Background PA

Your Ultimate Goals

• Stay Proactive
• Keep the Background & Crew Informed
• Know what the 1st and 2nd 2nd AD needs

The Background PA runs all things regarding background actors, or extras.

Running the background is a unique job, one that if you do it right, you can have a lot of fun with.

You and your helper will oversee anywhere between 5-100 people or more depending on the day. You will check them in, voucher them, facilitate the background getting ready through the Hair/Make-up/Wardrobe, tell them the important points of the scene so they can act accordingly, keep track of them throughout the day, help the 1^st &  2^nd 2^nd AD with setting the background, and finally, check them out at the end of their filming day.

In running background, you have to be informative and polite but firm.

The background do not have walkies, they do not have a call sheet, and they do not have sides. They do not have all the information you do. It is your job to help keep them informed on what is going on. Tell them where to go and when.

You will have the added challenge of knowing what your 2^nd 2^nd is doing and matching whatever they do. Using the skins and sides, you take notes on the set plan where everyone is (this is called “mapping” or “charting”) so you can “match” them during different setups and pick-ups. You will keep track of the background when they step off set to visit craft service or the bathroom. Or if they have a break because they are not needed.

Things You Will Need:

• Skins (A list of all the background extras working today)
• Sides
• Set Plan or Sketch of the Set
• White Gaffer’s Tape
• Sharpies
• If your show is not digital:
  • Paper Vouchers
  • Box of Spare Pens
  • Post-It Notes, Paperclips/Binderclips
  • Blank Breakdown Sheet

Below is a general guide of your responsibilities as the Background PA.

Getting Ready

• Early is on time. Your call time is usually with the earliest Hair/Make-up/Wardrobe people helping get the background ready. We recommend showing up 15 minutes early to help anticipate any issues with setting up holding.
• Set up holding. Put the check-in table right near the entrance to holding. This helps make sure you are the first thing the background see when they arrive. It also helps you see if anyone steps out of holding. If your show is digital, have your laptop charged and ready with WiFi. If it’s not, have your stack of vouchers ready with your boatload of pens.
• Check-in the background.
  • Verify their check in number on the skins
  • Give them a voucher
  • At the AD’s call times – update them with the correct number of people who have checked in. Keep the ADs informed as late people arrive.
• Check-in the Stand-ins (also known as “Second Team”) – When they check-in, give them sides, a voucher, and a gaff tape label with their character name and real name. Make sure they see wardrobe for color cover.
• Give skins, sides and call sheets to all the Hair/Makeup/Wardrobe (HMUW) crew in holding. When they are ready – tell the background to see Wardrobe, then Hair & Make-up. Keep this process organized and efficient to avoid HMUW turning on you.
• Once the background is through HMUW, make sure they have a chance to eat. Making sure people get food is one of the most important parts of taking care of them.
• When everyone is picture ready and has eaten, introduce yourself to the whole group together, and read them the scene they will be in. This helps the background know what to expect when they get to set to act or perform properly for the scene.

On Set

• Get the background propped up. Always check in with Props before bringing someone to their truck. They may want to prop up elsewhere. Have a plan with the props team.
• Create a rally point near set where the background should wait if they are not needed or not sure where they should go. There should ideally be seating in this satellite holding space.
• Bring the background to the 2^nd 2^nd to set them in the scene (aka give direction to)
• Chart (map) where the BG are placed by the 2^nd 2^nd. This includes any special cues they may need. Make sure they are all there when needed for filming or rehearsals.
• Check-in with the 1^st & 2^nd 2^nd after each blocking rehearsal to see what the ADs think they will need in terms of background, as well as where in the scene the setup will begin. This will inform you if the BG are needed or able to take a little break. Communicate this ever-changing info to your BG actors.
• Communication between the ADs, yourself, background, props, and the HMUW artists helping taking care of the background is the most critical part of the job. Making sure people are informed so they can do their jobs and support you in doing yours.

Meals

• Re: Breakfast. Union BG do not get an official breakfast break, they get something called an NDB, or Non-Deductible Breakfast. An NDB means they get 15 minutes to sit and eat without interruption, but that time is not deducted from their time worked. It also resets the clock for their meal period, which is due every six hours, beginning with their initial call time.
• Background go through the lunch line after the crew. Union BG go first, then Non-Union BG go second. Background is entitled to a 30-minute sit down lunch.
• All NDBs, grace, meals, and MPVs need to be noted on each performer’s voucher.

Wrap

• Essentially reverse from the process from the morning. When the BG are wrapped from set they do the following:
  • Return props to the prop department
  • Return costume, if any, to the wardrobe department
  • See Hair/Make-up if necessary for any clean up or hair removal
  • Check-out with the background PA before leaving by turning in their voucher and getting their carbon copy.
    • If on location, the background pa will facilitate with AD’s, Key PA and Transportation to get a ride back to crew parking and/or the pick-up location

Closing Notes

The Background Pa is a challenging position of dealing with a lot of crew and background. It involves a lot of communication to help keep track of all the extras throughout the day. You need the BG’s cooperation if you are to be successful. You will need the crew’s help if you are to be successful. That cooperation comes from mutual respect, professionalism and communication. And the most important thing is to ask for help when needed. You are but one person managing up 50-75+ people with maybe one helper. Asking for help will also ensure success.