Bookings Co-ordinator
The Bookings department is a key area of Post Production - all jobs a Post Production House gets commissioned for are allocated and monitored by this department. Post Production Facilities Houses provide complete end to end services for off-line, on-line and non-linear editing, visual effects, and DVD production to the independent, corporate and broadcast media sectors. Post Production involves creatively weaving together visual and audio materials shot or created during the production process, and combining them with other media, graphics, effects, subtitles, archive footage, etc., to create a variety of final products including broadcast programmes, DVD titles, corporate productions, etc.
Bookings Co-ordinators/Schedulers are part of the team that supports the work of Post Production personnel and clients. Bookings personnel are the organisers and schedulers of work in progress; they must always know the exact location within the facility of each job, and the stage in the Post Production process which has been achieved. They assist Facility Managers, and Front of House Client Services Managers. They are usually employed by the company. Many Bookings personnel stay in this department for most of their careers.
What is the job?
Bookings Co-ordinators/Schedulers assist with the co-ordination of work, and the scheduling of the technical and creative services personnel responsible for completing it. They contribute to the management of all the resources inside facilities, and schedule jobs to control and manage the work flow. They are responsible for client liaison and account handling, and for maintaining regular contact with clients, whether they are current or not. They assist with quoting and costing (actualing) individual jobs, and carry out all the administrative aspects of each project (preparing job sheets, invoices, confirmation forms, etc.) They take details of work to be undertaken, and note clients' estimates of what is required to complete the work.
Bookings Co-ordinators/Schedulers know what resources are available, and how they can be matched with clients' requirements, as well as the availability of the facilities needed, and of editors/technical staff with whom the client may specifically wish to work. They contribute to the management of the process as each job moves through the facility. They assist with identifying opportunities to sell extra services to clients, while working within the client's budget schedule on each production. They closely follow the progress of each job, specifically helping to monitor client satisfaction with the processes involved, and with the finished product.
Typical career routes
Bookings Co-ordinators/Schedulers may progress to become Bookings and/or Facilities Managers. Bookings and sales roles may be combined in some facilities; in others bookings staff are regarded as facility assistants, and may have progressed from the role of Runners. The expected job span in this role is three years as a junior bookings person.
Essential knowledge and skills
Bookings Co-ordinators/Schedulers should understand the application of equipment, the capabilities of the facility's resources, and the cost effective and practical methods of scheduling work through the facility. They must have a working knowledge of the company's technology, know how long each job will take, and what skills are available.
Key Skills include:
- excellent communication skills;
- a high level of organisational skills negotiation and budgeting skills;
- precise attention to detail;
- initiative and problem solving skills;
- effective team working skills;
- diplomacy and sensitivity when working with clients;
- basic IT skills;
- knowledge of the requirements of the relevant Health and Safety legislation and procedures.
Training and qualifications
Although no specific qualifications are required by Bookings Co-ordinators/Schedulers, reasonable educational standards proving literacy, numeracy and IT skills are essential. Personality and communication skills are also very important at entry levels.
Where to go for more information
Skillset is the Sector Skills Council for Creative Media. The first sources of information for all jobs in the industry are the National Occupational Standards. Browse Skillset's website for links to our network of training partners, information about training and access to the comprehensive Skillset/BFI course database. Finally, Skillset Careers is UK's only specialist media careers advice service; for detailed media careers information and advice, visit www.skillset.org/careers.
Websites
- UK Screen Association is the trade body for Post Production;
- BECTU, the trade union represents Post Production personnel;
- British Film Institute publishes Sight and Sound;
- BKSTS (The Moving Image Society) publishes Image Technology;
Publications
- Broadcast, weekly newspaper for the UK TV and Radio industry;
- Televisual, monthly business magazine for the broadcast industry;
- Video Editing and Post Production - Gary H Anderson - ISBN 0-240-80337-X
Glossary
Linear : Editing in formats where it is not possible to move sections around within edited material, e.g., VHS, u-matic or BETA, etc.
Non-Linear : Editing in formats where it is possible to move sections around within edited material, e.g., film, AVID, Edit Pro, etc.
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Bookings Co-ordinator - Post Production
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