Meeting Records for Promotional Video

 Meeting Records: 

Meeting Record Sheet 1 

Date: 5th of February 2021 Time: 9.30 am Place: Home via digital Conference call on Microsoft Teams

Present: Rory Robinson, Billy Moss

Absences: none  

Time Recorded: Rory 

Issue discussed	Decision/Person Responsible for Action
I gave a three idea pitch to my client (Billy) and presented them through a PowerPoint presentation with mood boards and visual examples.
After discussing the necessary improvements and wants Billy wanted as a client for the idea we landed on the first idea I pitched which was a horrible history style comedy as it followed the ancestors of one-man converging on him in modern-day as their juxtaposition with the setting causes humour. After discussing the budget, and looking at my budget estimate Billy granted me £11000 to get this promotional video made.	Me/Rory - Set about improving my idea and hiring my crew
Timescales for filming to be hopefully early March.  The meeting finished at 10.30am.  Date of next meeting – 12th March 2021	The production schedule for next week's meeting allowing us time to prepare to be available for the filming date.

 

Meeting Record Sheet 2 

Date: 12th March 2021 Time: 9.30 am Place: Home via digital Conference call on Microsoft Teams

Present: Rory Robinson, Jack Flanner, Jason Smith, Oscar Roberts, Aarna Fonner Alex Mcguffey

Absences: none  

Time Recorded: Rory 

Issue Discussed	Decision/Person Responsible for Action
Went through the finalised idea in the meeting and went through the shot list and storyboard talked through planning the production schedule and split responsibilities between us.
Important dates  Recce – 16th March   Filming - 2nd March    Contingency second shoot – 3rd March   I and Aarna both decided to be present for the location recess as it applied to both of our roles on set as the grip and our member of the set with medical qualifications and the director, Jack needed to see the location to decide on camera placement, etc.	Decided Roles for Production: Me/Rory - Director Oscar - Prop and Costume Designer    Aarna - Gaffer/Grip Jack -  Camera Operator/Cinematographer   Alex - Makeup Artist Jason -  Boom Operator
We then ended the meeting with an estimated budget cost for the film by compiling our equipment and costume lists, which we will be finalising for the next meeting and as we will see what is possible to procure in time for shooting.	Equipment:  Costumes, Makeup, Props, Safety and Technical, etc.
The meeting finished at 10.50am.  Date of next meeting – 18th February 2021

By the next meeting, both the equipment and necessary legal work will be signed off by all parties and ready for when we need to start filming. We have also told each other to keep in touch and to report on any issues before the shoot just in case we need to reschedule the date.

*Post Production Notes

We ended up not needing to have a meeting as we communicated with each other on the production schedule (Gantt chart) and kept aware of the equipment we all needed and would be procuring before filming. I provided them with there money to purchase there needed material while I conducted addictions on the talent. 

 

Meeting Record sheet 3 

Date: 1st March 2021 Time: 9.30 am Place: Home via digital Conference call on Microsoft Teams

Present: Rory Robinson, Jack Flanner, Jason Smith, Oscar Roberts, Aarna Fonner Alex Mcguffey, Billy Moss

Absences: none  

Time Recorded: Rory 

Issues Discussed	Decision/Person Responsible for Action
The updated plan and finalizing details for the shoot.
Final details for the location shoot day    The location is about 20 minutes from the local bus station and our plan is to start filming at 9:00am. So, we should arrive at about 8:30am and since it takes 25 minutes to set up before filming. (Not including 1 hour wait time for makeup, makeup artist and actor should arrive at 8:00am as it gives them time to set up)     I will be wearing my sensible clothing for the weather and I can change into costume on-site as they have a private bathroom we can use as a makeshift dressing room. If we end up being late as they are expecting us at 9:00am I will call them as we have exchanged contact details.    We also planned a contingency schedule/plan in case something goes wrong on the day of shooting or the day before, we communicated clearly to Billy (the client) how the production was going and what their money was going to be spent on and gave them plenty of opportunities to provide improvements if necessary.	Meet on-site at 9:00am (8:00am for Makeup and Costume) All have a list of each other’s mobile numbers.  Jack - Renting Camera for the shoot and transport them to set Oscar/Alex -  Driving makeup/costume station to set up an hour before with our talent Aarna - Renting lighting equipment and transporting it to the site Me/Rory -  Getting Cable Ties and high visibility jackets for safety precautions
The meeting finished at 10.30am.

 

 Evaluation of Meeting Records

Meeting Records are used to keep track of topics discussed and assignments given during a meeting with the crew and in this case the client. This communication ensures that we keep with the vision of the client and what they wish to achieve with this promotional video.

I would say I successfully kept track of what we discussed and by keeping notes on these discussions we improved our workflow and allowed us to continuously apply our work to the client brief. This made sure we stayed in touch with the client but if I was to improve both the meeting and the meeting records I would have recorded videos of the meeting as visual evidence and would allow us and others who may have missed the meeting to watch them and better understand what we were going through during it. I would also in future productions have these meetings be governed by the crew members in charge of the topic we are discussing/going through as they should the ones asking the questions and leading the conversations not just me as the director.

Overall these meeting records kept me and my crew constantly in line with the wants/needs of the client and without this constant communication with each other, it could have lead to work disorder as we all might have misinterpreted our roles in the production and the work we were expected to complete. To better improve it I will in my future productions allow my expert in my crew to lead the topics on their subjects and have them recorded for future work reference during the production.