Free Film Crew Equipment Prep & Gear Checklist Template (Excel & PDF) | Camera, G&E, Sound
Eliminate forgotten cables, dead batteries, and lost rental gear on set. Free downloadable Excel spreadsheet and printable A4 binder PDF.
Free Downloads
- Download Film Equipment Checklist Template (Excel)
- Download Film Equipment Checklist Template (Printable A4 PDF)
Completely free for personal and commercial film shoots, student films, commercials, and YouTube productions. Customizable and royalty-free with no attribution needed.
The Excel spreadsheet features pre-built tabs and columns categorized by department (Camera, G&E, Sound, DIT, Production) with dedicated verification boxes for Prep Day checkout, Set Wrap load-in, and Rental Return signoff. For on-set clipboard use, download the ready-to-print A4 PDF.
Why Every Set Needs a Physical Gear Checklist
One of the most agonizing moments on any production is arriving at a remote location miles from city limits, only to realize your crew forgot a single proprietary video cable, a lens mount adapter, or the camera's baseplate.
Professional 1st ACs, Key Grips, and Gaffers follow a strict regimen: Never rely on memory. Checklists prevent thousands of dollars in gear loss, accidental abandonment of accessories at night locations, and expensive rental damage disputes.
Department Equipment Breakdown
| Department | Vital Gear & High-Risk Accessories |
|---|---|
| Camera Department | Camera A/B bodies, prime & zoom lens set, matte box & eyebrows, follow focus & wireless motors, ND filter set (0.3 to 1.2), circular polarizer (PL), V-Mount/Gold-Mount batteries & fast chargers, CFexpress/SSD media cards & readers, on-board monitors, high-grade SDI/HDMI thin cables, lens cleaning kit & blower |
| Grip & Rigging | Heavy-duty fluid head tripod, spreader, hi-hat, slider, camera dolly, 3-axis gimbal, C-Stands with grip arms, shot bags / sandbags, apple box set (full, half, quarter, pancake), safety cables |
| Electric & Lighting (G&E) | Point-source COB LEDs, bi-color panel lights, fresnels, softboxes & honeycomb grids, heavy duty light stands, stingers (extension cords), power distribution drums, diffusion paper, CTB/CTO gel rolls, gaffer tape, leather work gloves |
| Sound Department | Multi-track audio field recorder, shotgun condenser mics, blimp & deadcat windscreen, carbon boom pole, wireless lavalier kits (transmitters & receivers), fresh AA/AAA batteries, XLR cables, closed-back monitoring headphones |
| DIT & Data Management | Ruggedized dual NVMe SSD drives (Primary & Backup), laptop workstation, Thunderbolt 4 dock, high-speed card readers, sun hood, uninterruptible power supply (UPS) |
| Production Office & Safety | Walkie-talkies (CP200/surveillance headsets), high-lumen flashlights, pop-up canopy tent, first-aid trauma kit, heavy-duty contractor trash bags |
The Three-Stage Gear Check Workflow
- Stage 1: Prep Day Checkout (Rental House / Studio)
- Test camera recording at intended frame rates and codecs
- Check all lenses for scratches, fungus, or stiff focus rings
- Verify wireless video transmitters pair cleanly with client and director monitors
- Ensure 100% full charge across every battery brick
- Stage 2: End-of-Day Wrap Load-in (On Location)
- Visually scan every wall outlet and power strip for left-behind AC adapters
- In dark night exterior locations, sweep grounds with flashlights for dropped lens caps or hex wrenches
- Inspect custom hard case foam cutouts: Ensure there are no empty slots before snapping latches
- Stage 3: Return Check-in (Rental Vendor)
- Confirm step-up rings, lens caps, and Allen keys are returned intact to avoid lost equipment charges
Integrate with Modern On-Set Schedules
Specialized camera rigs, drone deployments, and lighting resets must synchronize with your daily production schedule.
CREA's Collaborative Set Tools bridge call sheets, shot lists, and equipment logistics seamlessly:
- Tag special equipment requirements directly on scenes and call sheets
- Real-time digital readouts keep your entire crew updated across mobile and desktop browsers
Download the free gear checklist to prep your package, and streamline your physical shoot with CREA Digital Call Sheets.
Recommended Production Resources
- Daily shooting schedules & call times: Free Call Sheet Template Download (Excel & PDF)
- Production financing & cost tracking: Free Film Budget Sheet Template Download
- Storyboard framing & shot prep: Free Storyboard Sheet Template
- View all tools: CREA Production Templates Hub