top of page

Video Production Travel Explained: What Every Client Should Understand

Brady Gilliam

luggage with airplane flying in the background at an airport

When your project calls for filming beyond the confines of a studio, it’s time to pack up and hit the road. Video production travel can range from local shoots at nearby landmarks to international ventures in distant lands.


Video clients need to grasp the nuances of this process. Whether you're capturing a corporate retreat, a documentary in uncharted territories, or a commercial against exotic backdrops, each scenario demands specific preparations and knowledge.


Understanding the scope of video production travel ensures you can plan effectively, budget accurately, and collaborate smoothly with your chosen production team. This introduction will set the stage for what you need to know to make your project successful wherever it takes you.


Understanding Video Production Travel


paved road going off into the distance with fall trees

Video production travel involves taking your filming needs outside the traditional studio setting and venturing into different locations to capture the perfect scene. This mobility allows you to bring stories to life against a backdrop that truly complements the narrative, whether it's a bustling city square or a tranquil mountainside.


Travel for video production can be categorized based on the destination's proximity:

  • Local Travel involves shooting nearby, perhaps within your city or state. This often requires minimal logistical planning and is excellent for day shoots.

  • National Travel takes you across the country, exploring landscapes and settings that are distinctly home-grown but diverse in their cultural and geographic makeup.

  • International Travel expands your horizon to global locations, offering rich cultural contexts and exotic locales. This can significantly enhance the natural beauty and visual appeal of your production.


Each type of travel brings challenges and rewards, so clients must understand the demands and intricacies involved. This knowledge ensures that every aspect of the production is handled precisely, from planning through execution to making the most of the environments chosen to film in.


Planning and Preparation


travel video production planning and preparation. map, camera, notes, etc.

Planning and preparation are critical for successful video production travel. The journey begins long before the cameras start rolling, with initial consultations setting the stage for a successful project.


Initial Consultations

The first step in any travel video production is to sit with your production team to hash out the details. These initial meetings are designed to discuss the project's vision, scope, and objectives. It's a time to align creative ideas with practical possibilities and set clear expectations for the final product.


A thorough consultation ensures that both the client and the production team understand the narrative, the desired outcome, and the logistics required to make it all happen.


Choosing the Right Production Company

It is imperative to select a production company experienced in handling travel logistics. To start, make sure they have the proper storytelling skills.


When vetting potential companies, look for a team with a proven track record of managing projects similar to yours in scale and complexity. Consider their familiarity with the intended locations and ability to adapt to unforeseen changes, common in travel scenarios.


Key questions to ask include:

  • How do you handle unexpected challenges during travel shoots?

  • Can you provide examples of past projects that required similar travel?

  • What is your process for securing permits and dealing with local regulations?


These inquiries will help you gauge their expertise and flexibility, essential for managing the dynamic nature of production travel.



Timeline and Scheduling

Effective timeline planning is another critical component. Video production travel requires accommodating various factors that don’t typically affect local shoots.


When planning your schedule, consider the following:

  • Allow buffer time for travel delays, which are often inevitable. Travel is time-consuming.

  • Understand the seasonal aspects of your chosen locations to avoid common pitfalls like adverse weather or tourist crowds.

  • Schedule for local holidays and events that could impact filming.


Building a flexible timeline that accounts for these variables will help ensure your production runs smoothly, regardless of location. Planning with these considerations minimizes stress and maximizes your production’s potential to capture the compelling content needed for your project.


Budgeting For Travel Video Production


videographer looking over water during travel video production

A clear understanding of budgeting is essential when traveling for a video project. If not planned and monitored, costs can quickly escalate. Here’s how to navigate the financial aspects of your project effectively.


Travel Costs

Travel costs encompass vehicle mileage/fuel, airfare, accommodations, and local transportation. Airfare varies widely depending on destination, booking time, and seasonality. Early booking can secure better rates and ensure availability, especially for large crews.


Accommodations should be chosen based on proximity to shooting locations to reduce local transport costs and save time. Local transportation, whether rental cars, taxis, or public transit, must be reliable and flexible enough to accommodate your production schedule and equipment needs.


Production Costs

Travel significantly impacts production budgeting. Due to travel requirements, crew wages may include overtime or additional days beyond the shooting days. The cost for crew travel days is often the half-day rate for each crew member. Per diems cover crew members' daily expenses and are regulated by industry standards but can vary by location.


Equipment transport is another major cost factor; depending on the amount and sensitivity of the equipment, you might need specialized shipping services or extra insurance.


Consider these factors:

  • Ensure your budget accounts for the total days on location, including travel and setup time.

  • Factor in the potential need for local hires or additional equipment rental if transporting every necessary piece isn't feasible.


Unexpected Expenses

Despite the best planning, unforeseen costs can arise. Weather delays, equipment malfunctions, or logistical changes can inflate your budget unexpectedly. To manage these potential issues:


  • Establish a contingency fund, typically 10-15% of your total budget, to handle unexpected expenses without jeopardizing the project’s financial stability.

  • Review and adjust the budget as the project progresses, allowing for flexibility and control over spending.


A thorough understanding and anticipation of these costs will enable you to manage your budget effectively, keeping your project on track financially and ensuring that no logistical hiccups hamper your creative vision. Always prepare for the unexpected and regularly communicate with your production team to adapt to challenges.


Legal and Logistical Considerations


map of barcelona, spain

Understanding video production travel's legal and logistical aspects is essential for a smooth and successful shoot. Handling permits, insurance, and equipment logistics thoughtfully ensures that production flows seamlessly.


Permits and Permissions

Getting the proper permits is a key step in planning your shoot. Requirements vary widely depending on the location, from strict city regulations to more relaxed rural guidelines. Start this process early, as obtaining permits can sometimes be lengthy, and not having the necessary permissions can halt your production.


Local film commissions or tourism boards can provide invaluable guidance if you're unsure. Even if permits aren't needed, it's wise to confirm this to avoid official disruptions.


Insurance and Liability

While the production company typically handles insurance, clients should be aware of the costs passed on to them. General liability insurance is standard to cover accidents or damage during the shoot.


Comprehensive travel and equipment insurance are also advisable to safeguard against unforeseen incidents involving the crew or gear.


Discussing with the production company the types of insurance they carry will give you a clearer understanding of what is covered and any additional policies you might want to consider.


free video marketing ebook

Equipment and Gear

Efficiently managing equipment transportation is vital for any traveling production. Several factors, including cost and logistical practicality, influence whether the equipment is shipped from home or rented locally. For indispensable equipment that travels with you, it's important to use durable, protective cases and consider how to handle sensitive gear like cameras and drones.


Airlines have specific guidelines for transporting professional equipment, which should be reviewed well in advance to avoid last-minute fees or complications.


Navigating these areas with detailed attention ensures that your production is legally compliant and logistically prepared, allowing you to focus more on the creative and less on potential setbacks.


Keeping a list of all equipment with serial numbers on hand is an excellent idea in case of mishaps.



Working with a Production Team During Travel


video production travel crew

Working effectively with a production team during travel hinges on clear communication, flexibility, and a solid post-production plan. These elements ensure that your project remains on track despite any challenges and produces high-quality results.


Communication

Maintaining clear and constant communication with your production team is fundamental, especially when traveling. Regular check-ins are vital, whether through daily briefings or digital tools like project management apps or instant messaging platforms.


These ensure everyone stays informed about daily goals and any changes. Establish a communication protocol before the trip begins so all team members know how to report issues and where to find important information.


Flexibility and Problem Solving

The ability to adapt to unexpected changes is key in video production travel. Weather conditions, equipment issues, or schedule changes can disrupt even the best-laid plans.


Equip your team with the necessary resources and authority to make decisions on the spot. This proactive approach allows for creative solutions and keeps the project moving forward, even when faced with unforeseen challenges.


Post-Production Considerations

Efficiently managing footage after travel is essential for a smooth transition to post-production. Implement a daily backup system using physical drives and cloud storage to secure all material. Catalog footage with notes on content and location to expedite the editing process.


Pre-planning the post-production workflow ensures a seamless shift from filming to editing, aligning the production process for efficiency and creativity.



Case Studies


EFM Events - Travel for Corporate IT Event Coverage



Client: EFM Events

Objective: To capture essential moments at IT events across the U.S. efficiently and effectively.


Travel Strategy and Preparation: Our strategy centered on minimalism and efficiency in travel and equipment handling to ensure seamless movement across various states.


  • Gear Setup: Our travel camera bag was lightweight and compact to facilitate mobility. It included two cameras, one light, essential lenses, audio equipment, and enough room to sneak in personal clothing — all able to be carried onto a plane.


  • Travel Arrangements: We booked flights to arrive the night before the event for ample setup time. This schedule also included options to depart late on the event day or the following morning, maximizing our on-site availability while keeping the travel schedule tight.


  • Expense Management: EFM Events took responsibility for all major travel-related expenses, including airfare, lodging, and meals. This clear division of financial responsibilities helped manage the project budget from the outset.


  • Logistical Execution: We focused on quickly setting up each location upon arrival. Our lightweight equipment allowed for rapid deployment and adjustment to various event settings, from small conference rooms to larger event halls.


  • Data Security and Backup: We used multiple hard drives for redundant backups each night to safeguard the captured footage. This was crucial given the quick turnaround and the necessity of preserving all recorded material from the day's events.


This case study exemplifies the logistics of efficiently managing travel for video production across multiple locations. Our approach with EFM Events focused on streamlined travel, proactive budget management, and effective on-site execution. 


Through careful planning and clear communication of roles and expenses, we focused on the logistics of travel and equipment management, ensuring smooth operations throughout the events. This method highlights our ability to handle the complexities of travel for production purposes effectively.


NFED Annual Meeting - Efficient Travel and Equipment Management



Client: National Foundation for Ectodermal Dysplasias (NFED)

Objective: To capture comprehensive footage at the NFED's annual meeting in St. Louis over multiple days, including specialized interviews and event activities.


Travel Strategy and Equipment Handling: Our assignment for the NFED required careful travel and equipment logistics coordination to ensure thorough coverage of their significant annual meeting. The home base was Grand Rapids, Michigan, and the travel destination was St. Louis, Missouri, by plane.


  • Equipment Strategy: We needed top-quality lighting for the extensive interview sessions planned for this project. We rented additional lighting equipment through an online rental service, arranging for the gear to be shipped to a nearby FedEx location in St. Louis for easy pickup. We also opted to travel with our camera gear instead of renting. 


  • Travel and Schedule: The project entailed two full days of filming and an additional two days allocated for travel. Our crew of two flew in the night before the first filming day to ensure ample preparation time. The first day began with picking up the rented equipment, followed by a full day of filming b-roll footage, ending with securing the footage and returning the equipment after the second day of shooting.


  • Cost Management: NFED covered all necessary expenses, including travel days, flights, accommodations, meals, and standard production costs. This setup allowed us to focus entirely on the production needs without concerns over logistical costs.


  • Execution and Data Management: Filming at the event required adaptability and precision. We captured everything from detailed interviews to dynamic event happenings according to the shot list. After each day’s shoot, we rigorously backed up all footage onto multiple hard drives to ensure data safety and redundancy.


This case study highlights our effective travel logistics and equipment rental management for a major client event. Our approach ensured meticulous coverage of the multi-day shoot, maintained data integrity and adhered strictly to the budget, demonstrating our commitment to delivering high-quality production services tailored to client needs.



Conclusion: Travel For Video Production Projects


Understanding every aspect of video production travel is essential for the success of any project. Clients should actively seek clarity and meticulously prepare to ensure that every phase of the production process goes smoothly.


Being well-prepared from initial planning to post-production will help mitigate risks and enhance efficiency, regardless of the filming location. This approach guarantees a smoother workflow and significantly boosts the final video's quality.


Book Your Next Travel Project With Visionaery!


video production team directing talent

Ready to take your next video project on the road? Book with Visionaery Productions for expert handling of all your production travel film needs and the ability to tell compelling stories that help you stand out from the competition.


Let's create incredible video content together! Contact us today to get started.


brady gilliam of visionaery productions

 


Comments


Commenting has been turned off.
bottom of page