Contingencies for Absent Crew

Follow backup procedures when FC crew members miss required responsibilities on scheduled production days.

Overview

Film productions rely heavily on collaboration and shared responsibilities, making consistent crew participation essential to keeping projects on schedule. This post outlines the procedures that should be followed when a crew member is unexpectedly unable to participate, including communication expectations, redistribution of responsibilities, and strategies for maintaining production continuity.

The goal of this protocol is both practical and educational. Productions must be able to adapt quickly to unexpected challenges, but students are also expected to develop professional habits around communication, accountability, and teamwork. Clear contingency planning helps reduce disruption while reinforcing the understanding that filmmaking is a collaborative process in which each crew member’s reliability directly affects the success of the larger production.

FC Protocol

If a crew member is unable to report to work during principal photography, they must contact the show’s Producer and the Head of Production as soon as possible, and no later than two hours before call time.

The Producer and the Head of Production will work through the following steps in sequence to determine the most appropriate solution:

  1. If the Director (or double-partner) is unable to work, advance to Step 8.
  2. If the “on-call” person has not yet been deployed, they step into the position. If they are already deployed, then…
  3. Check to see if having a smaller crew and consolidating positions will work. If that is not viable, then…
  4. Check to see if there is a BFA3 student who isn’t working that day and is available to fill in. If that is not viable, then…
  5. Check to see if there is a BFA2 student who isn’t working that day and is available to fill in. If that is not viable, then…
  6. Check to see if there is an MFA2 student who is available and interested in filling in. If that is not viable, then…
  7. Check to see if there is a BFA1 student who is available and interested in filling in, shuffling crew positions if the BFA1 isn’t adequately trained in the position that needs filling. If that is not viable, then…
  8. Postpone or cancel the shooting day, reworking the schedule as needed.