Identify the session

Record the production, project, client, session type, date, and booking reference.

Confirm the session purpose

State what the team must record, produce, review, rehearse, or complete.

Confirm the approved brief

Make sure the latest client or production brief controls the session plan.

Define the session scope

Record what work is included and what remains outside the booking.

Confirm the expected outcome

State what must be completed before the session can close.

Assign the session lead

Identify who has authority over the production plan and session decisions.

Remove outdated instructions

Withdraw earlier briefs, notes, and plans that no longer apply.

Confirm the session date

Match the production plan with the approved booking date.

Confirm the start and end time

Include the full booked session period.

Confirm preparation time

Reserve the time required for production preparation before participants begin.

Confirm wrap time

Allow time for notes, records, files, and handover after the working session.

Confirm the booked location

Verify the studio, room, stage, suite, booth, or external production location.

Check linked bookings

Identify rehearsals, tests, pickups, follow up sessions, or related production blocks.

Confirm schedule approval

Make sure the producer, studio lead, or authorised client contact has approved the timing.

Confirm the client contact

Identify the person responsible for session decisions.

Record client objectives

State what the client expects the session to achieve.

Confirm client attendance

Record who will attend in person or remotely.

Confirm approval authority

Identify who can approve changes, takes, selections, or session outcomes.

Collect client materials

Obtain briefs, scripts, references, brand files, notes, and approved content.

Record special requests

Capture requirements that affect people, timing, equipment, formats, or services.

Confirm outstanding decisions

Resolve open client questions that could delay the session.

List all participants

Include clients, talent, hosts, guests, performers, interviewees, speakers, and observers.

Confirm attendance status

Record whether each participant is confirmed, tentative, remote, or replaced.

Record individual call times

Match each participant with the time they must arrive or connect.

Confirm contact details

Keep a current phone number and email for each participant.

Record participant roles

State what each person must perform, present, review, or approve.

Confirm remote participation

Record the platform, connection method, contact person, and joining time.

Capture accessibility requirements

Record approved mobility, communication, language, or participation support.

Confirm release requirements

Identify any release, consent, usage, or appearance documents needed before participation.

Define required roles

List the production, technical, creative, support, and coordination roles needed.

Assign each role

Name the person responsible for every required function.

Confirm crew availability

Verify that assigned crew are available for the full working period.

Record crew call times

Set arrival or connection times based on each person’s responsibilities.

Confirm department leads

Identify who controls each active production department.

Assign session communication

Name the person responsible for operational updates during the session.

Record approved replacements

Identify backup personnel for roles that cannot remain unfilled.

Resolve assignment gaps

Do not begin with required roles left unassigned.

List required rooms and spaces

Record each booked room, stage, booth, suite, support area, or external space.

List required equipment

Identify cameras, microphones, recorders, lighting, monitors, playback systems, and production gear.

List required kits

Include grouped equipment packages and their required components.

List required services

Record engineering, editing, streaming, catering, security, transport, or other booked services.

Confirm resource reservations

Make sure every required resource is attached to the correct session.

Check shared resource limits

Confirm that another booking has not reserved a required person, item, service, or facility.

Record external rentals

Identify hired equipment, suppliers, collection times, delivery times, and return requirements.

Assign resource responsibility

Name the person responsible for each critical resource group.

Record the production format

State whether the session covers audio, video, photography, broadcast, streaming, or mixed production.

Confirm recording specifications

Record the approved sample rate, bit depth, frame rate, resolution, codec, or file format.

Confirm source requirements

List the microphones, cameras, feeds, playback systems, remote sources, or other inputs required.

Confirm output requirements

Record the master, feed, stream, monitor, proxy, or review output needed.

Confirm synchronization requirements

Identify timecode, clocking, reference, or machine synchronization needs.

Record monitoring needs

Confirm client, performer, crew, control room, and remote monitoring requirements.

Confirm communication systems

Identify talkback, intercom, cue, chat, or remote communication requirements.

Record backup requirements

Define which recording, storage, connection, or power paths require backup.

Assign technical approval

Identify who can approve technical changes during the session.

Confirm the final script

Use the approved script, outline, rundown, shot list, or episode plan.

Confirm document versions

Record the current version number or approval date.

Prepare track or shot records

Provide the required track sheets, camera lists, scene records, cue sheets, or take logs.

Confirm participant copies

Make sure each participant has the documents needed for their role.

Prepare technical references

Include routing notes, format specifications, diagrams, and machine instructions where required.

Prepare approval references

Keep brand rules, visual references, pronunciation notes, or client instructions available.

Restrict sensitive documents

Limit access to confidential scripts, client files, personal details, and unreleased material.

Remove replaced files

Prevent the team from working from outdated documents.

Collect source files

Obtain music, graphics, footage, images, presentations, sessions, or reference media.

Check file accessibility

Confirm that authorised users can open every required file.

Verify file formats

Make sure source files work with the planned production systems.

Confirm file versions

Identify the approved file rather than a draft or replaced copy.

Organise the session folder

Prepare the correct project, session, source, and output folders.

Apply naming rules

Set the required naming structure for recordings, takes, exports, and notes.

Confirm storage destinations

Identify where primary, backup, review, and delivery files will be saved.

Check available storage

Confirm enough capacity for the planned session and backup files.

Confirm building access

Record entry times, reception procedures, security contacts, and access restrictions.

Confirm participant access

Provide the required location, parking, arrival, check in, and contact details.

Confirm vendor access

Record delivery areas, loading times, permits, and on site contacts.

Confirm remote access

Provide approved meeting links, credentials, testing times, and support contacts.

Record travel requirements

Confirm transport, accommodation, pickup, or arrival details that affect the schedule.

Confirm service timings

Match catering, transport, security, rental, and other services with the session plan.

Identify restricted areas

Record spaces, systems, or materials that require special permission.

Confirm emergency contacts

Keep the appropriate facility and production contacts available.

Identify production authority

Name the person who controls the working session.

Identify client authority

Confirm who can approve creative or commercial decisions.

Define technical authority

Name the person who can approve configuration or format changes.

Set change approval rules

Record which changes require producer, client, or technical approval.

Define approval methods

Confirm whether approval may be verbal, written, recorded, or completed through the production system.

Record escalation contacts

Identify who must resolve disputes, delays, missing resources, or scope changes.

Prevent unauthorised requests

Do not change the approved plan based on instructions from an unapproved participant.

List expected outputs

Record the files, recordings, images, notes, reports, or production materials expected.

Define file specifications

Confirm the required format, resolution, channel structure, naming, and storage location.

Confirm review materials

Identify whether the client needs live review, rough files, proxies, selects, or session references.

Define approval points

State what must receive approval during or after the session.

Record delivery responsibility

Identify who prepares, checks, approves, and sends each output.

Confirm delivery timing

Set the expected handover or delivery date.

Record excluded deliverables

Make clear which edits, versions, exports, or services are not part of the session.

Review missing information

Identify briefs, decisions, files, contacts, or approvals that have not been received.

Review participant risks

Check for unconfirmed talent, guests, clients, crew, or remote contributors.

Review resource risks

Identify equipment, rooms, services, or external rentals that remain unconfirmed.

Review schedule risks

Check late arrivals, tight handovers, linked bookings, and limited access periods.

Review technical dependencies

Confirm external feeds, internet connections, licences, credentials, and specialist operators.

Assign each open action

Give every unresolved item an owner and deadline.

Define the session decision point

State who decides whether an unresolved issue delays, changes, or cancels the session.

Record the requested change

Capture the affected participant, schedule, resource, document, format, or deliverable.

Confirm the change owner

Identify who requested and approved the update.

Review affected requirements

Check every department, person, booking, resource, and document touched by the change.

Update the production plan

Replace the outdated instruction with the approved detail.

Update assigned teams

Send the revised information to everyone affected.

Record the change time

Capture when the new instruction became active.

Close replaced actions

Remove tasks, resources, or requirements that no longer apply.

Confirm the brief

Make sure the latest approved plan is available.

Confirm the booking

Check the date, time, location, and session duration.

Confirm participants

Verify attendance, call times, contacts, and responsibilities.

Confirm crew

Check every required role and assignment.

Confirm resources

Verify that all required rooms, equipment, kits, and services remain reserved.

Confirm technical requirements

Review formats, sources, outputs, monitoring, synchronization, and backups.

Confirm documents and files

Make sure current scripts, references, source files, and production records are available.

Confirm approval contacts

Check who can make production, client, and technical decisions.

Resolve open actions

Do not mark preparation complete while a session blocking item remains unresolved.

Save the approved brief

Retain the final production instructions.

Save the participant list

Keep attendance, roles, call times, and contact details.

Save crew assignments

Record every role, department lead, and replacement.

Save resource requirements

Keep the rooms, equipment, kits, services, and external rental list.

Save technical specifications

Retain the approved formats, sources, outputs, monitoring, and backup requirements.

Save working documents

Keep the current scripts, references, shot lists, track sheets, and production notes.

Save approvals and changes

Record who approved the plan and any later revisions.

Link the record to the production

Attach the preparation record to the correct booking, project, or session.