Kai Mallari's Notes'

SOP_DIT_On_Set_Pre_Flight

17 min read

A 7-phase sequential checklist run on arrival at set, before the first capture. This is the last line of defense between preparation and production.

Core principle: The pre-flight doesn’t set anything up — it verifies that setup was done correctly and catches anything that changed in transit or overnight. If the pre-flight finds problems, the troubleshooting system handles them. If the pre-flight passes, you’re clear to shoot.

This SOP assumes SOP_DIT_Pre_Shoot_Preparation was completed. After pre-flight is complete, switch to the appropriate workflow SOP: SOP_DIT_Pro, SOP_DIT_Studio, or SOP_DIT_Wired_Only.

Intent

We do this because the gap between preparation and production is where failures hide — overnight software updates, transport-damaged cables, venue-specific power and network conditions. Success means confirming every component works end-to-end before the first paid frame is captured, so the shoot starts clean.

Use When

  • You have arrived at the shoot location and are setting up the DIT station
  • The shoot involves tethered capture with Capture One and client-facing review
  • You have 15-30 minutes before call time to verify the setup
  • You completed (or someone completed) SOP_DIT_Pre_Shoot_Preparation before today

Not for: Pre-shoot preparation at home (use SOP_DIT_Pre_Shoot_Preparation). Not for mid-shoot troubleshooting (use DIT Troubleshooting). Not for the photographer’s arrival preparation (use SOP_Photographer_Handoff).

Why This Matters

Without this processWith this process
macOS updated overnight and reset Capture One’s network permissions — you discover this when Capture Pilot won’t connect, 10 minutes into shootingPhase 2 catches the version change immediately; you re-grant permissions before the first frame
The tether cable connector loosened during transport — intermittent drops start mid-shoot and you spend 15 minutes diagnosingPhase 3 test frame catches the issue before clients arrive
You set the display to Mirrored instead of Extended — the client sees your workspace toolbar, not a clean previewPhase 4 catches the display mode before anyone notices
The venue’s power is on a generator and the MacBook charger silently disconnects — you don’t notice until the battery is at 5%Phase 1 identifies the power source and deploys the UPS
The iPad is on the venue Wi-Fi, not the DIT router — Capture Pilot can’t find the serverPhase 5 verifies the correct network before the client picks up the iPad

Baseline: “Without this process” means powering on, launching Capture One, and starting to shoot — skipping systematic verification.

The 7-Phase Process

Inputs
SOP_DIT_Pre_Shoot_Preparation completedAll gear tested, configured, and packed
Shoot location accessibleYou can physically set up the DIT station
15-30 minutes before call timeEnough time to run all 7 phases
Photographer’s Capture One tier knownDetermines which workflow SOP follows

Target: 15-30 minutes total. Each phase has a time budget. If a phase fails, the “if fail” callout links directly to the correct triage note — don’t improvise, follow the diagnostic tree.

Phase 1: Power and physical environment secured (~5 min)

The DIT station is physically set up, powered, and protected from environmental hazards.

  • Laptop plugged into power (MagSafe preferred on Apple Silicon — frees USB-C ports)
  • Power cables labeled: “DIT — DO NOT UNPLUG” (bright gaffer tape)
  • Power strip deployed for video village (monitor, iPad chargers)
  • Cable routes planned (along walls/table edges, never across open walkways)
  • Trip hazards taped down (gaffer tape at floor transitions)
  • Monitor positioned and secured (back to sun if outdoors, weighted or clamped against wind)
  • Laptop on hard surface with ventilation underneath, lid OPEN
  • Laptop not in direct sunlight

Phase 2: Laptop verified clean (~3 min)

The laptop’s software state matches the pre-shoot baseline — no overnight updates, no changed settings.

  • Capture One version matches pre-shoot baseline (Capture One menu > About Capture One)
  • macOS version unchanged (Apple menu > About This Mac)
  • Sleep disabled / display timeout set to Never
  • Spotlight: capture folder still excluded
  • Time Machine: capture folder still excluded
  • Disk space: minimum 2x expected shoot volume free

Phase 3: Tether verified and test frame captured (~5 min)

The camera is connected, recognized by Capture One, and successfully delivers a test frame.

  • Camera USB mode correct for tethering
  • Camera auto power-off disabled
  • Tether cable firmly seated at both ends (camera and laptop)
  • Strain relief attached (TetherTools JerkStopper or CableLock)
  • Cable has slack — not taut between camera and laptop
  • Cable secured to tripod or table with gaffer tape or Velcro
  • Capture One shows “Camera Detected”
  • Test frame: trigger one capture → image appears in Capture One within 3-5 seconds

Phase 4: Display verified and overlay configured (~3 min)

The external monitor displays a clean, correctly-scaled preview with the overlay working.

  • External monitor powered on, correct input selected
  • HDMI cable + adapter connected (check both ends)
  • Display mode: Extended (NOT mirrored) — System Settings > Displays
  • Viewer window dragged to external monitor, resized to fill the screen
  • Resolution matches monitor’s native resolution (no scaling artifacts or black bars)
  • Overlay file loaded in Overlay tool
  • Overlay displays correctly on the external monitor
  • Overlay keyboard shortcut toggles visibility on/off

Phase 5: Network verified and iPad connected (~5 min)

(Skip this phase entirely if running a SOP_DIT_Wired_Only workflow)

The DIT router is broadcasting, all devices are on the correct network, and Capture Pilot / Live for Studio connections are live.

  • Router powered on, SSID broadcasting (check from any device)
  • Laptop connected to router via Ethernet (NOT Wi-Fi)
  • iPad connected to DIT router Wi-Fi (NOT venue Wi-Fi, NOT personal hotspot)
  • iPad on 5 GHz band (verify in router admin panel if unsure)
  • iPad auto-lock set to Never (Settings > Display & Brightness > Auto-Lock)
  • iPad plugged into power
  • Image Server started in Capture One (Capture Pilot tool > Start)
  • Port number noted (use a manually assigned port, NOT auto)
  • iPad app shows server and is connected
  • Test: trigger one capture → image appears on iPad within 5-10 seconds
  • Test: apply a star rating on iPad → rating syncs to Capture One within 5 seconds

Phase 6: Client briefed on rating protocol and boundaries (~2 min)

The client understands how to interact with the review system and what to expect.

  • Rating protocol confirmed with client
  • Overlay management approach agreed with art director
  • iPad range limits communicated
  • Software control boundary established

Phase 7: Final end-to-end confirmation

Everything works together. One test frame verifies the complete chain.

  • Trigger one test capture
  • Image visible in Capture One (tether working)
  • Image visible on external display (HDMI working)
  • Image visible on iPad (network + Capture Pilot working) — if applicable
  • Star rating applied on iPad syncs to Capture One — if applicable
  • Overlay toggles correctly on all displays
  • Client briefed and positioned

All checks pass → “Ready for first frame.”

Pre-flight complete

Switch to your workflow SOP:

Outputs
Leading indicators (during pre-flight)Each phase’s checkboxes complete without failures. Test frames appear on all outputs within expected timeframes. No “if fail” branches triggered.
Lagging indicators (during the shoot)First 30 minutes of shooting proceed without technical interruptions. No client-visible failures. No mid-shoot troubleshooting needed.

Quick Reference

Run top to bottom. ~23 minutes total.

Phase 1 — Power & Physical (~5 min)

  • Power connected, cables labeled, routes taped, monitor secured, laptop ventilated + lid open

Phase 2 — Laptop (~3 min)

  • Software versions unchanged, sleep disabled, exclusions intact, disk space OK

Phase 3 — Tether (~5 min)

  • Camera connected, strain relief on, test frame captured

Phase 4 — Display (~3 min)

  • Extended display, Viewer placed, overlay loaded and toggling

Phase 5 — Network (~5 min) (skip if Wired Only)

  • Router up, Ethernet to laptop, iPad on DIT Wi-Fi, Capture Pilot connected, test image + rating synced

Phase 6 — Client (~2 min)

  • Rating protocol confirmed, overlay approach agreed, boundaries set

Phase 7 — Final

  • One test frame visible everywhere. “Ready for first frame.”

FAQs

  • What if pre-shoot prep wasn’t done and I discover issues during pre-flight?

    The pre-flight is designed to catch exactly this. Each “if fail” callout links to the appropriate diagnostic tree in DIT Troubleshooting. Budget extra time — if prep was incomplete, pre-flight may take 30-45 minutes instead of 15. Prioritize tethering first (no tether = no shoot), then display (client needs to see images), then network (iPad is a convenience layer).

  • What if I run out of time before completing all phases?

    The phases are in priority order. If you must start shooting before finishing: Phases 1-3 are non-negotiable (power, laptop, tether). Phase 4 is critical if clients are present. Phase 5 can be completed during the first setup while the photographer is still adjusting lighting. Phase 6 can be done verbally during the first few captures.

  • Should I run pre-flight on the photographer’s laptop or my own?

    On whichever laptop is running Capture One for the shoot. If the photographer brings their machine, pre-flight happens on their machine. If you bring yours, pre-flight happens on yours. The pre-flight verifies the actual equipment being used, not a substitute.

  • What if the venue doesn’t have reliable power?

    Phase 1 handles this. Use a UPS for generator power. If no power at all: the MacBook battery typically lasts 3-5 hours for tethering (varies by model and display brightness). Disable all wireless to extend battery life. Inform the photographer and client of the constraint.

Common Traps

“It worked at home so it’ll work here.” Transport loosens connectors, venue power behaves differently than home power, and overnight updates can silently change configurations. The chain test at home proves the components work — the pre-flight proves they work here, now, today. Never skip it because the home test passed.

“I’ll finish setting up after we start shooting.” Phases 1-3 must be complete before the first frame. Trying to configure network or display settings while actively tethering causes missed captures, confused clients, and split attention. If you’re not ready, tell the photographer: “Give me 5 more minutes” — that’s cheaper than a mid-shoot failure.

“The iPad can wait.” It can — but the client will ask for it within the first 10 minutes. If you defer Phase 5, have the wired display working (Phase 4) so clients can review images while you finish network setup. Don’t promise “it’ll be up in a minute” if you haven’t started configuring it yet.

“I don’t need to run a test frame.” The test frame is the entire point of Phases 3, 4, 5, and 7. Without it, you’re verifying connections, not functionality. A cable can be connected but not transferring data. A display can show signal but not update on capture. A Capture Pilot server can be running but not delivering images. The test frame proves the complete chain works end-to-end.

“The client doesn’t need a briefing.” They do. Unbriefed clients rate on the wrong device, walk away with the iPad out of range, touch the Capture One interface, and create conflicting selections. Two minutes of briefing prevents two hours of confusion.

Keeping This SOP Alive

This procedure is a hypothesis about how to verify readiness for a tethered shoot. When a phase misses something that causes a problem during the shoot, add a check for it.

Refactoring triggers:

  • A new failure mode slips past pre-flight → add a verification step for it in the appropriate phase
  • A phase consistently takes longer than its time budget → split it or identify the bottleneck
  • A check is always passing and never catching issues → it may be redundant — consider removing or merging it
  • New Capture One features change the network or display setup → update Phases 4 or 5
  • A new venue type (outdoor, studio, remote) introduces environmental conditions not covered → update Phase 1

When this SOP needs more than a tweak:

  • Iterate: A phase needs a new check or updated menu paths → update the phase
  • Pivot: Capture One fundamentally changes how tethering or Capture Pilot works → rewrite affected phases
  • Dissolve: This SOP merges with the pre-shoot prep into a single document → archive with a note explaining the consolidation

North: Where does this come from?

  • SOP_DIT_Pre_Shoot_Preparation — the upstream preparation that this pre-flight verifies
  • SOP_Photographer_Handoff — the photographer’s own preparation checklist
  • Aviation pre-flight checklists — the systematic verification philosophy that inspired this structure

East: What opposes this?

  • “Just plug in and go” — skipping verification because the home test passed
  • Over-checking — running a 60-minute pre-flight that delays the shoot. This SOP targets 15-30 minutes because that’s the practical window before call time

South: Where does this lead?

West: What is similar?

  • SOP_DIT_Pre_Shoot_Preparation — same philosophy, different time horizon (days before vs minutes before)
  • SOP_Photographer_Handoff — same verification mindset, different role
  • Aircraft pre-flight walks — checking the physical state of the aircraft before every flight, even if it flew yesterday

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