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Plan behind-the-scenes (BTS) photography and video as production deliverables: decide what each asset is for, schedule capture around the work, confirm who may record and where, and clear the material before release. A press photo, social clip, EPK interview and making-of segment need different access and capture plans, but all depend on coordination with production and the people responsible for publicity and approvals.
Start with the intended use
Decide who the visuals are for and where they may appear before choosing what to capture. A press kit may need usable stills and captions; a social campaign may call for short, vertical-friendly clips; an EPK may need interviews with clean sound; and a making-of piece may need longer sequences that explain how the production works. Internal documentation can have different requirements again.
Amazon Studios identifies BTS footage, unit photography, EPK interviews and social-specific capture as distinct production and marketing needs. ONCE Visuals, a production-services publisher, likewise advises treating BTS material as an asset with a defined use because that purpose affects staffing and capture specifications. These are examples of planning approaches, not a universal pipeline every production follows.
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Before capture, agree with production and publicity or marketing teams on who is allowed to record, what areas are accessible, which equipment may be used, and when filming can happen. Identify sensitive material and any embargo or release dates. Put an approval route in place so the people responsible know what is being captured and how it may be distributed.
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Amazon Studios’ production portal describes a studio-specific process: BTS and social content should not be shared from production through premiere without alignment with its social, PR, content and launch-marketing teams; after public announcement, use remains subject to the described review and approval. This is Amazon Studios guidance, not a rule for all productions.
For a location or institution with its own filming policy, follow that process separately. The J. Paul Getty Museum Registrar’s Office checklist, for example, asks for a notice stating the shoot’s purpose, location, date and time, duration, attendees and equipment, and calls for advance approval in specified cases. Its listed timing—at least 48 hours for approval and 24 hours for notification and review—applies to that museum’s process, not entertainment sets generally.
Build a shot list around real production work
Capture the process and collaboration, not only posed publicity images. A useful list can combine people at work, craft details, approved equipment in context, and short explanatory interviews or clips. Ask production which activities can be shown without exposing confidential story information, unreleased designs or other restricted material.
TELUS originals’ Producer Handbook asks for BTS images of the director and key crew in action, with descriptions; it distinguishes those images from promotional photos or key art. Amazon Studios’ listed formats—unit photography, BTS footage, EPK interviews and social-specific capture—also illustrate why a single generic shot list may not serve every use.
Match the capture approach to the deliverable
| Approach | Best fit | Plan for |
|---|---|---|
| Informal on-set capture | Internal records or lightweight documentation | Confirm permission, access and handling of sensitive material; informal capture is not automatically cleared for public use. |
| Dedicated still photography | Press images, campaign stills or a bank of approved photos | Coordinate timing and locations with production; capture people and process as well as any requested posed portraits. |
| BTS video unit | Moving footage for a making-of piece or campaign edits | Plan coverage, access, sound and review needs around the production schedule. |
| EPK or interview capture | Interviews and explanatory material for publicity packages | Schedule participants, a suitable recording location and clean audio; confirm who approves interview content. |
| Social-specific capture | Short-form campaign content | Confirm the platform or campaign use, framing, timing and publicity approval path before recording. |
This comparison describes planning considerations, not a quality or cost ranking. ONCE Visuals says casual internal records may be captured by assistants, while formal promotion or secondary content may call for dedicated photographers or a second unit. Getty’s checklist asks teams to identify equipment, but the sources do not establish a universal camera kit or a model that is best for BTS work.
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Keep capture unobtrusive
Coordinate recording windows with the production schedule and work around principal photography rather than competing with it. Amazon Studios says its content capture is coordinated with the schedule to limit impact. Agree on where the BTS crew can stand, when cameras must be down, and how to respond if a scene or conversation becomes sensitive. Follow the production’s and location’s own access rules; a museum’s restrictions should not be treated as rules for every set.
Clear people and material before publishing
Before release, route the selected assets through the production’s approval process and confirm the necessary permissions for identifiable people and visible material. Check whether images or sound include location restrictions, artwork, music, scripts, screens, unreleased designs or other rights-sensitive content. Add required credits and retain releases and permission records with the delivered assets.
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The Getty Museum checklist specifically calls for personal releases for staff or outside parties who appear, review before distribution, artwork caption and credit checks, and filing permissions. Those are the museum’s stated requirements; exact legal obligations depend on the project and jurisdiction. Amazon Studios’ portal also describes its own campaign timing and approval constraints, so permission to capture should not be confused with permission to publish.
Package and deliver assets clearly
Deliver files with useful descriptions, credits and enough context for the recipient to identify what can be used. Keep promotional images separate from BTS material, and preserve any approval or permission information alongside the relevant assets.
The September 2025 TELUS originals Producer Handbook specifies 3–5 promotional photos or frame grabs and 3–5 separate BTS photos, with descriptions, credits and images of the director or key crew in action. For documentary series, it applies those counts per series rather than per episode. These are TELUS submission requirements, not an industry-wide quota.
Quick Recap
Use a pre-capture checklist
- Purpose: Identify the audience, format and intended distribution for each asset.
- Schedule and access: Confirm capture windows, permitted areas, attendees and equipment with production and the location.
- Coverage: Include authentic process, people at work and any format-specific interviews or footage.
- Approvals: Name the reviewers and confirm timing or embargo restrictions before anything is shared.
- Rights and records: Check releases, visible or audible material, credits and permission documentation.
- Delivery: Separate asset types and include descriptions and required credits.
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