The Rockstar PA: Mastering the Art of On-Set Success
🌟Career Coaching: Essential Strategies for Thriving as a Production Assistant
Knowing how things really work on a set is the first step toward being a rockstar production assistant (PA) on a project. PAs work in every department from transportation, locations, in the production office or assisting the wardrobe, camera and art teams.
You’ll need to ask yourself if you are an ”indoor cat” and prefer to work in the office or an “outdoor cat” that loves being in the fray on set. If you’re an outdoor cat, read on.
If you are a newbie to the entertainment world, you may be surprised to learn that a film set is supposed to run like a military operation. There is a specific chain of command, with the director at the top and department heads (cinematographer, scenic designer, sound mixer etc.) reporting to him or her. This formal structure may seem odd given that filmmakers tend to be quirky rule-breakers, but this structure ensures efficiency and allows everyone to focus on their specific roles.
How do you learn the ropes before stepping on a set? There are training programs for production assistants, including ones offered by local film commissions. However, PAs I’ve hired with this so-called training had no real world experience and didn’t last. Relying on common sense is the best strategy for anyone trying to break into show business, no matter where you live or work.
Here are four strategies to make a strong first impression and be invited back to work again. (People in production prefer to work with people they know and trust. So if you screw up on set, it is highly unlikely you will be booked to work again.)
BE PREPARED: Be on time– actually arrive on set 15 minutes before your call time. Once you book the gig, make sure you get a copy of the call sheet in advance. Most call sheets are distributed via email by midnight before the shoot. Try to print it and keep it handy. Study the call sheet like a holy scripture: it features information from the daily schedule, location addresses and detailed contact information for everyone on the shoot. It has detailed information about local hospitals, the fire department and other nearby public services as well as restaurants, gas stations, etc.
STAY CALM: Chaos often reigns on film sets, whether it be a student production or a $100 million picture. You may be shaking inside but practice deep breathing and paste a smile on your face. The best production assistants know when to ask questions and when to be quiet. Never ask a department head a simple question. Instead, find another P.A. with more experience to help you out. If you must approach a department head, be sure it's a pertinent question and the timing is appropriate.
KNOW ON-SET ETIQUETTE: You have one chance to make a positive first impression. Be prepared to impress your boss by having a small notebook and pencil ready to take notes. Old school producers (like me) used to ban smartphones from the set, but today, be sure to have your phone charged up and ready. (Bring your own portable charger since outlets may not be available.)
Be sure to embrace any task assigned, no matter how small. Never make a face when assigned to your job. Most PAs start their career by moving vehicles or locking down the set, which means keeping angry pedestrians from walking into the shot. It’s a very stressful but important job.
BE A CREATIVE PROBLEM SOLVER: No matter where you end up on the set, keep an eye out for ways to solve problems and think ahead. Many PAs start working in my favorite department, catering and craft services. This is a great position because the crew runs on its stomach.
Stressed out cast and crew appreciate being served an energy bar or their favorite candy by a happy, smiling PA. Your mission is to be sure there is an endless supply of hot coffee (or iced coffee on hot days), tea and soft drinks. Ask the person assigned to run craft services and you’ll soon learn that serving a mix of sweet and salty snacks and reorganizing to feature new snacks throughout the day is essential. Snacks follow trends. In recent years, small packages of dried seaweed became a favorite.
I love working in craft services because you’ll meet and interact with every single person on the set. Get to know their names and what they like to grab on the run.
Be especially aware of what the director, producers and any VIP visitors (often investors or distribution executives) like to eat and drink. Matthew Modine, a wonderfully talented and kind actor I worked with on a film, had one small request: a warm chocolate chip cookie when we wrapped every night. I fulfilled his request, no matter how challenging it was.
Another problem-solving suggestion: Ask your boss if you can provide a clipboard with paper and pens so people can jot down questions or concerns at the craft services table. These notes allow the crew to vent on paper instead of verbally. Just make sure a production manager or someone with authority can review and respond to the issues. (I always set up my production “office” adjacent to the craft services table so I’m very easy to find.)
A few examples of how I solved problems on set:
Puzzled by the request to buy overpriced snacks in bodegas around New York City, I suggested borrowing a Costco card so me and a PA could fill the production van with enough non-perishable snacks for the entire shoot.
When the kids where we needed to shoot opened the fire hydrant, the line producers freaked out. I quietly pointed out that we had a film commission permit to shoot on that street. I called the Fire Department, and they arrived within 10 minutes to shut off the water. Problem solved.
When a relentless heat wave turned the third-floor walk up apartment being used as the set into an oven, the cast refused to work. To avoid a full-scale mutiny, an experienced grip (a strong guy who hauls and sets up equipment) suggested that we rent portable air conditioners with long, flexible tubes to pump cold air through the windows into the sweltering apartment. Everyone took a break for 90-minutes until the units arrived and were set up. (The only problem is that the AC had to be turned off during filming, so the actors were still complaining but carried on.)
The role of a production assistant is far from glamorous, yet utterly essential. By embracing preparedness, maintaining composure, mastering on-set etiquette and cultivating a problem-solving mindset, you can transform any challenges into stepping stones for a successful career. So step onto the set with confidence, and know that even the most seasoned professionals likely started exactly where you are.
