How to Build a Production Plan
By Levi Smock, Head of Production
In early 2025, an experienced filmmaker reached out to Motivo Media. Because his story is native to Seattle he wanted to work with a local team familiar with the area. After searching for the right fit, he enlisted Motivo to help him create a production plan that he could present to investors.
Why Motivo? Not only are we based in Seattle, but through the years, we’ve developed a filmmaking community with access to knowledge and resources that another company wouldn’t be able to provide. That, along with our 15+ years of experience producing more than a dozen feature films, gave him confidence that Motivo is the go-to for Seattle-based production services.
So, what is a production plan and why is it important?
How Motivo Builds Film Production Plans for Investors
Filmmaking is an incredible artform. It meshes the creative efforts of dozens of varied artists, blending them together until they are embodied in one final piece. Unfortunately, this can be incredibly expensive.
When trying to get an independent project off the ground the first order of business is funding, which often requires investors. Before lining up meetings, it’s important to be prepared. Investors are going to be looking for a few standard things: a look book, a script, investor agreements, any talent attachments that you may have, but chief among these documents will be a professionally-prepared budget and schedule.
Having this foundation in place signals a couple of important things to the investors:
You are a professional. When you are able to present a well-thought-out plan for how you are going to shoot your film and how much it’s going to cost, potential investors will take your project more seriously. They’ll be able to see that you’ve thought through the details, planned for contingencies, and know how to utilize their investment effectively.
You will protect their investment. Until you have broken down your script, created a budget and a schedule, you don’t know how much your film is going to cost or how long it will take to shoot it. You're guessing—and when there are several zeros involved, guesses become very dangerous. Presenting a professional budget and schedule takes the guess work out of the equation, letting you and your investors know exactly what is needed to deliver your project.
“Before lining up meetings,
it’s important to be prepared.”
Step 1: Breaking Down the Script
The first step in creating a production plan is to break down the script. There are various software tools that can help with this, but essentially it involves a close reading of each scene of the script. For each scene, I am detailing every element, including cast, extras, vehicles, animals, VFX, art, and props. Everything that will cost time or money. I’m also recording the page count, naming the scenes, and labeling everything from props to extras to picture cars and more. All of this will help when I get to the scheduling phase.
I also use this time to create a question list for the director. It’s important for me to understand how each filmmaker intends to treat each scene, their filming style, and what the director wants to see in frame, before I jump into the schedule and budget, otherwise the projections can be way off.
For example, if there is a car wreck in a script, there are multiple ways that it can be filmed. Does the director expect to see a stunt driver crash the car into another vehicle, will it cut to black and we experience the wreck through sound design? Will we want to see a damaged car after the wreck?
All of these scenarios vastly change the amount of time and money that will need to be allocated to capture the scene according to the director’s vision.
Crafting a Preliminary Schedule in 2025
It’s important to note that at this stage, both the script and the budget are going to be preliminary. There are too many unknowns at this point to have something that is anything close to final. Actor’s schedules, location availability, and script changes are just a few of the moving parts. So my goal isn’t to create the perfect schedule. Even if I did, the 1st AD that we eventually bring on is going to redo it anyway.
That said, I want to take everything I know from my meeting with the director and create as accurate a document as possible. In my discussions with the director, I should have ascertained their shooting style, the pace that they like to work at, and what major elements will affect the timing of each day.
Page count is important, but it’s not the be-all end-all. Each scene isn’t created equal in the amount of time it will take to film. Scheduling out the days and weeks of a film is a bit like putting a puzzle together. Considerations like night shoots, driving shots, working with minors, all figure into how the puzzle gets put together.
Taking the time to factor in all of the variables is worth the effort. Nothing is worse than trying to pile into the schedule more work than is possible to film. You’ll end up not making your days and running into overages or worse yet, not completing your film.
Budget Research: Seattle and Beyond
Preliminary schedule in hand, now I have something that I can work off of to create the budget. Most of the time I will have a target number in mind before I begin. That doesn’t mean I’m going to force the budget to conform to that number, but it’s useful in several ways. Knowing roughly the amount that the producing team has the ability to fundraise helps me to advise on what creative solutions and options are available to execute the film. It also gives a basis for determining union tiers and SAG contracts.
Once those items are in place, now it’s time to do research. Contrary to what many filmmakers believe, budgeting is not just punching numbers into a spreadsheet. Each film is unique and is going to have its own unique challenges.
While I’m building out the budget I’m researching everything. Are there tax credits or film rebates in the location that we intend to film in? (We are going to dive into Seattle’s Film and Video Production Incentives in the next blog.) I need estimates from local rental houses. If it’s a remote location, it’s important to have a plan for where our gear is coming from and how everything is getting there. If members of the cast and crew are traveling, what does local housing cost? What do permits cost in the area? Are there local restrictions on filming? What about locations? The price for filming on location can vary wildly from one area to another.
This is the time to reach out to your film community. Local film commissions can be an incredible resource. If I’m not familiar with the area that the filming is set to take place in, then I will normally reach out to my peers that have filmed in the area previously. All in all, the key to budgeting effectively isn’t about having all of the answers, it’s about knowing where and when to ask questions.
After completing a pass on the budget, I like to meet again with the producing team. Revisions are a must, as everyone aligns their visions to the reality of the resources. This is the perfect opportunity to get everyone on the same page, before the heavy lifting of preproduction actually begins.
Creating a professional production plan is the first solid step in turning a script into a finished film and the most important one. Once the plan is in place and the team is aligned, there are set guidelines and structure for how to proceed. You will be able to lean on these documents to help provide clarity, context, and confidence when the project begins to feel unwieldy.
Next Up: Navigating Seattle’s 2025 Film and Video Production Incentives - How to Maximize Your Budget in The Emerald City...
About Motivo Media
Motivo Media is a Seattle-based video production and marketing agency specializing in storytelling for non-profits and growing businesses. With expertise in digital marketing and audience engagement, we create compelling content that connect with audiences and amplifies your mission.
Get in touch by emailing us at hello@motivo.me.