Overview of the role
The production buyer sources materials, furnishings and props to meet the visual concept and design of the production. They work on bigger budget programmes that require a lot of props. Props can vary in size, from large pieces of furniture like sofas for a chat show to retro toys for quiz shows or fake plants for set dressing. They manage the budget and organise the purchase or hire, transportation and delivery to location, storage, packaging and return of props.
The production buyer works closely with the production designer and art director and often become set-decorators too, where they have more input into the dressing of a set to create a believable environment. They also liaise with the director and producer to ensure what they provide works with the requirements of the whole production.
Core responsibilties
These core responsibilities are provided as a guide and are not exhaustive. The exact responsibilities in a particular job will vary depending on the scale / budget band / genre of production.
- Read the script or brief and interpret the creative direction and vision
- Liaise with the production designer, art director and where relevant the set decorator to clarify the design requirements and creative direction
- Discuss and confirm the budget and the financial processes in place for the production
- Establish lines of communication across departments to track progress against production schedules
- Conduct research and gather relevant information and references
- Collate information regarding the period, genre and type of production in relation to the design requirements
- Identify relevant suppliers and places to source items of the correct style
- Prepare own breakdown of the shooting script, format or running order and create buying lists
- Record key information from the production design brief
- Identify and agree with the set decorator which items need to be made, purchased or hired, or which will require specialist crafts, and adapt the budget accordingly
- Establish the departmental structure requirements and personnel required
- Consider key information relating to locations, continuity requirements and special effects and the implications for items being used
- Liaise with other departments on their input for set decoration makes and set dressing, construction, special effects, lighting department, costume etc
- Create and manage the budget for set decoration and any crew required
- Attend production and budget meetings with producers and accounts
- Confirm who to inform of budget spends and who will approve budgetary changes
- Maintain production confidentiality protocols, confirm all suppliers have signed non-disclosure agreements
- Set up supplier accounts, liaising with the accounting team when required
- Raise purchase orders for suppliers in advance of collection
- Arrange the cash floats and agree the process with accounts for getting sets and props purchased in time for shooting
- Update budget lines regularly, coding purchases to the correct budget lines
- Provide regular budget updates to the set decorator, producers and accounts department
- Prepare the final budget report at the wrap of the project
- Share buying lists with assistant production buyers where appropriate
- Source props, bespoke makes and bulk items and present for approval to the set decorator and production designer to check they match the creative vision
- Negotiate hire or purchase rates with suppliers and prop houses
- Organise payment of large ticket items that can’t be bought by purchase order
- File and track all orders per set / location
- Arrange transportation for all items
- Establish a process for last minute or ad hoc sourcing requirements
- Liaise with production to determine which items are to be stored or sold at wrap
- Ensure there are photographic records of all items purchased
- Liaise with the clearance department or production management to check whether clearances are required on items being delivered to set
- Ensure the safe return of all outstanding hires
- Arrange for any assets not being kept (or deemed as lost or damaged), to be sold as required
- Assemble or place props on set as required on a smaller budget production
- Drive safely and observe loading regulations for vehicles
- Follow manual handling lifting techniques and arrange suitable collection for large props
- Behave responsibly in hazardous working environments such as prop making workshops and follow procedures on set
- Identify buying team requirements based on the scale of the production
- Identify and hire crew liaising with the production team for contracting to be completed
- Brief your team and give full access to buying lists, mood boards, concepts and scripts to ensure everyone has a firm understanding of the production style
- Check that all members of the team understand their specific responsibilities
- Monitor crew and suppliers’ performance to ensure that contract terms are being fulfilled
- Provide advice and guidance as appropriate to enable work to be completed
Skills
Check out role specific skills, transferable skills and attributes for the role of production buyer.
- Script / format / running order breakdown and interpreting the creative vision
- Negotiate with suppliers to keep the budget in line and timelines on track
- Source, purchase and provide props and materials for each set or location, liaising with the set decorator where available
- Search for new suppliers, products and craftworkers
- Communication: interpreting others’ requirements and communicating requirements to other departments and colleagues
- Resourcefulness: a determination to find, source and acquire unusual items, using the most cost-effective solutions
- Team working: collaboration within own and other departments, liaising with set decoration, suppliers and art direction
- Networking: investing time in networking activities, building a network of business contacts and establishing rapport with others quickly and effectively
- Problem-solving: contingency planning and resolving issues so that productions remain on schedule
- Resilience and enthusiasm: adapt positively to changing work priorities and patterns, ensuring deadlines continue to be met. Proactive and explores new ideas and non-standard ways of working which will enhance and deliver the best results for the production
- Productivity: organises work effectively and achieves required results within deadlines. Demonstrates the drive and energy to get things done in pressurised situations and escalates appropriate when necessary
- Ethics and integrity: honest and principled in all of their actions and interactions. Respectful and inclusive of others, and meets the ethical requirements of their profession
- Flexibility: willing to both listen and learn and to accept changing priorities and working requirements and has the flexibility to maintain high standards in a changing productions environment
- Professional development: develop an ethos to learn and seek out learning and networking opportunities, identifying those that will be most beneficial. Refresh and add to your technical skills and knowledge