How can you keep your lighting equipment and crew safe on location?

Lighting is one of the most important aspects of field production, but it can also pose various risks and challenges on location. Whether you are shooting indoors or outdoors, you need to be prepared for different lighting scenarios, environments, and hazards. In this article, you will learn some tips and best practices on how to keep your lighting equipment and crew safe on location.

1 Assess the location

Before you start setting up your lights, you need to do a thorough assessment of the location. Look for potential hazards such as power outlets, wires, cables, water sources, flammable materials, and weather conditions. Make sure you have enough space, power, and ventilation for your lighting equipment. Identify any areas that need extra attention, such as dark corners, reflective surfaces, or uneven terrain. Plan your lighting design and layout accordingly, and communicate with your crew and other stakeholders about the safety measures and procedures.

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Shantal A.

👩🏽🤳🏽 Head of Content & Marketing @Reel Mood + 🏆 Emmy Winning Content Creator + NAACP Nominee
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Assessing the location is a vital step for every planner/producer, whether you're scouting for a film or planning a brand activation event. Just like in filmmaking, the location sets the stage for the narrative you want to create. For events, it's the canvas upon which your brand story unfolds. Look for similarities: ambiance, lighting, and logistics. Does it align with your event's theme or the brand's essence? Consider accessibility, space, and amenities – all critical for smooth execution. A picturesque location can add cinematic allure, capturing attendees' imagination. By carefully evaluating the venue's compatibility with your vision, you ensure a memorable and immersive experience that resonates with your audience.

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2 Choose the right equipment

Depending on the location and the lighting design, you may need different types of equipment, such as stands, clamps, diffusers, filters, gels, reflectors, or generators. Choose the equipment that suits your needs and budget, but also consider the safety and durability of the equipment. Avoid cheap or faulty equipment that may cause fire, electric shock, or injury. Check the equipment before and after each use, and make sure it is properly stored and transported. Follow the manufacturer's instructions and guidelines, and use the appropriate accessories and cables.

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Shantal A.

👩🏽🤳🏽 Head of Content & Marketing @Reel Mood + 🏆 Emmy Winning Content Creator + NAACP Nominee
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Selecting the right equipment is a pivotal aspect of event planning. Just like casting actors for a film, each piece plays a crucial role in bringing your event to life. Identify the specific needs for sound, lighting, and technology, ensuring they align with your event's objectives. Quality equipment enhances the overall experience, mirroring the way great actors elevate a film's performance. Consider factors like durability, technical support, and budget. Opting for reliable and up-to-date equipment ensures a seamless event, akin to how top-notch actors deliver stellar performances. When you choose wisely, your event will shine, captivating attendees like a blockbuster film.

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3 Secure the equipment

One of the most common causes of accidents and injuries on location is falling or tipping over equipment. To prevent this, you need to secure your equipment properly and firmly. Use sandbags, weights, or stakes to stabilize your stands and clamps. Use gaffer tape or cable ties to organize and hide your wires and cables. Avoid placing your equipment near edges, stairs, doors, or windows. Use flags, cones, or signs to mark your equipment and warn others of potential hazards. Monitor your equipment regularly, and adjust it as needed.

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Shantal A.

👩🏽🤳🏽 Head of Content & Marketing @Reel Mood + 🏆 Emmy Winning Content Creator + NAACP Nominee
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Once, at a corporate gala, the event was set to kick off with a grand multimedia presentation. As the lights dimmed and anticipation grew, technical difficulties struck – the projector malfunctioned! Panicked, I wished I had taken securing equipment more seriously. Luckily, we managed to arrange a backup projector just in time. The moment was a wake-up call; I realized the significance of having reliable equipment. Since then, I've been meticulous about vetting suppliers and securing backup options, ensuring every event runs smoothly and stress-free.

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4 Protect the crew

Your crew is your most valuable asset on location, so you need to protect them from any harm or danger. Provide them with the necessary personal protective equipment (PPE), such as gloves, goggles, hats, or sunscreen. Train them on how to use the equipment safely and correctly, and assign them clear roles and responsibilities. Encourage them to report any issues or concerns, and listen to their feedback. Keep them hydrated, fed, and rested, and avoid working in extreme temperatures or conditions.

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Rob Gomes
(edited)
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Lessons learned; assign specific p.a.'s to walk around and offer crew/cast members water, every 3 hours.....scout your location like a parent of a toddler; look for potential problems in advance: ie, rugged terrain, the overall environment (including crew parking) super important to be a weather nerd!! Know what the weather conditions are going to be BEFORE you arrive.

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5 Adapt to changes

Even if you plan everything carefully, you may encounter unexpected changes or problems on location. For example, the weather may change, the power may go out, or the equipment may malfunction. In these situations, you need to be flexible and adaptable, and find creative solutions. Have a backup plan, a contingency budget, and a spare kit of equipment. Keep in touch with your crew and your clients, and inform them of any changes or delays. Be prepared to adjust your lighting design or schedule, and make the most of the available resources.

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6 Review the results

After you finish your shoot, you need to review the results and evaluate your performance. Check the footage for any lighting issues, such as exposure, color, contrast, or shadows. See if you achieved your lighting goals and met your client's expectations. Identify any areas of improvement or learning, and note any feedback or suggestions. Celebrate your successes and acknowledge your challenges. Thank your crew and your clients, and follow up with them as needed.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you keep your lighting equipment and crew safe on location?

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1 Assess the location

2 Choose the right equipment

3 Secure the equipment

4 Protect the crew

5 Adapt to changes

6 Review the results

7 Here’s what else to consider

Field Production

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