Prepping the Client for the Studio Shoot

Speaker: J (Owner and Videographer)

So we're going to focus on the parent topic, Main Studio, and the child topic being Prepping the Client for the Studio Shoot. Basically, we're going to run through a couple of checkpoints and keep it linear to the prep. I'll start with why it matters.

When it comes to prepping the studio for a client, any client, whether they're large or small, it's important to realize the impact a first impression has. If you’re walking into a studio and let’s say you’re a larger client, and the place is dirty, the psych wall isn't clean or painted, it looks used, and there's equipment strung out everywhere, the first impression might be that the studio experience isn't one you'd want to show your client. First impressions matter. They impact the client's clients. They impact the crew, because the crew has to maneuver around a space full of random junk or work overtime to mask out the imperfections of a dirty psych wall, either in post-production or on-site. The talent, maybe your client's talent, is using the hair and makeup room adjacent to the studio, and if it's dirty or doesn't meet quality standards, it can really bring down the production.

People spend money to have an experience, not just to develop a product. So when you create that experience by prepping the studio properly, sweeping the floors, wiping everything down, stocking Z-fold napkins, toilet paper, cleaning supplies, coffee, drinks, it tells your client they matter. Their impression of you matters. That’s everything in this space.

What actually happens? Here’s what people will physically experience when a studio is prepped right. When a client comes in, they’ll notice right away that it smells great, we use spritz in the main office and hair and makeup room. When they walk into the main studio, they’ll notice how clean the psych wall is. They'll see how organized the gear shelves are, especially the a la carte section. It's easy to tell what’s rentable and what’s not. They can interact with the lighting easily because the tablet is charged and ready to go, running the Sidus Link Pro app for the grid.

These are invaluable experiences. At Camera Ready Studios, it's typically a white glove service. When you're in the main studio, it's fully prepped to help you be creative - not focused on limitations. We want you thinking, “Oh, I can do this, I can do that.” There's power on the grid, ceiling control for psych wall lighting with the iPad - it adds nuance and wonder to the shoot instead of taking away from it.

Prepping also means making sure the AC is dialed in. That means it’s not 80+ degrees when a client walks in during the summer. Everyone in production complains about one thing: hot studios. If the AC is down or underpowered and you’re running hot lights, the room gets very warm. So crank the AC as low as it can go before the production starts. That way, when they start turning on lights, it won’t become unbearable.

Now let’s cover how we handle this. It’s about dialing in that AC in advance, cold enough to offset the heat. It’s about making sure all the rental equipment is visible, accessible, and the studio amenities. tennis balls, stingers (extension cords), super clamps - are in their bins and client-facing. Give the studio a good sweep, make sure there are fresh trash bags. Clients shouldn’t see someone else’s trash. They’ll need those bins after lunch or a long booking.

Common mistakes and misconceptions? First: temperature. If a client is booked at 9 a.m. in mid-July in Texas and you turn on the AC 30 minutes before, it’ll still be hot. Power up the AC at least two hours prior. Another mistake: not communicating power requirements. Know your building’s service limit. A production company with lots of lights can overload your grid and trip breakers, halting production. Nobody wants that.

Also, when clients book, they often don’t anticipate repainting fees on the psych wall. That can be mitigated with complimentary booties, shoe covers - or simply removing shoes. Walking from outside onto the psych wall brings in dirt, grime, wet debris. It’s a magnet for blemishes.

Final point - real world insights: Every production is unique. Some work alone, some ask for help. If you’re at Camera Ready Studios and need assistance, ask the team. It doesn’t make you less prepared. Sometimes software and equipment don’t cooperate. If a videographer doesn’t show or gear isn’t behaving, we can jump in and help. We manage this place, and we’re ready to support you. That’s pretty much it, that’s Prepping the Client for the Studio Shoot.