Music Video Pre-Production Checklist: What Artists Should Prepare
October 29, 2026
A director’s guide to music video pre-production: what artists must prepare, decide, and clarify before arriving on set, from concept to deliverables.
Pre-production is where your music video comes to life, long before you step in front of the camera. The choices you make now will shape everything: the look, the story, the energy on set, and even the final edit. For most independent projects, pre-production lasts about 2 to 4 weeks. This is your window to build a strong foundation, set clear expectations, and avoid surprises that can slow you down or drain your budget later.
This music video pre production checklist comes from years of directing and producing shoots with artists all over Italy. It is designed for you, the artist, with practical steps and details you can act on, whether your budget is closer to US $500 or you’re working with a full label team. You will find what to clarify, prepare, and communicate before arriving on set, from the first concept sketches to the last insurance form. The goal is to help you show up ready, focused, and confident, wherever your music takes you.
1. Concept and Treatment: Setting the Vision
What Makes a Strong Treatment?
The concept is your starting point: the core idea behind your music video. It can be as simple as a visual metaphor, a story you want to tell, or a mood you want viewers to feel. Before you write anything down, ask yourself what the song means to you, what emotions you want to evoke, and what images come to mind when you listen. Think in terms of themes (love, rebellion, nostalgia), messages (overcoming, belonging), and visual styles (cinematic, surreal, documentary, performance-driven).
A treatment is the next step. This is usually a 2 to 4 page document that lays out your vision in detail. It goes beyond a quick summary: it maps out how the video will look and feel, what will happen in each scene, and what references you want your crew to keep in mind. A strong treatment typically includes:
A brief summary of the concept, ideally in a few sentences
Visual references, photos, film stills, or mood boards that match your desired style
A scene-by-scene breakdown or outline of key moments
Notes on tone, mood, and the overall pace of the video
Any key technical wishes (for example, if you want everything in black and white, or shot in one take)
This is more than paperwork: it is the creative blueprint your director, crew, and even your future self will keep coming back to. If you want practical advice on structuring yours, you can check out how to write a music video treatment.
How to Share Your Vision
Once your treatment is drafted, share it early with everyone involved, especially the director and key crew. If you are writing or co-writing the treatment, keep your language clear and direct. Use concrete examples: instead of “a dreamlike scene,” say “a slow-motion shot of a couple dancing alone in an empty piazza at dusk.” Include links or images whenever possible. If you are referencing classic Italian cinema or a specific photographer, name them.
Be open to feedback, but do not rush to change your vision with every suggestion. The goal is to make sure your priorities are clear before you scout locations, cast performers, or build a shot list. If you are co-writing the treatment with your director or DOP, set aside time to talk through each section and answer questions together. This early clarity saves time and budget in every phase that follows.
2. Budget and Timeline: Planning Your Resources
Budget Table: Indie to Major Label
Before you step onto set, it helps to know where your budget stands and what you can get within your means. Music video budgets in Italy and across Europe vary a lot: some artists spend almost nothing, while others work with full label backing and a big crew. Here is a practical breakdown of typical costs and what you can expect at each tier.
Budget Tier
Typical Range
What’s Possible
Pre-Production Costs to Expect
DIY / Emerging Artist
£800 to £3,000
Self-shot or small crew. 1 to 2 simple locations, minimal props, volunteer or small paid team. Expect to focus on strong concept over spectacle.
Location fees (often minimal or free), basic permits, essential insurance, small crew stipends, costumes from existing wardrobe, props sourced affordably, catering for crew.
Indie Label
£5,000 to £15,000
Professional crew, advanced camera gear, 2 to 4 locations, art direction, paid talent, more time for set dressing and lighting.
Location hire, city permits, insurance for all locations, expanded crew, set design budget, professional casting, wardrobe and makeup, better catering.
Mid Label
£15,000 to £45,000
Multiple days of shooting, premium equipment, large crew, custom-built sets, SFX, multiple cast, choreographer or movement coach.
High-value location fees, detailed permits, extensive insurance, full art department, professional stylists, dedicated playback technician, advanced set builds.
Major Label
£100,000 to £250,000+
Large-scale productions, international locations, well-known directors, original set builds, VFX, stunts, full production support.
All above plus international travel, exclusive locations, top-level insurance, large-scale logistics, health and safety management, union crew, legal and clearance.
Pre-production on indie videos often lands between US $500 and US $5,000. Your main costs before the shoot will include paying for locations, securing permits, insurance (which can run from US $500 to US $1,500 per day for standard public liability), hiring your crew, and sourcing props or costumes. For more on what each phase costs, see the music video production costs guide.
Timeline at a Glance
You will usually need 2 to 4 weeks for pre-production alone. This covers concept development, storyboarding, location scouting, casting, securing permissions, and locking down your crew. From the day you hire a director to final delivery, most music videos at Image Studio are completed in 6 to 10 weeks. Even quick-turnaround indie projects should allow at least 2 weeks for permits and insurance approval, especially if you want to film in public spaces.
3. Locations, Permissions, and Insurance: Securing Your Set
Location Scouting Tips
Choose locations that match your concept and budget. Start with the story and mood of your music video, industrial, natural, urban, or interiors. Scout in person if possible, or ask for video walkthroughs. Look at light, sound, and space for the action you need to shoot.
Factor in accessibility and logistics. Is there parking for your crew? Are there restrooms or shelter in case of rain? Think about how easy it will be to unload gear, control crowds, and work safely. Even with a small crew, a tricky location can slow down your shoot.
Lock in power and playback needs. Every location should be checked for power sources, especially for lighting or if you need to run playback. For performance videos, you must have a way to play the track loud enough for the artist to sync, but not so loud you get noise complaints or disturb neighbors.
Permits and Insurance Essentials
Apply early for permits and approvals. Public or council-owned spaces usually require a filming permit. Approval times are often 2 to 4 weeks, especially for parks or historic sites. Private locations may be faster, but always get written permission from the owner.
Budget for location costs. Permit fees for public spaces typically range from US $50 to $500 per site. Large cities or iconic sites can be more expensive. Some cities charge per day and may add surcharges for tech or recreation use. Always check the latest local rates.
Secure production insurance before you shoot. Most locations will require proof of insurance, even for a single day. Liability cover for a small music video shoot usually costs US $500 to $1,500 for up to $10 to $20 million in public liability. This protects both you and the property owner if anything goes wrong.
Bring documentation to set. Have your permits, insurance certificate, and any council or owner approvals printed or saved on your phone. If authorities check your set, you need to show these on request.
Scouting and securing your location is as important as camera and crew. At Image Studio, we always start location work early, so you have time to find the right space and get every document in place before the shoot. This keeps your production safe, legal, and on schedule.
4. Crew, Shot List, and Performance Prep: Getting Ready to Shoot
Essential Crew Roles
Before shoot day, confirm your key crew. At the core, you will need a director, director of photography (DP), and producer. For smaller indie productions, one person may double up, but for most music videos, each role is distinct. The director shapes the creative vision with you. The DP handles camera and lighting. The producer keeps schedules, budgets, and logistics in check. Depending on your concept, you might also need a gaffer (lighting), sound recordist, production designer, makeup artist, and a dedicated playback operator.
Get written confirmations from everyone. Double-check their availability for all shoot dates. If you are unsure which roles are essential for your idea and scale, this building a music video production crew guide breaks down each key function.
Performance and Playback Checklist
Build Your Shot List: Once your treatment is set, work with your director to break down every scene into individual shots. A detailed shot list keeps the day efficient. You will know what to cover, which setups come first, and how to time your performance. A good shot list includes camera angles, movement, props, and notes for each part of the song.
Playback Prep: For any performance or lip sync, bring the final audio file, ideally in WAV or high-bitrate MP3. You will need portable speakers loud enough for you to hear the track over any background noise. If you are filming outdoors or in a big studio, consider battery-powered speakers or a small PA. Double-check that your playback gear is charged and working. Have backup cables and files on a USB drive or phone.
Performance Rehearsal: Practice your song with playback ahead of time, not just in a quiet room but moving in space as you would on set. If choreography is involved, block out your moves in advance with any dancers. For bands, run through the song as an ensemble to spot cues and transitions. Lip sync in front of a mirror or camera to check timing and energy.
What to Bring on Shoot Day:
Wardrobe for each look and accessories
Props listed in your shot list
Printed shot list, call sheet, and permit copies
Playback device, cables, and backup audio files
Snacks, water, and weather-appropriate gear
Makeup kit and repair items for clothing or props
Phone charger and a power bank
Being ready here means less stress and more focus on your performance once the camera rolls. When you step onto set prepared, your whole crew can bring your music video to life just as you imagined.
5. Deliverables and Communication: Wrapping Up Pre-Production
Deliverables Checklist
Video formats: Clarify with your director and editor which formats you need. Most artists require a master file (ProRes or DNxHD), a web-friendly MP4, and often a vertical or square version for social media. If you need a version for TV broadcast, specify this early.
Social media cuts: Decide if you want short teasers, lyric snippets, or trailers. Confirm their length (usually 15 to 60 seconds) and aspect ratio (1:1, 4:5, or 9:16 for Instagram and TikTok).
Behind-the-scenes content: Request still photos or short clips during filming if you want to share the process with fans or for future promotion. Assign someone to capture these or ask if the crew can provide them.
Stills for press or cover art: If you need images for your press kit or single artwork, include this in your deliverables list and plan time in the schedule to capture them.
Communication Tips
Set expectations in writing: List all your deliverables, the final treatment, confirmed shot list, and call sheet in a single document or email thread. This avoids confusion if details change.
Confirm the schedule: Make sure everyone knows when and where to arrive, what the shoot timing is, and when to expect edits or review links. Share a detailed call sheet with all crew and performers at least 24 hours before the shoot.
Discuss feedback rounds: Agree with your editor on how many rounds of revisions you’ll have and how quickly you need the first cut. This keeps post-production on track.
Keep communication simple: Use one channel for fast updates (email or a group chat) and make sure everyone checks it. Avoid last-minute surprises by circulating any changes as soon as they happen.
Ask for a backup plan: If you’re worried about weather, location, or gear, ask your director to outline alternatives before shoot day.
Before you walk on set, double-check that every deliverable and logistical detail is clear and confirmed in writing. This preparation means fewer surprises and a smoother shoot. If you need help finalising your checklist or want to discuss your project, you can contact Image Studio for advice tailored to your vision.
How early should I start pre-production for my music video?
Plan to start pre-production 2 to 4 weeks before your shoot. This gives you enough time to work through concept, locations, budgeting, storyboarding, and scheduling without rushing, which is the standard for most independent music videos.
Can I shoot a music video without a permit if it’s a small crew?
Even with a small crew, most public or council-owned spaces require a filming permit. Skipping permits can lead to your shoot being stopped or fined, so it is best to apply early and have written permission for any location you use.
What happens if my location falls through last minute?
If your location is lost at the last minute, you need a backup ready or risk delaying the shoot. Always scout at least one alternative and confirm its availability, so you have options if your first choice becomes unavailable.
How do I choose between several treatment ideas?
Pick the treatment that best matches your song’s emotion, your resources, and what you want viewers to feel. A focused, clear concept is more effective than a bigger but vague idea, so talk through each option with your director and choose the one you can execute well.
What are common mistakes artists make in pre-production?
Artists often underestimate how long permits and insurance take, forget to budget for essentials, or skip clear communication with their crew. Rushing the treatment or not locking down locations and paperwork early can lead to delays and extra costs.
