How To Visit A Film Set As An Executive Producer

So you've invested in a feature film, and they've started production. All of the excitement has been building through pre-production, and you now have an open invite to come visit set!

Wait! Don't just hop in your car (or a plane) and arrive unannounced. Ignoring or avoiding these principles can lead to frustration for you and the crew, a bad experience rather than a memorable one, and potentially even putting your investment at risk.

To have the best experience, here are a few things to consider before you make the trip - communication, preparation, and expectation.

Communication Is Key

Before you visit set, you must communicate with the production team at least a day before you come to set. I've had visitors arrive at a filming location and start walking towards set, only to be stopped by a PA who had to call me over the radio.

"Daren, we've got two men headed to set...I don't know who they are, and they seemed annoyed that I tried to ask questions. Just giving you a heads up..."

That's not a great way to show up. Those two gents were invited by a member of the cast - who also didn't communicate with us about their visit - and quickly overstayed their welcome.

Don't be like them. Communicate ahead of time. It's as simple as letting your production contact (producer, crew, actor) know that you'll be visiting, and around what time. Then have them confirm the details and let you know you're good to visit.

Depending on the set, it might be the production coordinator, producer, unit production manager (UPM), or even the Director who would confirm your visit, but the reason it's essential is that there is a lot to consider when someone visits set:

• Is there a (shaded) place to sit?
• Adding +1 or more to the lunch tally if you're visiting during a meal break
• Where should they park?
• Who is going to help them get around?

Communicate with the production team, and do it ideally a day before your visit.

Preparing For Your Visit

If you say you'll be visiting set "Thursday at Noon", please be considerate and arrive as close to noon as possible. If you are going to be late, or early, let your contact know.

When you are chatting with them, ask for a few details or consult your call sheet if you're on the distribution. Will they be filming indoors or outdoors? What's the forecast look like?

Come prepared with the proper clothing, footwear, and any additional needs like umbrellas. While production will most likely have sunscreen and ibuprofen and water and snacks, bring anything you might want with you.

If you come unprepared, it can be a burden on the crew - the people you've given money to to make the movie. Instead, they're spending their time serving you. That's nice of them, but not the best use of their time.

We had a couple come visit us on Faith of Angels, which was filmed at an abandoned mine and required a decent uphill climb with lots of dirt and loose rock. A gal came to set with ballet slippers on, and barely made it to set. They failed to communicate and to prepare.

Coming prepared shows respect for the cast and crew that are working so hard to make the film every day.

Set Proper Expectations

Expectations go two ways - there are your expectations and those that are standard etiquette for a film set.

If there are things that would make your set visit a truly memorable event, let your production contact know. Want to call action and cut? Great! But don't expect us to know that's your one dream.

Want to get pictures with the actors? Double great! Make sure they're on set that day, and make sure to schedule your visit with production so that you're visiting during the actor's scheduled downtime, not while they're in the middle of a scene. Also, understand that the schedule changes constantly while on set, so it could mean waiting or missing that window by an hour or more. Be patient and understanding and know that the crew is doing everything they can to accommodate you.

There are some expectations of you as well. The first is to not disturb the day. There is a very tight schedule, there's a good chance the crew is behind, and tensions may be high.

Be aware of the status of filming. If they're "rolling" (filming), please be as quiet as possible. The sound equipment can pick up whispers, doors opening and closing, conversations in adjacent rooms, and footsteps. Quiet means silent, which typically requires crew members to stand (or sit) perfectly still and pause all conversations until they hear "Cut!" That process applies to you as well.

If there are other requirements for set - a closed set, or COVID testing required, understand that there are precautions in place for the safety and comfort of the cast and crew making the film, so please don't expect any exemptions. We had an executive producer throw a fit during COVID and refused to be tested, even though not getting tested could mean the movie having to shut down if someone got sick. Indie films don't have that luxury (I don't know any producer who would call shutting down a "luxury"), so please don't come in with that sort of attitude.

We're all here to make the same movie and to support that outcome.

All of that said, having an executive producer visit set is a proud moment for filmmakers.

We get to show you how your investment is being put to use - the production value, the lights and cameras, the sets, the costumes, and get your approval!

Be gracious, have a great time, make friends, and thank the crew for all of their hard work. Share your passion and excitement for the project, and everyone will look forward to the premiere.

What questions do you have about visiting a film set? Let me know in the comments.