Translate the call sheet into a route
Provide each location, the transport arrival time and a named production contact. Separate the time talent must be ready on set from the time the vehicle should reach the address.
Include wardrobe changes, equipment collection and any moves between locations. A short drive can still require time to load bags, find the permitted entrance and regroup passengers.
Describe equipment and people accurately
List passengers and distinguish personal bags from cases, wardrobe rails or other production items. Send dimensions for larger pieces so vehicle suitability can be reviewed before the shoot.
A chauffeur vehicle is not automatically a production van or equipment store. Ask about the intended arrangement for belongings during filming, especially when the party separates or the car leaves between scheduled rides.
Separate transport from use in the frame
If the vehicle will appear in photographs or video, explain the intended use, positioning, duration and any proposed decoration. Specific vehicle presentation or commercial-use arrangements need their own confirmation.
The production team should arrange location access and filming permissions through the appropriate parties. The final proposal should define passenger transport, any approved vehicle use, booked time and how additional location moves would be handled.