How PAs Can Stay Busy During Downtime on Set

Posted on: Oct 28, 2025

Photo Credit: bjones27 // iStockPhoto

By Benjamin Hickson

Working as a production assistant (PA) is one of the best ways to get your foot in the door of the film and TV industry. Being a PA is one of the busiest jobs on set — you’ll be running around helping different departments, and helping to ensure the whole production runs smoothly. However, once you land the job, you may quickly notice something surprising: there’s often a lot of waiting around.

Maybe a scene is taking longer to light than expected, or the crew is troubleshooting equipment. As a PA, it can be tempting just to hang back and scroll on your phone, and while sometimes it may be okay to take that break, these waiting periods are actually a golden opportunity to prove your value by going above and beyond. Here are some smart ways PAs can stay busy (and make a strong impression) during the inevitable lulls on set.

Key Insights:

Even during slow moments on set, PAs can stand out by keeping things clean, organized, and running smoothly.
Small tasks like restocking crafty or managing walkie batteries can make a big impact on crew morale and efficiency.
Downtime is also a valuable learning opportunity — observing and anticipating needs helps PAs grow and build trust on set.

Keep the Set Organized and Clean

It sounds simple, but full trash bags or overflowing recycling bins can quickly make a set feel chaotic. If things are quiet, do a quick walk-through of common areas and swap out bags. A clean set keeps everyone happier, and your attention to detail will be noticed. Additionally, a cluttered set can be a safety hazard. If you’ve got time and permission, coil stray cables, straighten up chairs, or clear away empty water bottles. Just remember — don’t touch any camera, grip or electric gear unless you’ve been specifically asked to. Stick to general cleanup, and you’ll be helping, without stepping on toes.

Restock Crafty and Drinks

Crafty is one of the most appreciated parts of set life, and snacks run out fast. Use downtime to check the crafty table and refill coffee, water and grab-and-go items. Taking care of this may seem like a small task, but it is actually one of the most important. Crafty is a perk not many professions get, and it’s because film sets are often long, draining days, so having a fully stocked crafty is essential to crew morale. A PA who quietly restocks snacks becomes everyone’s best friend, especially on long shoot days.

Check Walkies and Organize Your Gear

Walkies are the lifeline of a set. If you notice people starting to swap out batteries, get ahead of it. Organize your battery station, recycle the dead ones into the “to charge” pile, and hand out fresh ones. Staying on top of comms means fewer disruptions when things get busy again. Additionally, if you are in charge of any other production duties, take this time to get organized. This could be organizing and scanning receipts, gassing up crew vehicles, or helping prep other departments.

Learn by Observing

Downtime doesn’t always mean physical work; it can also be a chance to learn. Pay attention to how the assistant director (AD) calls out instructions, how the director of photography (DP) frames a shot, or how grips rig equipment. You’ll pick up valuable knowledge just by watching closely. If there is a specific department you are interested in, this downtime could be the perfect opportunity to learn something new. Check in with different department heads and ask if there is anything you can help with. Don’t pester, but a well-timed offer of help shows initiative. Sometimes departments just need a hand carrying gear, running an errand, or organizing supplies, and other times they may be willing to go more in-depth and teach you something new.

Anticipate and Prep Next Moves

Once you’ve been on set a few days, you’ll start noticing patterns, like when the crew usually breaks for lunch, when talent gets called in, and when gear needs to be moved. Use downtime to get ahead — prep a cart, open doors for the next move, or start clearing a path. Being proactive makes you invaluable. In my personal experience, I have found that when you can anticipate people’s needs before they ask, it is always recognized and appreciated. If the day is winding down but there’s still some waiting around, start organizing for tomorrow. Consolidate trash, make sure crafty is stocked for the morning, and return borrowed items. A little foresight saves the crew time later.

Being a PA isn’t just about following orders — it’s about anticipating needs, keeping the set running smoothly, and showing that you’re dependable. Downtime is where you can quietly shine. The crew will notice the PA who’s always on top of things, even when the cameras aren’t rolling. So the next time you’re tempted to zone out during a lull, look around. There’s always something you can do, even if it’s as simple as making sure there are enough granola bars left on the crafty table.

Key Takeaways:

Be proactive, not passive: Don’t wait for direction — find meaningful ways to contribute.
Organization equals reliability: Keeping the set tidy and prepared shows professionalism and care.
Use every lull to learn: Observe departments, ask smart questions, and anticipate what’s next to prove your value.

Benjamin Hickson is an aspiring producer and production coordinator who has 4+ years experience working on various film and TV projects. He has a background in Public Relations and served for six years in the military. He also has a passion for travel and aims to increase LGBTQ+ representation in the entertainment industry.

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