This document is confidential and is the property of The Martini Shot.

This document:

1. Should not be shared;
2. Should not to be forwarded to third parties, neither in full nor in part;
3. Is intended for personal education and controlling yourself on your tasks on projects.

What is described below is mainly applicable for service projects.
On local projects, the requirements are adapted depending on how the project is implemented.
Obviously, parts that do not apply to local projects - are not implemented.

The Martini Shot is:

1. A very customer-centric company whose mission is “Living with the WOW feeling and giving it to Clients”.
2. Eco-friendly. Before the PPMs we always inform Clients/Agencies that we have online format of information, clarify whether it will be convenient to work this way at the meeting, if not, we print a minimum number of booklets for the Client/Agency who want to receive such versions.

IN GENERAL

- Always be in touch: respond very quickly to emails, calls, in messengers from Producer and Clients.
- Always stay positive and friendly with Clients, Dir/DoP, etc.
- Fulfill/organize any needs/desires of Clients, Dir/DoPs, etc.
- Always listen to the topic of the conversation, and if it sounds as something we can help with - be proactive and get ahead of the request with your suggestion (for example, someone tells that they need to change the money / cigarettes are running out / they forgot their toothbrush, etc.). We do not wait until we are asked for something, we always listen and do everything in advance!
- Try to do better with every time, even if you already do it well.

Chaperone is responsible for accompanying, assisting, and ensuring the comfort and well-being of designated individuals during the production process.
This may include actors, clients, celebrities, or members of a celebrity’s team.

Depending on the project requirements and the stage at which the Chaperone joins the production, responsibilities may vary. The Chaperone may work in coordination with different departments depending on the project structure. Specific duties are defined by the EP and LP at the start of each project and confirmed during the kickoff.

- Chaperone accompanies and supports designated individuals (actors, clients, celebrities, or VIP team members) throughout the production day
- Ensures the comfort, safety, and well-being of the assigned person both on set and during breaks.
- Coordinates with the production team to ensure the individual is present on set according to the shooting schedule
- Assists with the movement of the assigned person between locations (set, holding areas, dressing rooms, transport, etc.)
- Helps facilitate communication between the assigned individual and the relevant production departments when necessary
- Ensures that all agreed requirements for the assigned person are respected and properly communicated to production
- Assists with timing and coordination for costume, makeup, rehearsals, or other preparation needs when relevant
- Monitors rest periods, meals, and general comfort during the working day
- Ensures that the assigned person is supported in navigating the production environment and schedule
- Communicates any concerns, requests, or schedule changes related to the assigned individual to the appropriate production PA, PC or LP / EP

All accommodation-related organizational processes are coordinated by the PA, who is the primary point of contact for any questions related to guest arrivals, hotels, or travel details.

Pre-Arrival Preparation
- PA prepares a face recognizer document containing photos and names of all arriving guests (clients, celebrities, VIPs, and their team members). This document helps the production team identify guests easily at the airport and throughout the project.
- PA provides all necessary arrival information, including:

• guest names
• hotel confirmation letters
• flight arrival and departure details
• other relevant travel information

-- Whenever possible, guests will be pre-checked into the hotel before arrival in order to make the check-in process faster and smoother
- In some cases, guests may prefer to complete the check-in process themselves and therefore may not share their passport details in advance. This may happen due to personal preference or privacy policies (especially if the guest is paying for the hotel directly). In such cases, we respect their decision and do not insist on receiving their documents.

Airport Meet & Greet
- PA prepares a meeting sign (either on an iPad or a printed version) with the guest’s name.
- Chaperone should hold this sign in front of the arrival gates to make it easy for guests to identify the production representative
- PA prepares welcome bags for clients, which may include small gifts or branded items.
Before going to the airport, Chaperone should stop by the office to collect the welcome bags and present them to the guests upon arrival.
- Chaperone meets their assigned clients/guests at the airport together with the production driver.
- Chaperone welcomes the guests, presents the welcome bags, and ensures a smooth and friendly first contact.
- Chaperone accompanies the guests from the airport to the hotel.

Additional Arrival Support
- Arrival tracking is essential. Chaperone should monitor flight status and inform the driver immediately if there are any changes (delays, early arrivals, gate changes, etc.) to avoid the driver arriving too early or too late.
- The driver will usually pick up the Chaperone from home, the office, or another agreed location.
Coordinate with the driver in advance to agree on the most convenient pickup point.
- In some cases, clients require eSIM cards in advance. These are usually provided in the car after meeting at the airport.
Chaperone may need to assist the clients with activating the eSIM and connecting it to their phone. PA will provide instructions in advance on how to complete this process
- Some clients may require Fast Track arrival service. This is a separate VIP exit area at the airport.
The production drivers know the location and how to access the parking area. The Fast Track zone is typically a small area with one exit point from the airport, making it easy to identify arriving guests.
If needed, airport staff can assist with directions or additional information.

Hotel Check-In
- The Chaperone stays with the guests during the hotel check-in process, regardless of whether the passports were shared in advance or not
- Chaperone ensures that the guests are properly checked in and comfortably settled
- If any issues arise during the check-in process, the Chaperone should immediately contact the PA for further instructions and assistance

On days when guests have free time or a down day, production may organize entertainment activities in the city.
These activities may include guided city walks, restaurant reservations for lunch or dinner, visits to local baths, or other cultural and leisure experiences.
All reservations and arrangements are usually organized in advance by the production team.
In some cases, guests may request additional assistance, and a Chaperone may be assigned to accompany them throughout the day.
Chaperone may help guide guests through the city, assist with local orientation, and ensure the schedule runs smoothly.
May assist guests with practical matters such as cash payments, transportation coordination, or communication with local staff when needed.
When visiting restaurants, Chaperone may help explain the menu, assist with ordering food, and ensure that the guests receive the correct dishes according to their preferences or dietary requirements.
Chaperone should ensure that guests feel comfortable, relaxed, and well taken care of during their free time.
The goal of the Chaperone during entertainment activities is to create a pleasant, friendly, and enjoyable experience for the guests while representing the production in a professional way.

• Before the shooting - make separate frames from the shooting plan, print and have on the shoot (2 copies), we hang these frames on the board and when the shot is taken, stamp DONE. European productions often ask to print out large A2 storyboards and later post them on the Client's tent / starter tent, we specify in advance how exactly it should be prepared on the site.
• Prepare stickers with names and job titles for the band members.

It is very difficult for our guests to memorize the names and who is who (what is responsible for). Therefore, it is necessary to prepare stickers with names and positions written clearly and legibly on: -scouting -technical recce -shooting;
This will be greatly appreciated, especially by directors and cameramen who tend to commiserate courteously with group representatives.
Plus it will help our collegues who have 100500 tasks in their heads and find it difficult to remember them all at once.
In short, stickers with names and job titles at the above-mentioned events are a total advantage and make life and communication easier for everyone.

On the stickers we write legibly and large. Above the position, below the name. Abbreviate the position if there is an abbreviation (e.g. EP - Executive Producer, PM - Production Manager, PC - Production Coordinator, 1st AC - Focus Puller, etc.). We do not write the last name on the stickers, only the first name, and it is important that it was written not as in the passport, but as a person is called in life (often people have 2-3 names in the passport, we write how they introduce themselves when meeting - this point can be clarified with the PC).

• Often we shoot at locations with large crowds of people/tourists.

In this case, the Catering and WC manager are clearly instructed by the management to refuse service to those without stickers.
There were cases when VIP was not allowed into the WC because he didn't have a sticker and almost peed in his pants (nightmare- nightmare).
Actors and stage actors are no exception.
Actors can have a sticker in their pocket, not stick it on the costume they are filmed in and present it on demand.
It is not necessary to find out the names of all the actors and prepare stickers for them, it is enough to give the coordinator of the cast stickers, corresponding to the number of actors of mass scenes on the set on the shooting day, with a single inscription: EXTRAS, so that they can freely eat and go to the toilet during filming.
Prepare and provide the necessary number of stickers for representatives:
- art group, coordinating with the production designer;
- administrative crew, drivers of technical transport, in coordination with the PM;

Before the shoot you need to :
- Receive in advance the menu for all days from the catering, to coordinate, to write adequate names of dishes, to formalize in our form, to approve with PC, to upload the menu on QR code, which will stand on the client's table.

- Control the organization of the VIP table on the shoot (control over its condition during the shoot, agree in advance with Guest catering to purchase the necessary products on request: for vegans / gluten free / halal / kosher, etc.);

- Control organizational issues at the site (readiness of VIP table, whether all is OK with toilets) and other organizational issues that arise in the process of preparation;

- Have charged modems and chargers to them on set

Print out the necessary materials:
- Storyboards (to the director, playback, clapper(if any), 3 pieces to the client + 2 additional, about 8 pieces in total, unless otherwise requested, we try to minimize the number of printouts)
- shooting plans - one for each head of department (director / 1st AD / producers / production designer / props master / style / makeup / casting / food style / gaffer, etc.) + 5 per client place, total about 15 pieces.
- call-sheets - 3-4 pieces for 1st AD and Casting
- other materials on request (text for actors / brief for photo shoot / post production / food stylist / approved fitting / etc.), clarify in advance with the PC and print in the necessary quantity.

- On shoots 30-40 minutes before the arrival of clients to prepare the client place: hang frames, tablecloths, snacks / drinks / appliances on the table, printouts (shooting boards, shooting plans, callsheets do not put on the table!), a sign with the menu, a sign with Wi-Fi.
- Before the director arrives, make sure the coffee machine and full hot kettle are ready - tell the Guest waiter into the walkie-talkie;

- Check the first-aid kit, if something is missing, ask the OM to organize additional purchases in advance of the guests' arrival if something is needed on request

- Check the availability of mosquito spray, sunscreen, etc.;

- Always bring a large wi-fi router (with 4 antennas) to the set;

- Collect all modems, leftover printouts after the shoot.

IMPORTANT! WE NEVER LEAVE PRINTOUTS AT THE LOCATION (AT SHOOTING / SCOUTING / OTHER ACTIVITIES), AS THEY ARE CARRIERS OF CONFIDENTIAL INFORMATION.

When you bring back a massive load of items in the middle of the night, and there’s no time or energy to sort everything out, all items should be placed in the far room (which is also cleared and empty).

Important: Do NOT store them in the storage room. The storage room must always have proper access to shelves, items, etc., so we do not clutter it with everything that arrives from a project.

Within two days after the shoot, the project team is responsible for sorting the items from the far room and restoring it to its original state as follows:

• Items that need to be sent to the backstage storage should be packed separately. If there’s no casting, they can be stored in the far rooms temporarily. Immediately inform Misha so he can pick them up promptly. Items should not sit in the office indefinitely, waiting for someone to get around to moving them—otherwise, the office will turn into a junkyard again.
• Items that need to go to the props storage should also be packed separately. If there’s no casting, they can be stored in the far rooms temporarily. Immediately inform Misha so he can pick them up promptly.
• Office inventory items should be returned to their designated shelves and boxes according to the table.
• New items—if you’re unsure whether they should go to props storage or stay in the office — contact Sveta, and she will tell you where to send the items. If we keep them in the office, Sveta will also decide where exactly to store them, and the corresponding information will be added to the table.

- Always have money with you and take it at the beginning of the project to have enough for the whole project and some unpredictable situations. Either PA or LP / EP will give you project money in the beginning of the work. If you understand that you almost spent the whole budget, immediately notify production members about that.

- Take away all phones, modems, SIM cards, chargers, etc., which were given to visitors and return them to the office manager or PA.

- At the end of the project we prepare VIP files for all guests with different information about them. You will be asked to do the same for your attached people. When finished pass them on to the production assistant.

Financial report on the project should be handed over to the producer no later than 2 days after the group's departure!

And a couple of general words.
An important part of successful work at every stage of the project is support, mutual assistance, and backing each other up. It is very important to realistically assess your personal workload and, if you see that it may be difficult to handle your current tasks within the required timeframe, to signal this in advance so that the situation can be adjusted together.
It may also happen that, for reasons beyond your or your colleagues’ control, even well-planned activities do not go according to plan, and someone may need support in managing or solving certain tasks.

• If the chaperone is overloaded with VIP-related tasks, the PA or PC steps in to help.