As Ben Franklin said, “By failing to prepare, you’re preparing to fail!”
Fill Up Forms
Get all your potential cast and crew to sign all release forms BEFORE the competition starts. This will save everyone from a great deal of stress on Sunday evening. Make sure names are spelled correctly ahead of time, so you don’t have to keep checking when writing the credits.
Stay In Touch
Let people who you MIGHT need, know whether or not you are going to need them as soon as possible. Keep everyone informed as to what you are planning on doing and when. Make sure that when your crew are asked to turn up somewhere they don’t end up waiting around for ages before knowing what they are needed for. This means a lot of phone calls or text messages after you get your genre and items on Friday Night. Make sure your phone has credit and you’ve got a list of everyone’s numbers handy.
Sort Out Your Sustenance
Plan to pitch in and order something or designate someone to be responsible for meals to save precious time during filmmaking. Everyone will be happier and focused if plenty of food and drinks are in hand. Taking a break to eat together also reduces the likelihood of people going off to look for something to eat or drink at the time when you really need them most.
You won’t have time to sit down and decide who is going to do what and why during the hectic weekend. Figure out each member’s role beforehand, but remind your team members that if there is anything else that needs doing out of their role, they should also be willing to act on instructions of their team leader and director to ensure a successful film. Knowing who’s doing what and when will also help you to allocate rest breaks for everyone, although as Team Leader, you might not be getting any sleep at all over the weekend.