Use this handover pack when responsibility for an existing film programme moves to someone else. It captures current commitments and decision ownership. It is not a new programme proposal, a performance review or a replacement for the underlying agreements.
Build a current-state view
List each production with its actual stage: proposed, scoped, booked, filmed, in edit, awaiting approval, delivered or on hold. Use stages that match the programme rather than forcing every item into a standard calendar.
For each project, identify the next decision and the person who owns it. “In progress” is less useful than “client must confirm the final project description before first edit review”. Record a date only when it has been agreed, and mark estimates or targets clearly.
Keep finished-film links separate from active production records so the new coordinator can distinguish something ready to share from something still being reviewed.
Recover commitments from authoritative records
Locate the current scope, quote or agreement for each production and any approved changes. Identify booked dates, payment milestones, review allowances, deliverables and rescheduling arrangements from those records. Do not reconstruct a contract from a colleague's memory or treat an unaccepted suggestion as a commitment.
Ask the outgoing coordinator to flag conversations that still need written confirmation. The handover should make uncertainty visible without silently resolving it in favour of either the buyer or supplier.
Live Images' Quarterly Partnership is based on agreed scope, dates and responsibilities. Use the actual programme agreement for the details of your arrangement, not a general service webpage as a substitute.
Transfer authority and access through the right channels
Identify the people responsible for production decisions, factual checks, publication permission, purchasing and website or social access. Explain the new coordinator's role to them through an authorised handover, so requests do not arrive from an unfamiliar person with assumed authority.
Have the relevant administrators arrange access to approved systems. Do not place passwords or sensitive personal information in the handover document. Record which access has been requested, granted and tested, with a reference to the responsible administrator.
A handover is not complete because a link has been emailed. The incoming coordinator should confirm that they can locate the records needed for the next actual decision.
Copy this programme handover table
| Project | Current stage | Authoritative scope record | Next decision and owner | Agreed date/dependency | Current asset/review location | Open risk or question |
|---|---|---|---|---|---|---|
Attach a short role directory containing responsibility and approved contact route, not unnecessary personal details. Add a programme-level list of recurring planning sessions, known replacement projects, agreed publishing responsibilities and any outstanding supplier decisions.
For completed productions, point to the approved release register rather than copying every file into a new handover folder.
A fictional example: a booking mistaken for a confirmed shoot
A fictional incoming coordinator sees a date in a planning calendar and assumes filming is confirmed. The outgoing coordinator explains that it is a provisional window, dependent on owner access and participant availability. The handover table records those conditions and names the people who can resolve them.
The new coordinator can now ask the right questions without telling the site team that a crew is definitely arriving. This example is invented and does not describe a Live Images booking policy or actual project.
Walk through the next real action
Choose the nearest production decision and have the incoming coordinator explain how they will handle it: which record they will read, who they will contact and who can approve the result. Use that walkthrough to find missing information.
Then confirm ownership of the handover pack itself. Set a sensible point for resolving outstanding questions with the outgoing coordinator, without leaving them as the indefinite informal owner of the programme.
Record the accepted handover and tell affected production and project contacts who now coordinates communication. Keep specialist authority where it belongs; taking over marketing coordination does not make someone the factual, safety or contractual approver for every issue.
For the transfer of one finished film to a publisher, use the publishing handover checklist. This programme pack serves the broader continuity problem: preserving commitments, decisions and working relationships while the person coordinating them changes.
Sources and editorial note
- Live Images Quarterly Partnership — supports the limited reference to agreed programme scope and responsibilities.
- Live Images publishing handover checklist — separate finished-asset handover resource. This coordinator pack is original organisational guidance, not a statement of contractual terms.
Prepared with AI assistance for Live Images. This is original general planning guidance; the relevant owners and written production scope determine the arrangements.