Coordinating the filming of an online course from a distance? Here's how to prep your SME and studio

Isn’t it incredible how technology has made it easier than ever to collaborate? These days, as an education provider, you can manage international eLearning projects from wherever you are, and that includes filming an online course without being tied to one location—it’s all possible remotely! In saying that, making it all run smoothly takes careful planning. Read on to learn how to manage Subject Matter Experts and film crews remotely.

Step 1: Understand project timelines

The first step is to map out your project timeline with precision. Start by working backward: identify the final deadline for all project videos and then factor in the editing team’s capacity—how many videos can they realistically complete per week? Use this to determine when the raw footage must be ready, which in turn pinpoints your ideal filming date. Be sure to account for the unexpected by building in a buffer—Murphy’s Law has a way of sneaking up! Finally, to keep everything on track, aim to secure your studio and film crew at least a month before filming. This extra lead time can make all the difference in avoiding last-minute chaos. Before doing so, there are a few other steps that come first.

Step 2: Get Subject Matter Expert details

Before reaching out to the Subject Matter Expert (SME), you’ll need to gather their details from the client’s team. Be sure to ask for the following:

• Full name
• Email address
• Phone number (if the SME prefers this for communication)
• Location (suburb, not just city) – this helps you book a studio that’s conveniently located for the SME.

Step 3: Reach out to the Subject Matter Expert to confirm filming dates and times

Once you’ve pinpointed an ideal filming date, expand it into a one-week range to offer flexibility when proposing it to the Subject Matter Expert (SME) being filmed. If your client has a closer relationship with the SME, check with their team to understand the SME’s preferred communication method—whether it’s email, SMS, or WhatsApp. Reach out using that method to propose the filming week and ask them to pick their preferred day and time. If the filming involves a lot of content, request them to block off a full day (or multiple days). For lighter workloads, offer the option of a half-day session, letting them choose between a morning or afternoon slot.

Step 4: Develop an outreach message to send to filming studios

You’re almost ready to book a studio! Before you begin reaching out, take a moment to finalise the details of your setup. Think about the equipment and staff you’ll need. Here’s an example of a standard setup for filming teaching videos:

• 1 videographer
• 2 cameras
• 2 lights
• Background (set, greenscreen, or solid colour)
• Lapel microphone
• Props (plants, books, chairs, desks)

Once you have this list, combine it with the ideal dates and times you’ve discussed with the Subject Matter Expert. Then, draft an email template to send to studios near the SME’s location. Be sure to include all the details and request a quote in your email. This ensures you have everything covered before making your final choice.

Hot tip

When reaching out to studios, here are a few key questions to make sure they’re the perfect fit for your project:

• Is the studio soundproof? If not, is there any noise we should know about?
• Does the studio have props- if so, what are the options?
• Is the space big enough for our setup? (Think cameras, lights, and props—it all adds up!)
• Do you have windows or natural light?
• How experienced is your team?

These details can be the deciding factor when choosing the right studio. For example, if you’re filming across multiple locations and want your videos to look seamless, it’s smart to avoid studios with natural light—it changes day-today, AND throughout the day! Stick with artificial lighting for a consistent look, no matter where you’re shooting.

Step 5: Get in touch with filming studios

Locked and loaded! You’ve got your email template ready with all the filming requirements and key questions for the project. Now it’s time to find studios near your SME. The easiest way? Head to Google Maps, pinpoint the SME’s suburb, and search for “film studios.” You’ll get a handy list of options to start contacting.

Reach out to up to as many  studios as you need and keep track of their quotes and responses in a document for easy comparison. When it’s time to decide, shortlist your options based on price, reputation (check reviews), and experience. If you’re still torn, give your top choices a quick call. It’s perfectly fine to repeat questions from your email—it gives you extra clarity and helps build rapport with the studio team. A friendly, professional conversation over the phone is a good sign they’ll take excellent care of your SME and deliver top-notch results.

Step 6: Finalise and book the film studio

Now that you’ve chosen your top studio, double-check with the SME to make sure the location is convenient for them to get to on the filming day. Once the SME gives the green light, confirm the booking with the studio. Make sure the date is locked into their calendar and take care of any deposits they require ahead of time. This ensures everything is set for a smooth filming day!

Step 7: Brief the Subject Matter Expert

It’s time to send out that all-important email to ensure everyone is crystal clear on the filming day details. Keep it simple, friendly, and thorough—this is your chance to eliminate any last-minute surprises! Aim to send it about a week before filming, giving the SME enough time to prep their wardrobe or grooming if needed. Don’t forget to CC or BCC the film crew so they’re looped in on the plan. Here’s what to include:

Filming details

• Date, time slots, and location: Be precise and include any helpful parking or access instructions.

Key contacts

• Names, roles, and companies of the film crew.
• Phone numbers for quick communication on the day.

What to wear

Help your SME look their best! Share tips like:

• Suggest colours that work (and don’t work) with the background.
• Recommend how casual or formal their attire should be.
• Encourage them to bring multiple outfit options.
• Remind them to iron their clothes.
• Advise against noisy accessories like dangling jewellery.

Set Up

Give them a feel for the environment:

• How many cameras will be on set.
• If you’re using a teleprompter, mention it—it helps them feel prepared.

Style

Explain the style of the video (e.g., interview, talking head, freestyle) and briefly outline how filming will flow so they know what to expect. Clarity builds confidence!

Tips and reminders

Wrap up with some helpful pointers:

• Arrive early to get comfortable.
• Relax and enjoy the process.
• Use hands for natural gesturing and expression.
• Stay focused and keep your energy up.

Visual Examples

If you have them, attach sample images from past clients in the same studio to show what they’ll look like on camera. Include examples of camera angles and attire that match what you’re suggesting—it’s a great way to set expectations.

This email isn’t just about logistics; it’s about making the SME feel confident and excited for the big day. A little preparation goes a long way toward a smooth, successful shoot!

Step 8: Brief the film crew

Sending a clear, detailed email to the film crew before the shoot is your secret weapon for a smooth filming day. This usually works best 1-2 days prior to the film day so it stays fresh in everyone's mind. Here’s a breakdown of what to cover:

Scripts for the teleprompter

Attach the scripts, but keep it simple—only include the SME’s parts to avoid any confusion. 

Video style and format

Be clear about the kind of videos you’re aiming for in each script (eg. scripted, or interviews).

Set setup instructions

Provide the crew with details about how to set up the shoot. Cover the background, lighting, cameras, and microphones, and attach a few reference images from past shoots to keep things consistent.

How to handle the footage

After the shoot, they’ll need to upload the footage in 1080p. Share a folder link (Google Drive, Dropbox, etc.) so they know exactly where to drop the files.

Step 9: Last-minute check-in: Keeping things on track

Right before the shoot kicks off (15–30 minutes beforehand), send a quick message to both the film crew and the SME. Keep it short, friendly, and helpful:

• Check in: Make sure everyone arrived and was able to access the filming location without any trouble.
• Ask about setup: See how things are coming along and if everything’s on track.
• Offer support: Let them know you’re available and ready to help if they have any last-minute questions.

For an extra touch, share those example frames you included in the SME’s brief. This can help the videographer nail the right angles and ensure the setup matches your vision perfectly. A quick check-in like this shows you’re on top of things while giving everyone confidence that you’ve got their back!

Step 10: Wrapping it up: The final steps

You’re almost there! Once filming wraps up, there are just a few final steps to finish managing the shoot remotely:

Thank the film crew

Send them a friendly email thanking them for their hard work. Include a link to your preferred cloud storage once again (Google Drive, OneDrive, Dropbox, etc.) where they can upload the footage. To save storage space, remind them to export the files in 1080p—perfect for teaching videos, without the need for higher resolutions.

Check in with the SME 

Drop the SME a quick note to thank them for their time and ask how the shoot went. This small gesture not only shows appreciation but also gives them a chance to share feedback. Who knows? Their insights could help you improve the experience for future SMEs!

With these final touches, you’re all set to move forward—job well done!