The VES drops a CC-BY on set data guide and hosts a May 12 webinar, because nobody enjoys rebuilding reality from half a slate photo.
For those who don’t know the topic: The Visual Effects Society published the VES On-Set VFX Data Collection and Usage Guide to align on set capture and handoffs between production-side VFX, production, facilities, and technology teams. Specific DCC application support is not specified in the sources.
Webinar first, PDF later
If you would rather hear a walkthrough than skim a document, a public webinar runs May 12, 11:00 am to 12:00 pm PDT, with registration via Zoom. The session explores the guide with some of its creators and keeps the conversation in the open, where on set data questions belong instead of buried in a frantic email chain. Join Here
The guide’s job: stop the “what did we shoot” spiral
The VES On-Set VFX Data Collection and Usage Guide is a practical on-set resource that maps key data sets and capture workflows. Its goal is a shared playbook for productions, vendors, and technology teams to use and capture on-set data more effectively.
It aims to establish a common language between on-set VFX, production, VFX facilities, and technology teams, with the intended outcome of clearer communication, smoother handoffs, and better-aligned expectations across departments. In teh real world, that translates to fewer “we thought you had it” moments when the truck already left.
What it actually contains
The guide explains major on-set data sets, their capture methods, their practical applications, and intended stakeholders. It also documents both current and emerging on set data capture workflows and the choices that can impact production pipelines, timelines, and budgets. Included is a sample structure for directories, Reference Docs, ToDo Lists, Scope Definitions and many more usefull bits.
It also frames modern filmmaking as a hybrid of real-time virtual production, AI, and traditional pipelines, and the VFX department these days as responsible not only for post, but also for on-set data capture, continuity, and asset integrity from pre-production through final delivery. It seems the VFX department has become the primary custodian for management and tracking of on-set data across a project’s lifecycle. You wouldn’t trust actors with that, would you?
The boring parts that save your schedule
But on-set data has value beyond VFX. It states that data can support better informed creative and operational decisions and argues for open access and visibility so that teams across a production can engage with and benefit from shared knowledge.
One example is the cross-department logic: LiDAR scans created by VFX can be repurposed for set construction, stunt planning, and other production needs. Obvious, you’d think, but… That is the wrokflow reality check that makes the guide feel like a crew document rather than a glossary, and now we just have to get everybody to read and, ideally, understand it.
Credits, licensing, and the fine print you can actually use
The guide was developed over the past year by the VES Technology Committee. Its lead author is Sheena Duggal, with contributions from Sam Richards, Jim Geduldick, and Jake Morrison, and technical support from Jean-Francois Panisset.
The guide is licensed under the Creative Commons Attribution 4.0 International license, which permits redistribution and adaptation in any medium or format, including for commercial purposes, provided appropriate credit is given. So, no excuses for “Oh, we don’t have that, so we couldn’t follow it!”
