Film & TV Set Coat Ordering Checklist

A quick, practical checklist for costume departments, production managers and anyone sourcing warm-up coats for cast or crew.

Preparing for winter exteriors, a location shoot or a full series? Getting the right coats organised early saves unnecessary chasing once filming is under way. Use this checklist to decide what you need and request an accurate quote.

1. Who are the coats for?

• Principal cast
• Supporting artists
• Costume department and standby
• Wider crew
• A combination of the above

Decide whether each coat will be assigned to one person or shared. If you're buying for cast, allow room to wear the coat over the actual costume, not just everyday clothing.

2. Choose the appropriate style

Puffer: Vivida's warmer, more substantially insulated option. Worth considering for cold, exposed locations or long periods between takes.

Sherpa: A cosy fleece-lined style with generous coverage and a more traditional changing-robe feel. Useful for general on-set comfort and between-takes warmth.

Both styles are intentionally oversized, with weather-protective outer fabrics, two-way zips and practical pockets. The best choice depends on the conditions and what the people wearing them will be doing.

Compare the current Puffer and Sherpa designs.

3. Check the sizing

• Check the wearer's height and the actual garment measurements.
• Allow extra room for bulky, structured or delicate costumes.
• Consider whether coats will need to be shared between people.
• Make sure the length and sleeves are practical for the location.
• Confirm the available size and colour mix before committing.

4. Confirm your dates and destination

• Date the coats must actually be on hand, not just the first shooting date
• Location or office where they should be delivered
• Time needed to receive, check and distribute the order
• Any international shipping or import arrangements
• Whether you need available stock or can work with a pre-order

For a time-sensitive production, ask the supplier to confirm stock and delivery arrangements. Don't assume a general dispatch estimate applies to a large order.

5. Provide the information needed for a complete quote

You can save time by sending all the following in your first enquiry:

• Production name, where shareable
• Your name and department
• Approximate number of coats
• Preferred Puffer/Sherpa mix
• Requested size and colour breakdown
• Date required
• Delivery country and address
• Any special requirements or budget considerations

Ask for a quotation that includes applicable Film & TV industry pricing, shipping and relevant taxes or import charges. That should make internal approval easier.

6. Plan what happens once the coats arrive

• Nominate somebody to receive and count the garments.
• Decide how coats will be allocated or shared.
• Consider name labels or a simple allocation list.
• Choose somewhere suitable to keep and dry coats between shoot days.
• Keep any spare coats together so the department knows what's available.

These small steps become particularly valuable on busy locations, where equipment and personal clothing can easily get mixed together.

7. A quick note about hire versus purchase

If you only need coats for a short production, you may be exploring hire as well as purchase. Don't assume a supplier offers a rental service until it's confirmed. Vivida's standard KeepWarm proposition is based on purchases, including individual and larger production orders, subject to stock and lead times.