As a Production Coordinator, you are often tasked with the responsibility of arranging the travel and accommodation for the production and crew. In that sentence – that task can sound manageable. However, for a Coordinator, the word manageable is open to interpretation depending on the production you are handling.
On one particular production, we had a running joke that my nickname should be “Tickets”, through the simple association that on this production my primary responsibility was to manage the ticketing and audience. A colleague of mine likewise was given the nickname “Transport”, because, yes you guessed it, she was responsible for (amongst other things) the transport logistics for the show.
What perhaps is surprising though for someone who hasn’t been in the same position as “Transport” or other Coordinators tasked with that responsibility, is the many variables and factors that go in to what others may perceive to be the simple task of booking a train ticket?
I’ve outlined the key considerations I have when booking train tickets for a production:
- TIMING – Finding a ticket for a train that fits in well with the schedule you’ve been given for a shoot is the easy part (sometimes!), but what happens if your shoot overruns and your Series Producer then misses the train you’ve chosen? Which brings us on to…
- FLEXIBILITY – Do you know your Advance tickets from your Super Off-Peak? If the train ticket you have booked is not an Any time fare, then it will come with some form of restriction for travel – restrictions can include travelling on a specific train only or making the journey with a particular rail operator, amongst others. Ask our Travel team for details on the restrictions when making your booking.
- BUDGET – You have your mouse in one hand, and the PO pad in the other – with your Production Manager waiting with baited breath to see how much of a dent your train bookings will have on the show’s already dented budget. We’ve all been there, which is why budget is always an important factor when selecting your train. Our Travel team will always offer you the most cost-effective fares in your options, but be wary that the cheaper the fare, the more restrictions it will likely have.
- DURATION – It’s always wise to do your research on the train journey that you are booking for the production, in case it is a route that you are unfamiliar with. Nobody enjoys a 10 hour train journey, so feel free to ask our Travel team for quotes on flights to the same destination, it may be that there is little difference between the cost of a train journey to hopping on a plane.
- LOCAL SERVICES – Likewise, if the route that you are booking is one that you have little knowledge about – try and find out more about the journey, take in to consideration whether the booking will use any local train services; these can involve a considerable amount of stops at local and rural train stations that will add to the journey time. It may be quicker to alight at an earlier station and arrange for a taxi to complete the remainder of the journey.
- COMFORT – If you are booking a journey for talent or senior members of production, then consider whether upgrading their ticket to First Class is worthwhile. There are considerable differences in the comfort and service your passenger will receive depending on the train company operating the journey. Virgin Trains for example may offer complimentary food and drink and wi-fi, but London Midland on the other hand will only offer slightly roomier seats with an armrest. Pre-empt these things, to avoid complaints from anybody important on your production that may need that extra level of care.
Our Travel team are all experts in the TV & Film industry, so are aware of the deciding factors that go in to making your bookings. So before you pull your hair out next time when someone asks that ‘simple’ question, “can you book some train tickets?”, give us a call!
Do you have any production travel tips you’d like to share? We’d love to hear from you – tweet us: @accessbookings
