Ok, fellow Martians, if you’re into VFX and want an introductory look into the machine that works behind the scenes, your boy gotcha! Having a clear map and knowing the steps within the process is essential. So let’s dive in!
I hope this is helpful, and I left some gifts for you at the bottom of this article.
BE FLEXIBLE! Every project will be different. They may have a different workflow, but the ideas should be the same. The point of this post is to give you a birdseye view of everything.
VFX PRODUCER vs VFX SUPERVISOR
A VFX Producer is like the conductor of a visual effects symphony, working hand-in-hand with the VFX Supervisor to orchestrate the entire production process. But let’s dive deeper into the magical realm of VFX and sprinkle it with some witty and cheesy charm.
Picture this: A VFX Producer is the savvy sorcerer of budgets, meticulously tracking the mystical realm of expenses and calculating the wizardry required to make those mind-blowing visual effects a reality. With a keen eye for numbers and a knack for financial sorcery, they ensure that the VFX enchantments stay within the bounds of the budget, never straying too far from the treasure chest of funds.
Meanwhile, the VFX Supervisor is like the wizard of effects, conjuring up a team of talented artists, vendors, and technical sorcerers. Together, they wield powerful software and computer hardware to breathe life into the director’s wildest imaginations. It’s a collaborative dance of creative minds, where every flicker, explosion, or fantastical creature is meticulously crafted to captivate audiences.
But alas, in the realm of visual effects, dreams sometimes clash with the cold, hard realities of budgets. When the director desires an effect that seems as elusive as a unicorn, the VFX Producer steps in as the budget whisperer. Armed with a magical abacus, they help the director make the tough decisions—where to allocate their gold coins wisely or perhaps even increase the enchantment’s allowance.
With their expertise, the VFX Producer becomes a guiding light, offering sage advice and clever solutions to ensure that the director’s vision is brought to life without breaking the bank. They keep a watchful eye on the budget cauldron, making sure the mystical effects are conjured within its limits, avoiding any reckless over-expenditures that might anger the financial dragons.
So, my friend, in the realm of visual effects, the VFX Producer and VFX Supervisor form a dynamic duo, each with their own set of enchantments. Together, they weave a spellbinding tapestry of cinematic wonder, where the magic of artistry and the practicality of budgets coexist in perfect harmony.
Before the shoot
PRE-PRODUCTION
In the mystical realm of visual effects, the VFX Producer embarks on a fantastical journey alongside the director and the creative team. Together, they delve into a realm of ideas, desires, and wishes, where dreams come to life on the pages of a script and the strokes of a storyboard.
Armed with their trusty magical scrolls, the VFX Producer carefully reads the script, deciphering its hidden secrets and envisioning the visual marvels that will grace the screen. They analyze the storyboard, unraveling its intricate tapestry of images and envisioning the resources necessary to bring these visions into reality. It’s a delicate dance of creativity and practicality, where the VFX Producer’s keen eye for detail and resource management shines.
With their mystical calculations and otherworldly insights, the VFX Producer estimates the precise resources required to manifest the director’s grand vision. They summon their arsenal of artistic sorcerers, carefully selecting the perfect blend of talent to breathe life into each enchanting frame. From the skilled magicians of 3D animation to the masters of compositing, they assign the right artisans to each project, ensuring a harmonious symphony of visual sorcery.
But the VFX Producer’s sorcery doesn’t stop there. They delve into the realms of technology, seeking the perfect technical solutions to transform the director’s dreams into a tangible, awe-inspiring reality. From the finest software incantations to the most powerful computer hardware charms, the VFX Producer navigates the labyrinthine world of technology to ensure the best result possible.
Ah, and in this wondrous journey, a beacon of light emerges—the mighty VFX Supervisor. Once the director’s vision takes form, the VFX Supervisor steps forth, their expertise shining like a guiding star. With their profound knowledge and otherworldly skills, they become the project’s guardian, overseeing the magical process and orchestrating the tasks at hand.
As the moon rises and the stars align, the VFX Producer and the appointed VFX Supervisor embark on this extraordinary quest together. Their combined wisdom, resourcefulness, and expertise create a formidable duo, capable of weaving visual enchantments that will leave audiences spellbound.
On set
PRODUCTION
The journey of the VFX Producer and the VFX Supervisor continues beyond the realms of pre-production. As the mystical cameras roll and the director’s vision comes to life on the set, their roles intertwine like magical threads.
The wise VFX Producer dispatches the VFX Supervisor to the enchanted realm of the set, ensuring that the talented artists have all the necessary assets to work their post-production sorcery. With a keen eye for detail and a touch of enchantment, the VFX Supervisor becomes the guardian of visual effects, tirelessly advocating for the needs of the artists amidst the hustle and bustle of the shoot.
But fear not, for the bond between the VFX Producer and the VFX Supervisor remains unbroken. They communicate through a mystical connection, maintaining constant contact during the bewitching shoot. Like wizards whispering secrets through the astral plane, they share insights, updates, and discoveries, ensuring a seamless integration between the real world and the realms of visual effects.
In their noble quest, the VFX Producer assumes the role of the oracle, foreseeing the potential consequences of last-minute decisions and unforeseen challenges that arise on the set. With a touch of caution and a sprinkle of clairvoyance, they warn the production team about any perils that may impact the sacred schedule of post-production, as well as the cost and quality of the mystical work.
Their words of caution echo through the enchanted halls, guiding the production team away from treacherous pitfalls and steering them towards the path of wisdom. The VFX Producer’s expertise becomes a beacon of light, ensuring that the wondrous realms of post-production remain intact and untainted by unforeseen perils.
As the cameras roll and the director’s visions come to life, the mystical alliance between the VFX Producer and the ever-vigilant VFX Supervisor stands strong. Together, they navigate the treacherous waters of production, protecting the sanctity of visual effects and guiding the way towards a cinematic masterpiece.
After the Shoot
POST-PRODUCTION
Where creativity and timelines intertwine, the journey continues even after the cameras have stopped rolling. With a radiant smile and an air of confidence, the VFX Producer takes on the role of a vigilant guardian, overseeing the progress of the mystical visual effects work.
Like a master sorcerer, the VFX Producer wields their magic to ensure that the project dances gracefully along the sacred path of schedule. With a watchful eye and a touch of enchantment, they monitor the evolving visual effects, ensuring that every spellbinding detail takes shape as envisioned. They become the orchestrator of time, ensuring that the sacred schedule remains intact and the final masterpiece emerges right on cue.
But the magic doesn’t stop there, my friend. The VFX Producer becomes a bridge between the director and the talented artists who bring the visual wonders to life. With their exceptional diplomatic skills and a dash of charisma, they mediate the dance of communication, ensuring that the director’s vision is understood and executed with artistic prowess. Their presence becomes a beacon of harmony, allowing the director’s voice to harmonize with the creative minds of the artists.
Yet, a true master of their craft knows the delicate art of standing firm while listening intently. The VFX Producer embodies this delicate balance, advocating for their own expertise and perspectives while being receptive to the concerns and needs of both clients and artists. Like a magical tightrope walker, they navigate the realms of assertiveness and empathy, ensuring that every voice is heard and every concern addressed.
A wise VFX Producer knows the art of diplomacy, weaving a tapestry of collaboration, trust, and understanding. They become the ultimate ally, standing up for themselves when necessary, yet always open to the wisdom and creativity that emanates from the collective minds involved in the project.
So, my friend, in this grand adventure of visual effects, the VFX Producer emerges as the protector of schedules and the guardian of communication.
helpful tips
FOR SUCCESS
Behold, the sacred scroll of wisdom! Within its sacred passages lie the secrets to unlock success and harmony in the realm of visual effects. Let us delve into its profound teachings, embracing the enchanting reminders that shall pave the way for triumph.
001
ESTABLISH GROUND RULES DURING PRE-PRODUCTION
Ah, the delicate dance of client approval and the magical realm of pre-production. As a wise VFX Producer, you understand the importance of clarity and efficient communication to avoid wasting precious time and energy. Let us embark on this journey together, unraveling the secrets of success in the realm of visual effects.
In the sacred quest for client satisfaction, the VFX Producer must be crystal clear about the client’s desires and expectations. This begins with a mystical gathering, where the director and their creative team share their visions, dreams, and aspirations. The script and storyboard become the sacred artifacts that guide your steps, granting you insight into the magical world that awaits.
Other reference materials, such as props, mood boards, test animations, and grading references, bring forth a treasure trove of information. Embrace these treasures, for they grant you the power to shape and influence everything that will later intertwine with your mystical work.
Armed with this wisdom, the VFX Producer sets forth to plan the project. The creation of an animatic from the storyboard becomes your mystical tool, revealing the timing of each shot, the framing, and the mesmerizing movements of the camera. It becomes a blueprint of enchantment, allowing the director to glimpse the grand vision and captivate the client with a glimpse of the final masterpiece.
The journey does not proceed until the animatic receives the client’s final approval. Should the client be tempted to rush ahead without a locked cut, your duty is to enlighten them about the perils that lie ahead. Explain the potential extra costs and delays that may arise when working with CG. Going back and forth becomes a herculean task, demanding the redoing of previous work, consuming precious time, and sowing seeds of frustration.
Even if the client possesses prior knowledge of CG sorcery, remind them of the sacred order in the realm of VFX post-production. Let them understand the sequential stages of modeling, rigging, animation, look development, lighting, rendering, and compositing. These steps are intricate, challenging to revisit once passed. Establishing clarity early on, differentiating negotiable aspects from non-negotiable ones, becomes the key to harmonious relationships and financial stability.
The realm of pre-production unfolds with its own cadence, its own ebb and flow. It is a delicate dance, where the duration can vary from a week to a month or more, depending on the project’s demands. The magical orchestration begins once the VFX Producer secures budget approval and unveils the final delivery date.
003
DON'T FIX IT IN POST!
Planning reigns supreme in the realm of visual effects! A vigilant and concentrated approach becomes the key to unlocking success. Let us explore the depths of planning prowess, unraveling the secrets to achieving realism, efficiency, and cost-effectiveness.
Live on set, magic thrives. The enchantment woven in the moment becomes more realistic, less burdensome on the budget, and swifter in execution than attempting to recreate the same magic in the realms of post-production. It is essential to cultivate a keen eye and ensure that every shot remains pristine, free from undesired objects that might disrupt the enchantment. From clearing cables to banishing coffee cups (yes, Game of Thrones, we’re looking at you!), meticulous attention to detail ensures a seamless visual tapestry.
In the realm of complex visual effects, the on-set supervisor becomes the harbinger of reference. Armed with a camera, even a simple phone, they capture the essence of the set through reference photos. These snapshots serve as invaluable guides, aiding the creation of set extensions, matte paintings, and other post-production wonders. From the surrounding landscape to the sky above, from grass and rocks to the texture of walls, these visual references breathe life into the virtual realms yet to be conjured.
But let us not forget the mystical markers of tracking! Before their placement, wise visual sorcerers take heed and capture photos. These images become powerful allies in the journey of post-production, aiding in the removal of these markers with utmost precision.
More wisdom awaits! Shadows of the crew lurking in the shot must be banished, for they disrupt the harmony of the visual narrative. Mirrors and windows hold secrets too, reflecting realities that might escape the eye. Continuity, that elusive mistress, demands attention. Capture photos of every shot, a visual chronicle to preserve the attire of actors and the placement of props. Let these snapshots become your mystical guide, reminding you of the intricacies that weave the visual tale.
Let the power of planning guide your every step, your every frame. Embrace the meticulous details, for they pave the way to realism and visual splendor.
002
CHOOSE THE BEST ON-SET SUPERVISOR FOR THE PROJECT
The invaluable presence of an experienced visual effects artist on set, a true ally to the VFX Producer, ensuring the collection of proper footage and guarding against costly mistakes. In the intricate dance of visual effects, their presence becomes even more crucial as the number of shots filmed multiplies. Whether it’s a single shot or a multitude of them, their expertise is a treasure to behold.
Picture this: On set, amidst the flurry of cameras and actors, stands the visual effects artist, a guardian of technical sorcery. With their keen eye and profound knowledge, they become the VFX Producer’s trusted companion, tirelessly ensuring that every shot captures the essence needed for seamless integration with the mystical realms of post-production.
The significance of their presence amplifies as the number of shots grows, for with each additional shot, the intricacies multiply, and the stakes rise. They become the guiding light, offering their insights and wisdom to steer the production away from costly pitfalls and ensuring that the footage collected aligns perfectly with the vision of the final enchantment.
But there’s more to this equation. The ideal on-set supervisor is none other than the very artist who will weave the visual effects tapestry in the realms of post-production. They possess an unparalleled investment in the work, their passion radiating like an enchanted flame. With their deep understanding of the craft, they become a wellspring of suggestions, offering valuable insights within their capabilities or the capabilities of their fellow artists.
They bridge the gap between the on-set production and the post-production sorcery, ensuring seamless continuity and harmonious collaboration between the two realms. Their presence becomes a catalyst for creative dialogue, where the visions of the director, the VFX Producer, and the artists intertwine in a majestic symphony.
Let the on-set supervisor be your guiding star, your confidant, and your advocate. Embrace their presence, whether it be for a few hours or for the duration of the production, for their contribution is a priceless gift in the pursuit of visual excellence.
004
HAVE THE RIGHT BLEND OF ARTISTS
The dance of VFX artistry demands careful consideration when it comes to the number of artists needed and the division of work. The nature of the project becomes the guiding star, illuminating the path to success.
In projects with extended deadlines, the work finds its home in the hands of specialized artists. Each discipline—from concept art to modeling, look development to rigging, animation to texturing, and beyond—receives its rightful custodian. The project unfolds like a symphony, with artists harmonizing their talents in a tapestry of visual enchantment.
Yet, when faced with tight deadlines or limited budgets, a different approach takes center stage. The wise VFX Producer seeks the aid of a 3D generalist, a versatile sorcerer capable of tackling multiple tasks. Specialized artists are summoned only for highly specific and specialized tasks, such as simulation. Efficiency becomes the key, and the generalist’s ability to navigate various disciplines proves invaluable.
The delicate balance between time and complexity! The shorter the deadline and the more intricate the VFX work, the more seasoned the artists required. The senior artists emerge, wielding their expertise like ancient spells, for their experience becomes the cornerstone of success. In projects spanning several months, the VFX Producer may enlist the aid of junior artists, guided and supervised by the lead artist of the department. Through nurturing and guidance, these junior artists evolve, destined to become “Rockstar \m/” artists in the future.
There exists no exact formula to determine the precise number of artists needed. Complexity and deadline intertwine, shaping the foundation of the team. The VFX Producer, alongside the VFX Supervisor, analyzes the director’s notes, consults the schedule, and evaluates the profiles of the artists. A balance is struck, ensuring the optimal composition of the team.
But let us not forget the significance of junior artists! These budding talents hold immense potential, and we must embrace them with respect and patience. The industry can be unforgiving, often overlooking those at lower levels. Let us break this cycle, nurturing their growth and supporting their journey. A happy artist thrives, producing their best work, and together, we create a nurturing environment that kindles brilliance.
The intricate dance of VFX artistry demands careful consideration when it comes to the number of artists needed and the division of work. The nature of the project becomes the guiding star, illuminating the path to success.
In projects with extended deadlines, the work finds its home in the hands of specialized artists. Each discipline—from concept art to modeling, look development to rigging, animation to texturing, and beyond—receives its rightful custodian. The project unfolds like a symphony, with artists harmonizing their talents in a tapestry of visual enchantment.
Yet, when faced with tight deadlines or limited budgets, a different approach takes center stage. The wise VFX Producer seeks the aid of a 3D generalist, a versatile sorcerer capable of tackling multiple tasks. Specialized artists are summoned only for highly specific and specialized tasks, such as simulation. Efficiency becomes the key, and the generalist’s ability to navigate various disciplines proves invaluable.
Ah, the delicate balance between time and complexity! The shorter the deadline and the more intricate the VFX work, the more seasoned the artists required. The senior artists emerge, wielding their expertise like ancient spells, for their experience becomes the cornerstone of success. In projects spanning several months, the VFX Producer may enlist the aid of junior artists, guided and supervised by the lead artist of the department. Through nurturing and guidance, these junior artists evolve, destined to become “Rockstar \m/” artists in the future.
There exists no exact formula to determine the precise number of artists needed. Complexity and deadline intertwine, shaping the foundation of the team. The VFX Producer, alongside the VFX Supervisor, analyzes the director’s notes, consults the schedule, and evaluates the profiles of the artists. A delicate balance is struck, ensuring the optimal composition of the team.
Ah, but let us not forget the significance of junior artists! These budding talents hold immense potential, and it is our duty to embrace them with respect and patience. The industry can be unforgiving, often overlooking those at lower levels. Let us break this cycle, nurturing their growth and supporting their journey. A happy artist thrives, producing their best work, and together, we create a nurturing environment that kindles brilliance.
005
COMMUNICATION!!!
“Time is money and money is time!”
A timeless mantra that resonates in the realm of visual effects, reminding us of the delicate balance between time and resources. Let us delve deeper into the wisdom that guides us, staying vigilant and attuned to the state of our projects.
In the ever-changing landscape of visual effects, awareness is paramount. Stay connected to the pulse of your project, for every day holds new revelations between shoots. Keep a watchful eye on your line test, a window into the evolving enchantment. It serves as a mirror reflecting the progress, revealing the areas that demand attention and fine-tuning.
The beauty of human connection! While we may wield the power of computers in our work, let us never forget that we are bound by our humanity. Engage in direct communication, for it is through meaningful dialogue that understanding thrives. Even if a production-tracking system graces your arsenal, the VFX Producer remains the bridge of communication, constantly engaging with the VFX Supervisor or department leads. Keep the channels open, sharing updates on what has been accomplished and what lies ahead.
But be warned, for disharmony among the agency, vendor, director, and client signals a perilous path. Misalignment in understanding and objectives becomes a warning sign that the project is veering off course. Take heed of individual tasks that endlessly shuttle back and forth, for they drain motivation and satisfaction from the artists. Watch for these signs, intervene, and realign the creative forces.
In moments of deadlock, fear not! Take a stance alongside production, holding steadfast until definitive approval is obtained. Why waste time and energy on contradictory ideas? Bring all stakeholders together, gather in the same room, and let compromise be the elixir that satisfies all parties. Unite their visions, forging a harmonious path forward.
Let the wisdom of time guide your steps. Embrace the power of communication, the ability to recognize warning signs, and the courage to seek resolution.
006
HUNT & COLLECT THE RIGHT INFORMATION
As the mystical cameras cease their dance, a treasure trove of information is unveiled. Let us delve into the artifacts that emerge: the EDL (Edit Decision List), the camera report, and the shooting report.
The EDL, a sacred scroll of guidance, contains the essence of the necessary footage and transcodes. It becomes the roadmap to the editing realm, guiding the post-production sorcerers to weave their magic with precision and finesse. This invaluable document serves as a cornerstone, ensuring that the visual effects align seamlessly with the captured reality.
Behold, the camera report, a profound revelation of technical sorcery. Within its sacred pages lie the records of camera lenses and settings used for each shot. This knowledge becomes a precious gem, for it holds the key to replicating the real-world camera inside the mystical realms of 3D software. Matching the effects to the look of the background plate requires a deep understanding of the camera’s intricacies. Automated reporting systems may offer glimpses of information alongside a clip’s thumbnail, but their essence remains incomplete. It is the duty of the VFX Supervisor to gather and note all vital information on the set, becoming the guardian of accuracy and alignment.
Let the EDL, camera report, and shooting report be your guides as you traverse the post-shoot journey. Embrace their wisdom, for they hold the secrets to ensuring harmony between reality and the visual effects realm.
Usually the DOP will set up the file naming of clip in the camera – just write that clip name down.
00;00;00;00 and Frames (if possible)
What scene does it relates to? Just a brief description.
Feet, Inches, cm. Best to measure from the ground to the sensor of the camera.
Did the DOP use any special filters on the lens? Pro Mist, Polarizer, ND? What stop ND?
Self explanatory.
Grab your protractor, bubble level, sun dial, or whatever you need to determine the angle of the camera. These new fancy cameras have built in levels so taking a picture of the monitor saves a lot of time and you can get out of the way of everyone quicker.
Your VFX artist will love you and takes away the guess work.
What is the camera focusing on? Static, Rack?
Although online production-tracking systems will create VFX shot lists for you, for smaller projects, a simple spreadsheet containing a thumbnail image and critical information for each shot will often do the job.
This information requires someone to generate a VFX shot list to pass to the team.
The list will contain notes on what the effects should look like, plus timecodes for the corresponding footage. It may be part of an online database or a simple spreadsheet and should contain information like:
Well diving into this deeper in a bit.
What is the VFX artist working on?
I said what I said.
What does the shot need? Key? Roto? Sky Replacement? Removal?
FRAAAMMMMES!
Whatever you gathered on set for the shot.
00;00;00;00 IN
00;00;00;00 OUT
00;00;00;00 Destination In. Where does the shot start?
00;00;00;00 Destination OUT. Where does the shot out?
Any fancy notes here.
007
A SYSTEM FOR REVIEWING DAILIES
the post-production phase, where the magic of visual effects unfolds, and the director’s vision takes shape. To keep the director updated on the progress and gather their invaluable notes, VFX facilities conjure a mystical offering known as “dailies.” Let us peer into the enchanted realm of dailies and explore the tools that facilitate seamless collaboration.
In the realm of post-production, the need arises to showcase the latest versions of everyone’s work, inviting the director to immerse themselves in the evolving enchantment. To fulfill this purpose, various software platforms specifically designed for screening and reviewing dailies grace the stage. These secure web streaming services enable remote access, allowing your team to work their magic from anywhere. Among them, platforms like Frame.io, ZedDrive, DAX Production Cloud, PIX, and COPRA offer their mystical capabilities. Choose a platform that aligns with your needs and budget, for they serve as the gateway to efficient collaboration and feedback.
And fear not, for even with a small team, there are solutions at hand. A simple shared Google Sheet, where collective insights are woven, can serve as a humble vessel for progress updates and notes.
As the guardian of your network, the VFX Producer ensures the smooth flow of footage, assets, and final delivery output. It becomes a sacred network, connecting the creative forces and fostering a harmonious exchange of mystical elements. Among the options available, Frame.io often stands as the beacon of affordability, offering a practical and accessible solution for most productions.
Let the dailies be your bridge to the director’s vision, the medium through which progress is shared and notes are gathered. Embrace the power of software platforms and collaborative tools, choosing the one that resonates with your team’s needs.
I have a network that each team member has access to. This is usually for acquiring footage, assets, and final delivery output. For most productions, Frame.io is the most affordable.
008
EDIT HANDLES
The mystical realm of edit handles, where hidden frames lie in wait, ready to assist in the grand tapestry of visual effects. But be aware, dear friend, for these extra frames, hold secrets that demand attention and preparation. Let us unravel their purpose and discover the art of matching their length to the complexity of the effect.
Edit handles, like the guardian spirits of footage, encompass the additional frames that precede or follow the visible portion of a clip. Within these frames lies the potential for 3D tracking, rotoscoping, cleaning, restoring, and other mystical transformations that precede the commencement of your work.
In the delicate art of matching, the length of the handles becomes a dance with complexity. A graceful harmony is struck when the number of frames aligns with the demands of the effect at hand. Consider the nature of the task before you. If your endeavor involves a simple color grading venture, a generous allowance of 25 frames in and out may suffice. However, when delving into the depths of tricky VFX effects shots, gratitude shall wash over you when bestowed with a mere five frames. Choose your figure wisely, aligning it with the complexity of the task that lies ahead.
But beware, for with great knowledge comes responsibility. It is crucial to communicate the chosen figure to the director, the editor, and the production team. Illuminate the path ahead, making them aware that certain shots will have limited trim. Manage expectations with clarity, paving the way for seamless collaboration and understanding.
You might have more than one vendor working for you. Make sure you track which shots go to which vendor. Most of the time it’s the MGH Logo 
You are responsible for creating a shotID. A regularly used naming system is to come up with 2-letter abbreviations for all the VFX sequences in the film, and then starting from 0010, name all your shots in increments of 10. So if your sequence is called “Eye Replacement”, you would start out with shots IDed as ER0010, ER0020, ER0030, etc. This pattern is easy to communicate verbally, easy to type (no need to hit shift for an underscore separator, e.g.) and allows you to maintain a rough chronological order if you need to insert a new shot after an existing one. It is also not dependent on the scene number where a VFX shot is located, which some people like to include as part of the Shot ID, but which I think is an irrelevant piece of information for VFX purposes.
What version is going out to the editor? Or for review?
This can be either the duration in cut, the total duration turned over for work, or both. Whatever’s more useful for you.
Handles refer to extra frames you’re asking the vendor to include beyond just what’s currently in the cut. Commonly, you’ll receive a shot back and want to add a few frames to the head or tail. If you only turned over the footage in your cut at the time, you wouldn’t be able to trim the shot. But if you have 8-frame handles, for example, that’s 16 extra frames you’ll get back that you can use in the cut if you need to.
This is where you tell your VFX vendor what you want them to do (and hope they read it). Even if it’s pronounced, do they need to key out the greenscreen and add laser beams coming from a cat’s eyes from frames 39-47? If so, write it down in the description.
Keep your list of what shots are In Progress, On Hold, Omitted, Final, and CBB (meaning “could be better”). Don’t rely on your vendor’s list, but do crosscheck your list with your vendors at regular intervals to be sure you’re on the same page with what work is left to do.
Knowing the date you turned a shot over to be worked on is useful. If you name your turnover batches, note that down too.
When you’re nearing the end of your film or project, you will want to check that the vendor delivered the correct version of each shot. Keeping a record in your database of what version was finalized and when will allow you to make sure you’ve got the correct files in your DI. If you find that your vendor has delivered a newer version of a shot than what you noted down, be sure to ask them about it. It might just be a tech fix (something small they noticed and fixed without needing client review), but best to be sure.
I know this bothers video assistants, but I am very strict with this rule. It saved me several times on jobs! When clients modify the file’s name, you will always know what version of a shot you are looking at, and there will be no possible confusion.
009
BE ORGANIZED WITH FILE NAMES
The art of organization, where files find their rightful place and chaos is banished. As the sole visual effects facility or part of a larger team, maintaining a structured approach becomes essential. Let us explore the mystical realm of file-naming conventions and the valuable information to be burned into the footage.
In the symphony of file management, consistency is key. Embrace the power of phraseology, for using the same naming convention on each job becomes a beacon of order and ease of retrieval. Let us embark on a possible file-naming convention, where each element holds significance:
(CLIENT)_(PROJECT-NAME)_(DURATION – FRAMES)_(ShotID)_(VERSION)_(DATE YYYY-MM-DD)_(USER)
Oh, how enchanting it looks! A mesmerizing example emerges:
MGH_PROJECT-NAME_300_0010_2023-01-02_Marsgohome
With this structure, the client’s name, project name, duration in frames, shot ID, version, date (in the format YYYY-MM-DD), and the user are woven into a tapestry of organization. Like a hidden incantation, this naming convention ensures clarity and ease when searching for files in the depths of your digital realm.
But there’s more, dear friend! As files venture forth, carrying the essence of your work, a touch of information becomes essential. Burned into the footage or embodied within a single-frame picture slate at the beginning of each shot, this information acts as a guiding compass. Some valuable details to include are:
- Shot ID or name: A unique identifier for the shot, allowing for swift identification and tracking.
- Version number: An indication of the iteration or stage of development of the shot.
- Date: A timestamp, capturing the moment of creation or modification.
- User: The name or identifier of the individual responsible for the work.
By incorporating this information, you breathe life into the footage, ensuring that its origins and purpose remain clear throughout its mystical journey.
010
VFX SHOT NUMBERS
The art of maintaining sequential order amidst the ever-evolving tapestry of VFX shots. Continuity is key, and flexibility becomes a guiding principle in adapting to new additions. Let us explore the technique of incrementing shot numbers by tens and the importance of keeping comprehensive records.
In the realm of shot numbering, incrementing by tens becomes a clever strategy, allowing room for new shots to be seamlessly inserted between existing ones. With this approach, the file naming and numbering maintain their precious continuity, easing the burden on your team and fostering a sense of order. The example unfolds as follows:
0010, 0020, 0030, 0040, 0050, and so on
But fear not, for the flexibility of this method extends further. Should a new VFX shot emerge between two existing shots, the difference becomes the new shot number. For instance, if a shot is added between 0040 and 0050, the new shot number would be 0045. And should another unexpected addition arise between 0045 and 0050, the latest shot would bear the number 0048.
Record-keeping, is the foundation upon which all else is built. It becomes the cornerstone of your work, guiding you through the intricate tapestry of VFX. Let us uncover the vital information that demands your meticulous attention:
- Shot number: A unique identifier, ensuring each shot finds its place in the sequential order.
- Shot description: A brief but descriptive summary of the shot’s content or purpose.
- Assigned artist: The individual or team responsible for bringing the shot to life.
- Status: An indication of the shot’s progress or completion, providing a clear overview of the project’s advancement.
- Notes: A space for additional comments or details, capturing essential information or specific requirements.
With these records in place, you possess the key to unlocking the potential of each shot, fostering effective communication and efficient collaboration.
MGH Project management
VFX Tracking sheet
To make life somewhat easier, I’ve created a simple Google Sheet that has the very basics of tracking for you to use.
VFX SIMPLE TRACKING GOOGLE SHEET
- VFX Tracker and Project Management Google Sheet for tracking jobs.
- Perfect for a team or a solo freelancer.
Name Your Own Price 🙂
For information on how to install, please visit our Knowledge Base Documentation.
VFX Tracker – Pro
- Detailed VFX Management Tracker
- ideal for small and medium productions.
- After Effects Slate Template
- Dynamic CSV Sheet to AE Slate
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