The Ultimate Pre-Production Checklist for Chicago Shoots

Timeline Management: Your Production's Foundation

Breaking Down the Timeline

Every successful Chicago shoot starts with a detailed timeline. Research from the Producer's Guild of America (2023) indicates that productions allocating at least 30% of their total project time to pre-production experience 40% fewer delays during filming.

• Create a master calendar with key milestones
  • Initial client meetings
  • Location scouting datest
  • Permit application deadlines
  • Equipment rental confirmations
  • Crew booking deadlines

Chicago-Specific Timeline Considerations

The Chicago Film Office recommends submitting permit applications at least five business days before filming. However, for complex shoots involving street closures or specialized locations, allow 2-3 weeks minimum.

Location Scouting in the Second City

Essential Scouting Tools

• Digital location database
• Light meter
• Decibel meter
• Compass app
• Power outlet tester
• Measuring tape

Location Documentation Protocol

LOCATION SCOUT CHECKLIST:
✓ Parking availability
✓ Power sources
✓ Ambient noise levels
✓ Natural light patterns
✓ Loading dock access
✓ Restroom facilities
✓ Cell signal strength
✓ WiFi availability

Chicago Permit Requirements

Standard Filming Permits

According to the Chicago Film Office's 2023 guidelines, you'll need:

• Standard filming permit ($250/day)
• Insurance certificate
• Site plan
• Notification letters for residents
• Traffic management plan (if applicable)

Special Circumstances

"Some of Chicago's most iconic locations require additional permits and longer lead times. Plan accordingly for locations like Millennium Park, the Riverwalk, or any CTA property."

• Chicago Film Office, 2023

Equipment and Resource Planning

Essential Equipment Categories

• Camera Package
  • Primary camera
  • Backup body
  • Lens kit
  • Support systems

• Lighting
  • LED panels
  • HMI options
  • Grip equipment
  • Power distribution

• Audio
• Wireless lav systems
• Boom microphones
• Audio recorder
• Wind protection

Chicago-Specific Equipment Considerations

The city's weather patterns demand specific gear preparation. The National Weather Service reports Chicago experiences wind speeds averaging 10.3 mph annually, with frequent gusts exceeding 20 mph.

• Wind mitigation tools
• Weather protection gear
• Backup power solutions
• Portable heating/cooling systems

Crew Assembly and Management

Core Team Requirements

Based on data from the Illinois Production Alliance (2023), successful Chicago productions typically require:

• Producer
• Director
• DP
• Gaffer
• Sound recordist
• Production assistant(s)
• Location manager

Local Crew Considerations

Chicago's union requirements can affect crew selection. The IATSE Local 476 governs many professional productions in the region.

Budget Planning and Resource Allocation

Standard Budget Breakdown

The Producer's Guild of America (2023) recommends this pre-production budget allocation:

• 15% Location fees
• 25% Equipment rental
• 30% Crew costs
• 10% Permits and insurance
• 20% Contingency

Chicago Cost Factors

Local production costs reflect the city's market:

• Union rates
• Parking fees ($25-75/day)
• Location permits
• Weather contingencies

Pre-Production Meeting Protocol

Essential Attendees

• Producer
• Director
• Department heads
• Location manager
• Client representatives

Meeting Agenda Template

PRE-PRODUCTION MEETING AGENDA:
1. Project overview
2. Creative brief review
3. Schedule confirmation
4. Location details
5. Equipment needs
6. Crew assignments
7. Safety protocols
8. Weather contingencies

Final Pre-Production Verification

48-Hour Checklist

• Confirm all permits
• Verify crew availability
• Check weather forecasts
• Review equipment lists
• Confirm location access
• Distribute call sheets
• Test essential equipment
• Review backup plans

Emergency Planning and Risk Management

Essential Contacts

• Chicago Film Office: (312) 744-6415
• Emergency services
• Nearest hospitals
• Equipment rental houses
• Backup crew members

Weather Contingencies

According to the National Weather Service, Chicago averages:

• 38 inches of rain annually
• 37 inches of snow
• 189 sunny days

Plan accordingly with:

• Indoor backup locations
• Weather insurance
• Schedule flexibility
• Equipment protection

Conclusion

Successful Chicago video production requires attention to detail and thorough preparation. This checklist serves as your foundation for smooth production experiences in the Windy City. Keep it handy, adapt it to your specific needs, and remember that thorough pre-production planning prevents costly production problems.

Remember to regularly update your checklist based on experiences and changing city regulations. The Chicago film industry continues to evolve, and staying current with local requirements ensures successful shoots every time.

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