Industry Reminder: Set Safety – Best Practices for Ensuring a Safe Production

This November, we would like to remind everyone that set safety cannot ever be assumed or taken for granted. While certain props like firearms aren’t typically used (or allowed) in productions for advertising purposes, the commercial set is inherently a place of higher risk due to the sheer number of crew within a confined workspace, electrical cables running between areas, overhead rigs above crew and actors, and sharp, heavy equipment placed throughout cramped spaces and dark corners. All these factors – and more – pose an element of risk of injury to people on set, and it is important that everyone take safety on set seriously. We asked our regional production leads in the US, Canada, LatAm, EMEA, and APAC what clients can do to ensure a safe set, whether on location or in a studio. We hope you’ll digest their insights to take the necessary steps to ensure the safety of your productions.

1. During creative development: Ensure that you, your consultants, and your production partners review creative concepts while keeping in mind the potential risks associated with the script, as well as how the budget allocations/schedule must flex to accommodate safety best practices.

2. Shooting Around the World: Ensure that your agency and production partners are aware of local safety practices and laws. If you have concerns that certain countries enforce lower standards of working practices – especially when there are risks that have been identified – then it is necessary to ensure that elevated standards are reached either through setting rules or providing additional protocols for your shoot. This may include an investment, such as additional crew for another day, instead of 16-hr days.

3. Pre-Pro Meeting: Pre-Pro Meeting Agendas should have Health and Safety as a discussion item. It is a best practice to request that the Line Producer or Assistant Director identify any possible risks and define mitigation measures that will be taken throughout your production.

4. On set: The Assistant Director (AD) is responsible for safety but may not be liable in the event of an incident. Different countries have different laws. For example, in some countries it is the producer who is legally liable. Be aware there may be other safety officers on set depending on the requirements of the local jurisdiction and applicable permits.

5. Your agency producer and production consultant should be familiar with insurance coverage and the corresponding accountability of the brand or agency in the event of an accident, so they can address any issues before and as they arise.

6. Prior to the start of each shoot day: The AD will start the day with a safety briefing for the crew. This is typically a mandatory meeting requiring everyone in attendance to agree to safety protocols.

   1. At the safety briefing, the crew is informed of any unusual activities planned (stunts, pyrotechnics, special rigs, etc.), warned of the dangers, reminded to be alert, and informed of who they are to report issues to. Any Department Heads managing risks will have the authority to stop filming if they deem that they are being asked to try anything unsafe.

   2. Clients and the agency often arrive after the crew safety briefing (since their call time is usually after the crew call time), so please require that everyone be briefed upon arrival by the AD or 2nd AD to reprise the watchouts for the day. Let your agency know that you expect to be informed and included in a safety briefing.

7. Most production bids include a medic. Make sure to review the call sheet for each shoot day and ensure that a medic is on your set. The medic should be identified at the daily briefing. It is a best practice for the call sheet to also note the nearest hospital to the shooting location or studio.

8. Be proactive. If you see something, say something. Sets are dynamic workplaces with plenty of things happening quickly and concurrently. If you spot something of concern (an unweighted stand, an uncovered sharp point, cables one could trip on, etc.), alert production immediately.

9. Do not sacrifice safety for the budget. As brands utilize more low-cost production options, safety is not an area to skimp or cut back resources. Many low-cost productions utilize less experienced production personnel working long and tiring hours; this is a risky combination that may quickly lead to safety issues.

10. Make sure to get a risk assessment pertaining to your location. Work with your production partners to determine if there’s a chance that your shoot may be affected by incidents involving local syndicates, political and/or civil disruption.

    While the production company and their crew are responsible for providing a safe working environment, you do ultimately bear some responsibility as the client since you are funding – and possibly insuring – the production. It is critical, then, that you set the expectations for safety on set.

    APR recommends safety language be included in your production bidding guidelines to ensure bidders understand that set safety is a high priority; this also enables you to include the appropriate resources and protocols in your costs.

    Stay safe!

    Special thanks to our regional experts for their contributions to the article. Ron Hacohen (US), Lori Estabrooks (CAN), Pedro Roura (LATAM), Luke Beauchamp (EMEA) and Jonathan Parker (APAC).