How to Prep for a Business Video Shoot
3.Adobe (2024). The Power of Pre-Production in Video
4.Vimeo Blog (2022). Storyboarding Tips for Corporate Teams
5.Vidyard (2023). How to Run a Video Shoot Without Stress