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.

This section describes the Chaperone’s responsibilities during shooting days. The goal is to ensure smooth communication between guests and the production team, maintain comfort for attached crew members, and help the workflow run efficiently.

- Name Stickers
PA will prepare name stickers for your attached crew members with their first name and job title clearly written. It is often difficult for guests to remember everyone on set and understand who is responsible for what. Name stickers make communication much easier for everyone, especially for directors, cinematographers, and client representatives who frequently interact with different departments. You should give them out to your crew.

- Catering & Client Meals
On the shoot, the catering team will provide a menu for all shooting days. The menu will be formatted in our production template and accessible via a QR code placed on the client table. It is important to show the menu to your attached guests at least 1 hour before each meal. Confirm with them: whether they prefer to stand in line at the catering area or order food in advance with your help; whether they prefer to eat at the catering area or in their private tent.

- VIP Table & Special Requests
A VIP table or client tent will usually be organized on set. The product list is usually agreed in advance with the client, and the Guest Catering waiter will purchase the required products (for example: vegan, gluten-free, halal, kosher, etc.). If members of your attached group did not previously share their dietary preferences, it is important to ask them directly about allergies or food restrictions and forward this information to the PA and Guest Catering team.
Guest Catering usually refreshes food and drinks in the client tent regularly, but it is recommended to monitor this occasionally, as the catering team may be handling many tasks simultaneously. The Guest Catering waiter can also prepare coffee and other drinks upon request. You can ask them via walkie-talkie.
If a client requests something not available on set, check with the PA whether it can be ordered via delivery service. Depending on the workflow, the PA may place the order, or you may be asked to do so.

- Printouts & Documents
The following materials will be prepared by PA on set: Storyboards / Shooting plans / Call sheets /
Additional documents upon request (actor texts, photoshoot briefs, post-production notes, food stylist instructions, approved fittings, etc.)
If anyone from your attached crew asks for printed materials, they can usually be found in the Assistant Box.

- Assistant Box
The Assistant Box is a bag containing essential production materials such as: printouts / stationery / cables / power banks / basic equipment / first aid kit / other useful items for the shoot.
If anything is taken from the Assistant Box, inform the PA so that items can be tracked and replaced if necessary.

- Client Area Setup
Approximately 30–40 minutes before the arrival of clients, the PA prepares the client area.
This usually includes: tablecloths and table setup / snacks and drinks / plates and utensils / printed shooting boards and plans / menu sign / Wi-Fi sign / shot frames.
Different departments may also have separate tents, for example:

• hair tent
• makeup tent
• celebrity tent

During the shooting day, it is important to keep an eye on the workspace of your attached crew members and ensure the area remains clean and organized.

- Working With Your Attached Guests
Every shooting day, you will usually meet your assigned guests at the hotel and accompany them to the set.
Throughout the shooting day, it is important to stay close to your assigned people so that any requests or tasks can be handled quickly.
If you are attached to actors, you should stay in contact with the casting assistant and track where they are during the day: on set / on makeup / on hair prep / in wardrobe
If you are attached to a celebrity, the same principle applies. Understanding their preparation process helps the production move quickly during filming.
If you are attached to members of a celebrity’s team (for example a hair stylist, makeup artist, or entourage), you do not need to track their movements constantly. Simply stay nearby and assist them when needed.

- End of the Shooting
collect all modems and leftover printouts.

- IMPORTANT
Printouts must never be left at any location, including shooting locations, scouting locations, or meeting areas.
All printed materials may contain confidential project information, so they must be collected and returned to production at the end of the day.

Usually, when the shoot ends and departing day begins, chaperones or PAs do not meet people at the hotel and do not follow them to the airport.
Anyway, it is necessary to keep track of drivers and be sure they didn't oversleep.
In most cases, PA is in charge of it fully, anyway, if there are too many night flights, you can be asked to help with some of your crew members flights.

- 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.