Work with a client's videographer at your venue

When a client brings a videographer, your team still carries the venue. The cleanest way to handle it is to separate two kinds of approval: the venue approves access and safety, the client approves the film.

Who is responsible for what?

Write this down and share it with the client. A one-page note prevents most arguments on the day. The video decisions and approvals planner can help the client record who decides what.

What should you share with the videographer?

Send a short filming note when the booking is confirmed:

1. Contacts: the person on duty, and a back-up.
2. Access: load-in time, entrance, parking, lift or service route.
3. Rules: tripods, cables, lighting, drones, and areas where filming is not allowed.
4. Layout: floor plan, stage, screens, and where guests will sit.
5. Timing: setup, rehearsal, food service and when the room must be cleared.

Some large venues publish rules for commercial filming. The KL Convention Centre guidelines, for example, ask organisers for advance notice and for camera positions and cable runs to be coordinated with the venue. Your own venue may have different rules, so give them to the client early.

Our guides cover the details from the other side: what to ask a venue before booking videography, filming in a hotel ballroom and cables, power and safe routes.

How do hosted events and recurring events work?

Hosted events are run by the venue itself, such as a gala or a seasonal launch. Here the venue is the client for the film and approves the content as well as the access. Say so in the brief so the crew knows who to ask.

Recurring events, such as an annual dinner or a monthly function, work better with one agreed arrangement. Keep the same contacts, rules and room notes each time, and confirm each date separately. See confirming a multi-event or annual arrangement.

How do you check a videographer you do not know?

Ask the same questions you would of any outside supplier: the names of who will attend, the equipment they bring, and which documents your venue needs. The guide to briefing a venue-recommended videographer is written for the opposite case, but its checklist works in both directions.

How do you protect other guests?

• Keep camera positions off walkways, exits and accessible routes. See camera positions that preserve accessible routes.
• Film public areas such as lobbies only with the venue’s agreement.
• Ask the client to tell guests that filming is happening, and give a simple way to opt out.
• If the room is shared by more than one event, say which event the crew may film.

What we confirm for your venue

• Who attends: tell us the venue and date, and we confirm the crew, the equipment and our contact for the day.
• Setup: we set up and pack down without blocking guests, to the times you give us.
• Changes: if the room or running order changes, we agree the new positions with your team.
• Your spaces: footage that shows your rooms goes to you for sign-off before publication, if you ask.

The quote for the client depends on crew, hours including setup, and outputs. Venue charges are set by the venue and sit outside our quote. See pricing, event videography, or corporate event videography for company functions.