In short
- Give the videographer the run sheet early, plus the one person who answers on the day.
- Decide with the audio-visual (AV) team who provides the audio feed and where cameras may stand.
- Agree shared positions and lighting changes with the photographer, emcee and stage team.
- Write down who approves what, so the client's changes reach us through you.
Give the videographer your run sheet early and name one person who answers on the day. Then agree with each other supplier where they overlap with the camera: audio, positions, lighting and timing.
What does a videographer need from a planner?
You know the event better than anyone. The videographer needs a small part of that knowledge, in a form that is easy to act on.
- The date, venue and the times for load-in, rehearsal and doors.
- The run sheet with timings, marked with the moments that matter most.
- The films your client expects, such as a highlight, a full recording of the keynote or short clips.
- A named contact for the day, with a phone number.
- The other suppliers and what each one controls.
The event video brief builder helps you write this down. The Run-sheet filming planner goes further and marks where the crew should be at each point.
Which suppliers does filming depend on?
Filming touches most of your other suppliers. The table shows what is worth settling with each.
| Supplier | What to settle | Why it matters |
|---|---|---|
| AV and sound | Is an audio feed available for our crew, and who sets it up? | Clear speeches without picking up room noise |
| Lighting and stage | Any change in stage lighting, LED screens or haze? | Affects how the picture looks and where cameras can go |
| Photographer | Who stands where during key moments? | Two teams in the same spot spoil both sets of shots |
| Emcee | Where are cues given, and can they announce the filming? | Helps the crew be ready for each segment |
| Venue | Rules for commercial filming, access and load-in times | Large venues often want advance notice |
| Caterer and florist | When does the room change? | Avoids shooting an unfinished room |
The page for AV and production teams covers the room production side in more detail. Our Event audio brief builder is useful when you need to set out the audio request for the sound team.
How do you handle moments that happen at the same time?
Many events have a stage and a side activity at once, such as an award on stage while a sponsor demo runs in the foyer. One camera operator cannot film both.
Mark these moments on the run sheet and decide which matter most. Our Simultaneous coverage planner helps you choose, and the guide to mapping time, people and simultaneous moments explains the options. An extra camera operator can be added, confirmed for each event.
Who approves what, and who instructs the crew?
Clients often change their mind close to the event. A short approval list prevents late surprises:
- Who signs off the coverage plan?
- Who approves the final films?
- Who can change the programme on the day, and how is the crew told?
- Who may share the footage, and where?
The Video decisions and approvals planner turns this into a table. If your event has an agency in the middle, read our guide on choosing who gives instructions on an agency-led event.
What happens if the plan changes?
Programmes change: a speaker runs late, a VIP moves, or it rains on the outdoor segment. Tell the crew as early as you can, and agree beforehand what counts as a priority moment. The Weather and venue-change filming plan helps you prepare a fallback.
What we confirm for your event
- How many camera operators are on site, and where.
- What we need from the AV team and the venue.
- How changes on the day are handled.
- When you review the films, and how files are delivered.
The quote lists what is included, so you can show it to your client. If your client pays separately, say so at the start so the quote names the right party; see how event video pricing works.
Tell us the venue and date, and we confirm the crew and travel. The Questions to ask your videographer has a fuller list. For an overview of what we film, see event videography in Malaysia.
If you can share the run sheet, venue and the films your client expects, we can tell you what coverage fits and what we still need from the other suppliers. Send what you have on WhatsApp.
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