Getting Ready for the Grade

How to Prepare Your Video Timeline for a Smooth Conform Process Before Sending to a Colorist

If you're sending your project to a professional colorist, ensuring your video timeline is properly prepared for conforming can save time, money, and headaches. The conform process is where your project is rebuilt in the colorist's system, ensuring that everything matches before color grading begins. A messy timeline can lead to errors, missing footage, or time-consuming troubleshooting. Here’s how to prepare your timeline for a smooth transition.

1. Lock Your Edit
Before anything else, make sure your edit is completely locked. That means no last-minute changes, no new shots, and no restructuring. A locked edit ensures that the timeline you send to the colorist is final, preventing any unnecessary revisions down the line.

2. Remove Unused Clips and Tracks
Clean up your timeline by deleting any unnecessary clips, muted video tracks, and redundant layers. Simplifying your project file reduces the chance of errors when exporting for the conform process. Also, remove any placeholders, offline media, or temp effects that aren’t needed for color grading.

3. Flatten the Timeline Where Possible
While it’s common to use nested sequences or adjustment layers during editing, these can cause problems in the conform process. Try to flatten your timeline by replacing nested sequences with the original clips and ensuring all effects and transformations are either removed or properly baked in if needed.

4. Ensure Proper Clip Naming and Organization
All media should be properly named and organized in your project folder. Avoid generic filenames like “Clip001.mov.” Instead, ensure each clip has a meaningful name that matches the source file. If the colorist needs to relink footage, clear and consistent naming will make the process easier.

5. Use the Right Frame Rate and Resolution
Double-check that your timeline matches the final deliverable's frame rate and resolution. If your project is a mix of different frame rates, consider converting them beforehand to maintain consistency and avoid unexpected playback issues during grading.

6. Export an XML, EDL, or AAF File
Most colorists work with XML (Final Cut Pro XML), EDL (Edit Decision List), or AAF (Advanced Authoring Format) files to rebuild the timeline in their grading software. XML and EDL files are widely used, but AAF files are particularly useful when working with Avid systems or when a project requires more detailed metadata, such as audio tracks and effects. Export the format your colorist prefers and test it yourself by importing it into a fresh project to ensure everything relinks correctly.

7. Provide a Reference Video
Export a high-quality reference video with a timecode overlay that matches the timeline. This allows the colorist to cross-check and confirm that everything is conforming correctly. A ProRes or DNxHR reference file with a visible timecode is ideal.

8. Include Handles on Clips
When exporting clips for color grading, include extra frames (handles) on each side of the cut, typically 5-10 seconds. This gives the colorist flexibility to adjust transitions, fades, or dynamic adjustments without needing additional footage.

9. Export High-Quality Media for Color Grading 
Send the highest quality version of your footage possible. Avoid using compressed or low-resolution files. If you worked with proxies, reconnect to the original camera files before sending your timeline. Preferred formats include ProRes 4444, DPX, EXR, or raw camera files if the colorist supports them.

10. Communicate Clearly with Your Colorist
Finally, make sure your colorist has all the necessary project details. Provide a project breakdown, LUTs (if applicable), specific grading notes, and any creative references. Good communication will help ensure the final grade aligns with your vision.

Final Thoughts 
A well-prepared timeline ensures a smooth conform process, reducing errors and making your colorist’s job easier. By following these steps, you’ll streamline the workflow, save time, and ensure your project looks its best. The better you prep, the better your final product will be!