Kai Mallari's Notes'

SOP_DIT_Pre_Shoot_Preparation

19 min read

A timeline-organized SOP covering everything a DIT must verify and prepare before arriving on set. This is the proactive complement to the reactive DIT Troubleshooting system.

Core principle: Every on-set failure has a pre-shoot prevention. The 2-3 hours you spend preparing before the shoot eliminates 80% of the problems that would cost you 20-60 minutes each under time pressure on set.

This SOP assumes the photographer has completed SOP_Photographer_Handoff. If they haven’t, or if you’re acting as both photographer and DIT, this SOP covers the DIT side — see the handoff SOP for the photographer’s prerequisites. After prep is complete, the next step is SOP_DIT_On_Set_Pre_Flight on arrival at set.

Intent

We do this because on-set troubleshooting happens under time pressure with clients watching. Success means arriving on set with every component tested, every configuration locked, and every spare packed — so the SOP_DIT_On_Set_Pre_Flight checklist is a verification pass, not a setup session.

Use When

  • You have a commercial shoot booked that involves tethered capture with Capture One
  • You are the DIT (or photographer acting as your own DIT) responsible for the tethering setup
  • The shoot is 1 week to 1 day away and you need to prepare
  • You are packing gear for a shoot and want to make sure nothing is missing

Not for: On-set troubleshooting (use DIT Troubleshooting). Not for on-set arrival verification (use SOP_DIT_On_Set_Pre_Flight). Not for the photographer’s own preparation responsibilities (use SOP_Photographer_Handoff).

Why This Matters

Without this processWith this process
You discover on set that the photographer updated macOS overnight and all permissions are reset — 30 minutes lost re-configuring with clients waitingSoftware versions are frozen and documented; overnight changes are caught in the pre-flight, not during shooting
The tether cable intermittently disconnects and you don’t have a spare — you spend the shoot swapping ports and prayingEvery cable is tested, spares are packed, and the direct-port vs dock decision is made in advance
The router’s AP isolation is on by default and iPads can’t find Capture Pilot — 20 minutes diagnosing network on setRouter is fully configured and tested at home; the pre-flight just confirms it’s still working
The overlay file was designed for 3:2 but the camera is shooting 4:5 — the layout reference is wrong all dayOverlay dimensions are verified against the camera’s output aspect ratio before the shoot
You arrive and realize you forgot the HDMI adapter — no external display for clientsThe packing checklist catches every item; nothing is left to memory

Baseline: “Without this process” means showing up to set having only done the minimum — packed gear, hoped for the best.

The 8-Step Process

Inputs
Shoot date confirmedNeed the timeline to work backwards from
Photographer’s Capture One tierPro, Studio, or Enterprise (determines which workflow SOP applies)
Camera brand and modelDetermines USB mode, firmware checks, cable type
Shoot brief (if available)Shot count estimate, overlay requirements, video village setup
SOP_Photographer_Handoff statusIdeally completed by the photographer; if not, you’ll need to cover their steps too

Step 1: Software and licensing frozen (1 week+ before)

Every piece of software that touches the tethering chain is version-locked. No updates between now and the shoot.

  • Capture One tier confirmed (Pro/Studio/Enterprise) — check the title bar
  • Capture One license verified active (not trial, not expired, not grace period)
  • Capture One version number documented
  • Camera firmware version documented
  • macOS version documented
  • Automatic macOS updates disabled (System Settings > General > Software Update > all toggles OFF)
  • Manufacturer tethering apps removed from Login Items

If the photographer hasn’t done SOP_Photographer_Handoff Step 1:

  • Alternate: You verify and document the versions yourself during the chain test
  • Contingency: Proceed without version documentation but note the risk — if something breaks on set, you won’t have a baseline to compare against
  • Emergency: If you discover on set that software was updated overnight → SOP_DIT_On_Set_Pre_Flight Phase 2 handles this

Step 2: macOS configured for tethered shooting (1 week+ before)

The laptop’s operating system is configured to not interfere with tethering, networking, or file handling.

(This is the photographer’s responsibility per Step 2: macOS configured for tethered shooting. If you’re the DIT working on their machine, verify these settings. If you’re acting as both photographer and DIT, do them yourself.)

  • Local Network permission granted to Capture One
  • Firewall allows Capture One (or Firewall off)
  • Files and Folders access granted to Capture One
  • Spotlight Privacy: capture destination folder excluded
  • Stage Manager: OFF
  • Sleep: disabled when plugged in
  • Display timeout: Never (on power adapter)
  • iCloud Desktop & Documents: capture folder excluded or sync disabled
  • Time Machine: capture folder excluded
  • Antivirus: capture folder excluded from real-time scanning

Leading indicator: All 10 checkboxes checked. No macOS permission prompts when launching Capture One.

Step 3: Camera configured for tethering (1 week+ before)

The camera’s USB and power settings are correct for tethered shooting.

(Photographer’s responsibility per Step 4: Camera configured for tethering. Verify during the chain test.)

  • USB mode set correctly for tethering (PTP, not mass storage)
  • Auto power-off disabled (or set to maximum duration)
  • Dual card slot configured to backup to card while tethering (if available)
  • White balance set to consistent preset or Kelvin value (same per look)

Step 4: Hardware and cables tested (2-3 days before)

Every cable and adapter in the chain is individually tested and confirmed working.

  • Tether cable tested: plugged in, shot frames, confirmed arrival in Capture One
  • Cable verified as data-rated (not charging-only)
  • Spare tether cable packed (same connector type)
  • Strain relief packed (TetherTools JerkStopper or CableLock)
  • HDMI cable + USB-C to HDMI adapter tested with external monitor
  • Backup HDMI cable packed
  • Laptop cooling pad/stand packed
  • Gaffer tape packed (bright for labeling, matte black for cable routing)

Step 5: Network and router configured (2-3 days before)

(Skip this step if running a Wired Only workflow — see SOP_DIT_Wired_Only)

The DIT router is configured for reliable local networking with zero interference from venue Wi-Fi.

  • Router configured per EC - Router Config Checklist
  • Router labeled with SSID + password (gaffer tape on the unit)
  • Router config saved as backup profile
  • Ethernet cable packed (laptop to router)
  • iPad(s) packed with Capture Pilot / Live for Studio installed and app versions updated
  • iPad charging cables packed

Step 6: Storage prepared (2-3 days before)

Capture and handoff drives are formatted, tested, and have sufficient free space.

  • Capture destination drive has 2x expected shoot volume free
  • Handoff drive formatted as exFAT (cross-platform for client delivery)
  • Handoff drive tested: mount, write a file, read it back, unmount

Step 7: Display and overlay verified (2-3 days before)

Overlay files match the camera’s output and render correctly in Capture One.

  • Overlay file dimensions match camera output aspect ratio (e.g., 3:2, 4:5, 16:9)
  • Overlay file format confirmed: PNG, PSD, or TIFF with transparency
  • Overlay tested in Capture One: correct position, scale, opacity

Step 8: Full chain tested at home (day before)

The complete end-to-end system runs for a sustained period to catch intermittent failures.

MUST run this test. The chain test is the single most important prevention step — it catches every category of failure (cable, software, network, thermal, performance) in a low-stakes environment.

  • Camera → tether cable → laptop → Capture One (frames arrive)
  • Laptop → HDMI adapter → cable → external monitor (Viewer displays correctly)
  • Router → Ethernet → laptop + Wi-Fi → iPad (Capture Pilot connects and shows images)
  • If Studio: Live for Studio share active, iPad receiving images
  • Overlay loaded and displaying correctly on all outputs
  • Run for 15+ minutes continuous — do not stop early
  • All components pass — if ANY component fails, troubleshoot now

△ Confirm: If this is the first time working with this photographer’s equipment, confirm with them that the chain test passed and note any configuration specifics (which port, which cable, which adapter) for replication on set.

If the chain test fails:

  • Alternate: Troubleshoot using DIT Troubleshooting — you have time to diagnose properly at home
  • Contingency: Identify the failing component, source a replacement, and re-test
  • Emergency: If you cannot resolve the issue before the shoot → prepare the EC - Card Import Fallback workflow as a backup plan and inform the photographer
Outputs
Leading indicators (during prep)Each step’s checkboxes are completed. No error prompts during configuration. Chain test runs for 15+ minutes without interruption.
Lagging indicators (on shoot day)SOP_DIT_On_Set_Pre_Flight completes in under 15 minutes with zero failures. No on-set troubleshooting needed for preventable issues.

Packing Checklist

Tethering

  • Tether cable (tested, data-rated)
  • Spare tether cable (same connector type)
  • Strain relief (TetherTools JerkStopper or CableLock)

Display

  • HDMI cable (tested)
  • Backup HDMI cable
  • USB-C to HDMI adapter (tested)
  • Active HDMI extender or fiber-optic cable (if video village >15 feet away)

Network

  • Dedicated portable router (configured and labeled)
  • Ethernet cable (laptop to router)
  • iPad(s) with Capture Pilot / Live for Studio installed
  • iPad charging cables

Power & Cooling

  • Laptop power supply
  • Laptop cooling pad/stand
  • Power strip for video village
  • UPS (if generator power expected)

Storage

  • External SSD for capture (formatted, tested)
  • External SSD for handoff (exFAT, tested)
  • Card reader (even when tethering — fallback for EC - Card Import Fallback)
  • Spare memory cards

Camera Support

  • Spare camera batteries (2+ per body)
  • USB-PD power bank (for cameras that support USB-PD charging while tethering)

Set Management

  • Gaffer tape — bright color (for “DO NOT UNPLUG” labels)
  • Gaffer tape — matte black (for cable routing)
  • Rain covers (clear bags or Pelican lids)
  • Overlay files (on USB drive or already in session folder)
  • Cable ramps (if floor routing through walkways is needed)

Quick Reference

1 week+ before:

  • Software versions frozen and documented (C1, macOS, firmware)
  • macOS permissions configured (Local Network, Firewall, Spotlight, sleep)
  • Camera USB mode and auto power-off set
  • Manufacturer tethering apps removed from Login Items

2-3 days before:

  • Cables tested individually (tether, HDMI)
  • Router configured (EC - Router Config Checklist)
  • Drives formatted and space verified (2x expected volume)
  • Overlay files verified (aspect ratio, format, position)
  • Spares and consumables packed

Day before:

  • Full chain test: 15+ minutes, all components, no failures
  • Packing checklist completed

FAQs

  • What if the photographer insists on updating Capture One or macOS before the shoot?

    Update immediately, then re-test the full chain. If the update breaks tethering, you need time to roll back or find a workaround — that’s why the 1-week buffer exists. If they update the night before, there’s no safety net. Document the new version number so you have a baseline.

  • Do I really need to run the chain test for 15 minutes? Can I just shoot a few frames and call it done?

    No. Thermal throttling, memory leaks, and intermittent cable faults don’t appear in the first 30 seconds. The 15-minute test catches failures that only manifest under sustained load — the exact conditions you’ll face on set. This is the single highest-value step in the SOP.

  • What if I’m working on the photographer’s laptop and don’t have admin access?

    You cannot configure macOS permissions without the admin password. The photographer must either complete SOP_Photographer_Handoff Step 2 themselves, give you the password, or be present during setup. If you arrive on set without permissions configured and no admin access, your only option is SOP_DIT_Wired_Only (which requires fewer permissions).

  • I’m the photographer AND the DIT. Do I follow this SOP or the Photographer Handoff?

    Both. SOP_Photographer_Handoff covers your camera-side responsibilities. This SOP covers your DIT-side responsibilities. There’s overlap in Steps 1-3 — do them once, check both lists.

  • What if I can’t get the router configured in time?

    Fall back to SOP_DIT_Wired_Only. A wired-only setup (external display, no iPad) is always available as a baseline. You can add wireless later if you resolve the router issues.

Common Traps

“I’ll test it on set.” It feels efficient to skip the chain test and just set up on location. But on-set troubleshooting happens under time pressure with clients watching. A cable that doesn’t work at home won’t magically work on set — and diagnosing it will cost 20-60 minutes of crew standby time. Always test at home where failures are free.

“The cable worked last time.” Cables degrade. Internal wire breaks are invisible. A cable that worked on the last shoot may have developed a fault from being coiled, transported, or stressed at the connector. Test every cable before every shoot — not just “plug it in” but “shoot frames through it and confirm arrival.”

“I don’t need a spare.” You do. Cables fail, adapters overheat, SSDs disconnect. A 5,000 shoot day. Pack one spare for every critical component: tether cable, HDMI cable, HDMI adapter.

“The router is already configured from last time.” Router settings can reset after firmware updates, power loss, or factory reset buttons pressed during transport. Re-verify the configuration before every shoot, or at minimum confirm the SSID is broadcasting and AP isolation is still off. Better: save your config as a profile so you can restore it in 30 seconds.

“I’ll just use the venue Wi-Fi.” Venue Wi-Fi is shared with 40+ devices, may have AP isolation enabled, may block mDNS, and may require a captive portal login that drops every hour. Your dedicated DIT router eliminates all of these variables. The venue network is for internet access only — never for Capture Pilot or Live for Studio traffic.

Keeping This SOP Alive

This procedure is a hypothesis about how to prepare for a tethered shoot. When you follow it and something still fails on set, that’s a signal to add a new check — not a personal failure.

Refactoring triggers:

  • A new camera brand or model introduces a USB mode you haven’t seen → update Step 3 and EC - Camera Brand Setup
  • A Capture One update changes permission requirements → update Step 2
  • You discover a new failure mode on set that wasn’t caught by the chain test → add it to the chain test criteria in Step 8
  • A specific router model consistently misbehaves → note it in Step 5 and EC - Router Config Checklist
  • The packing checklist is missing something you needed on set → add it immediately

When this SOP needs more than a tweak:

  • Iterate: A step needs refinement (e.g., new macOS version changes Settings paths) → update the step
  • Pivot: The workflow fundamentally changes (e.g., Capture One replaces Capture Pilot with a new system) → rewrite affected sections
  • Dissolve: Tethered shooting is replaced by a different workflow entirely → archive with a note

North: Where does this come from?

  • SOP_Photographer_Handoff — the photographer’s upstream preparation that this SOP depends on
  • DIT Troubleshooting — the reactive system whose prevention sections were extracted to create this SOP
  • Every “Prevention” section across the 17 EC (Edge Case) notes in the DIT system

East: What opposes this?

  • “Just show up and figure it out” — the improvisation approach that works until it doesn’t, then costs the shoot
  • Over-preparation — spending 8 hours prepping for a 4-hour shoot. This SOP is designed to take 2-3 hours spread across the week, not a full day

South: Where does this lead?

West: What is similar?

  • SOP_Photographer_Handoff — same preparation philosophy, different role (photographer vs DIT)
  • Pre-flight checklists in aviation — systematic verification before high-stakes operations where in-flight troubleshooting is expensive

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