/ JDE production process

/ Jacobs Client Contacts

Patrycja Nowakowska | Global Brand Director Jacobs 

Ophelie Doebler | Global Brand Director Jacobs

Marie Loridon | Global Brand Manager Jacobs 

Paola Canepa | Global Digital Content Manager

/ Ti Ora Client Contacts

Ian Soon | Global Marketing Manager

Giacomo Alpiani | Global Marketing Intern

/ Production Process

The JDE Production Playbook identifies the following 10 key steps in the production process:

1) Creative Brief - JDE will use D+A template to inform Neverland on budgets, deliverables & usage.

2) Scripts - Scripts / concepts are to be presented with ballpark costs. Once scripts are liked by JDE they should be shared with JDE Production Consultants for assessment. Hercules will assist on ballpark user rights.

3) Testing - Triple bid to be done after testing. If a director / photographer / production parter is involved in creative development of an idea prior to testing it is the responsibility of Neverland and any costs incurred would need to be taken from Neverland fee.

4) Pre-Bid Meeting - Neverland to arrange pre-bid meeting with JDE + Hercules + Production Consultant. This meeting is key to start the production on the right foot, to identify options for integrated production and confirm scope for bidding based on final concepts, final D+A and timings. Output for this meeting is a Production Briefing c/o Neverland, and Termsheets c/o Hercules.

5) Bidding process - JDE require a minimum of three comparative bids. All production companies should be identically briefed, using the same Production Briefing doc, scripts / animatics / concepts, termsheets & the JDE Production Guidelines for Production Suppliers. JDE request Neverland inform them of the production companies they are reaching out to ahead of briefing them. Where there is digital production in campaign scope JDE’s preferred partner MediaMonks should be one of the three suppliers bidding for all film production assets. Production Consultants need a minimum of 5 days after proposal of bids to review, negotiate and be able to award. A triple bid budget needs to consist of:

• 3 comparable directors treatments

• 3 budget breakdowns, fully detailed and mark up transparent on all line items

• Formal bid letters from production suppliers

• Service company estimates including services company bid letters for online, offline, VFX and Sound

• Talent costs for work, travel, per diem. Fully detailed into amount of time, OT hours, wardrobe, fitting etc.

• If applicable a fully detailed breakdown of costs music into demos and production

• Competitive bids should also be sought for post production or music composers

• Separate bid for user rights (to be provided by Hercules)

• Production schedule, including all prep, travel, shoot, post

• Any potential financial benefits for JDE to be included in the estimate.

Directly after awarding the Proposal,  Neverland will need to create casting and location briefing that need to be approved by JDE before starting search. Neverland will also create “Agreement(s) in principle“ based on “Termsheets” and awarded proposal and will share these  with Production Consultant and Hercules for the final review/approval previous to sharing with Casting director.  Hercules starts working on final UR contractual documentation after PPM. 

6) Neverland to lead the PPM in good collaboration with other agencies. Directors storyboards is a mandatory at the PPM, and should also include rough timings for each shot. JDE will then use this as a kind of contract between themselves and the production company.

Approved talent and other UR providers need to sign agreements provided by Hercules and will be send to Hercules for counter signing. If any UR provider disagrees with UR terms and conditions or costs, Neverland/Production Consultant loops Hercules into the communication and Hercules leads final negotiation of the terms and costs with talents or UR providers directly including final signing. 

7. Confirm Talent & Engage Hercules - Neverland must involve Hercules and work in good collaboration with them, following the process below:

• JDE approves talent / UR providers

• Neverland shares completed ‘Agreement of principles’ for talent and ‘Termsheets’ for other UR providers , including contacts and talent union membership details - where applicable.

• Hercules will provide Neverland with the final UR contracts tailored for each project and specific UR provider.

• Neverland will attach the UR contract to the ‘Production Contract for basic fees’ (confirming day rates, travel expenses, union membership details where applicable) and shares these with chosen talents / providers for sign off / negotiation.

• Hercules sets up billing process with UR providers directly.

• If any UR provider disagrees with the UR terms and conditions or costs, Neverland / JDE Production Consultants loops Hercules into the communication and Hercules lead final negotiations with talent or UR providers directly, including final signing.

• Approved talent(s) and other UR providers need to sign UR contracts provided by Hercules prior to the shoot.

• Neverland to share signed contracts with Hercules for counter signing together with the Production Contracts for basic fees, to ensure that both are aligned.

• Neverland to handle & pay shooting fees, travel, per diems and other fees.

• Hercules will handle & pay all UR related fees / talent costs / license fees.

8. Shoot - Any changes to shots that have been agreed in the preproduction meeting must be made by a JDE senior level marketer (decision maker), regardless of who may be attending the shoot.

After the shoot a list of all prop and wardrobe purchases should be forwarded to JDE. If necessary Neverland should arrange deliver to JDE.

9. Post Production - All agencies should seek for integrated production solutions (e.g editing, music, grade) and leverage of combined assets. Neverland to collect credits and assets for brand book, archiving and localisation / versioning (to be done by Hercules).

10. Wrap up & cost reconciliation - Overages will only be accepted if there is a change in scope and must be agreed in writing between JDE and Neverland prior to creating costs and back up provided where requested. 

Outstanding costs  that were identified as ‘Provisional Sum items’ when awarding the production or cost items that changed due to changed scope of work (like no music, less talent..) will be recalculated and send to JDE Production consultant and JDE by the Agency Producer, no later than four weeks after air-date. JDE Production consultant will liaise with JDE Marketing and Procurement over any outstanding issues. 

/ Hercules & User Rights Management

JDE has assigned Agency Hercules as Transcreation Agency and they will be responsible for all adaptations for all JDE tier one global brands. They will also handle benchmarking, contractual confirmation and payments of all user rights and will therefore be closely involved from the start in JDE production process for all JDE tier one global brands. When assigning third party right owners such as talent or music, Neverland must involve Hercules and work in good collaboration together, and make use of all documents and contracts provided.

Roles and Responsibilities are outlined in the ‘Flowsheet Ways of Working’ chapter below.

Hercules will provide Neverland with the following documents for each production. Examples can be downloaded here.

Talent Agreement in Principle

Music UR Term Sheet

Photography UR Term Sheet

Talent Contract

User Rights Contract - Relevant templates for UR rights contracts will be shared by Hercules project per project

/ Flowsheet Ways of Working

Before the production kick off with JDE’s Production Consultant (PIP), you will need to complete the production Flowsheet, outlining the key project timings, roles and responsibilities.

If this is your first time producing for JDE, you’ll find this document really useful, as it details roles & responsibilities throughout the process / who they expect to be involved in which key meetings.

/ Insurance

Unless under exceptional circumstances, JDE does not take out weather insurance. If your script contains exterior scenes the Agency must explore creative fall-backs and discuss with the production consultant.  Decisions on weather insurance will be taken on a job-by-job basis. 

If Agency is responsible for hiring talent it will be held responsible for applicable insurances and non-appearance insurance is mandatory on all JDE shoots. 

/ Deliverables + Allocation Template (D+A)

JDE will share a completed D+A document ahead of, or during the production kick off meeting. This document confirms the scope for bidding (to include deliverables, budgets, usage and timings).

/ Production Briefing Doc

JDE will request to see a full production briefing document ahead of Neverland briefing directors treatments. Example doc attached in above link.

/ JDE Production Guidelines for Production Suppliers

Please read through & share the ‘JDE Production Guidelines for Production Suppliers’ document with any potential suppliers before briefing them, asking them to confirm in writing that they are happy to agree to JDE’s T+C’s.

/ In-House Agency Production

Should Neverland wish to produce a JDE production in house, JDE need to be informed ahead of the bidding process.

To safeguard a fair bidding process, JDE Production Consultant will take over the ownership / control over the bidding process from the agency. The subsequent agency fee for bidding would then be handed back to JDE.

In case of in-house production bids JDE will not accept mark-up more than 10% over cost items that are normally with a production house.

Neverland and Neverland’s in-house production team must combine position of producer and avoid any duplications. JDE will not accept overlapping of roles.

/ Integrated Production

If working on a multiple channel campaign, JDE expects Neverland to find production efficiencies by integrating the production of video, print, digital and social media content.

If Neverland is the lead agency, JDE expect us to have a top down view of the process, effectively co-ordinate, integrate and manage the whole campaign, prioritising the needs and schedules for all stakeholders.

JDE’s Digital Agency (Media Monks) should in case digital assets are part of the scope, be considered to bid for both digital content as film/video for ATL channels to be able to optimise leverage or resources, talent, technique, post production etc. We always needs to include Digital Agency in our production production briefing and bidding process and ensure a fair bidding process. In this case, JDE’s Production Consultant will oversee.

Neverland and Digital Agency are both involved in pre-bid meeting and co-responsible for creating/agreeing with JDE the Production Brief (requirements, creative expectations) and for providing a full Deliverables and Allocation list (D&A). In case Digital Agency internal production facility is able to meet the brief (for example based on past work/reel), they will be invited to be part of the comparable bidding process. 

In case Digital Agency internal production facility is not awarded for the production of the footage, Digital Agency remains responsible for the end delivery of the digital assets and deliverables. In that case Digital Agency might be involved to oversee the production process if agreed with JDE, Lead Agency and Production Consultant. Neverland is responsible for the delivery of the other assets like TVC.

Production of digital assets(banners, face book posts) in case production budget is below 50K Euro will be produced by JDE digital Agency. Quotations to be review and approved by JDE Production Consultant.

The above conditions re. Internal Production (see In-House Agency Production chapter) apply for digital Agency.

/ Travel Policy

Please refer to the JDE Travel Policy when estimating travel for productions.

The number of Agency attendants should be restricted to active /must have attendees and is to be agreed upfront by JDE.  No duplication of roles. Creative:  1 or 2. Account - only if client is attending, 1 max. Agency producer and in case of externalised production only. All travel- and per diem costs need to be fully detailed in the Agency Budget.

JDE personnel travel and expense needs to be paid by JDE associates.

/ Summary

If you are unsure of the process at any time, please reach out to Amy / Tom. You can also check against JDE’s Playbook, and Roles & Responsibilities doc.