In short
- Settle four things inside the company first: purpose, approver, programme and who may be filmed.
- Tell staff about filming beforehand, and give people a simple way to opt out.
- Decide who receives the files and where they will be stored.
- A short, clear brief is enough to request a quote. It does not reserve a date.
Before you ask for a quote, settle four things inside the company: what the video is for, who approves it, the programme of the day, and who may be filmed. With those four answers, a videographer can tell you what is possible quickly.
What does an HR or admin team usually arrange?
Internal events are often handed to HR or admin on top of their normal work. Typical examples are an annual dinner, a family day, a townhall, a long-service award, a training day or a corporate social responsibility (CSR) activity.
Your job is rarely to decide the style of the video. It is to collect decisions from other people, write them down once and pass them on. That is exactly what a videographer needs from you.
What should you settle before you message?
| Question | Why it matters | Example answer |
|---|---|---|
| What is the video for? | Decides the films and the length of coverage | A short film for the intranet and a full recording of the CEO’s speech |
| Who approves it? | Avoids changes from people outside the brief | The HR director, after corporate communications reviews |
| What is the programme? | Shows when the key moments happen | Arrival, speeches, awards, dinner, performances |
| Who will be on camera? | Affects notice to staff and what is shared | Staff, spouses, children, guests, a vendor |
| Who gets the files? | Decides delivery and storage | One named HR contact |
The event video brief builder turns these answers into a readable brief you can send to us. It is optional, and the brief is an enquiry, not a booking.
How do you handle staff and guests being filmed?
Tell people before the day. A line in the invitation and a notice at the entrance are a good start, and a family day with children needs extra care.
Decide in advance how someone can ask not to be filmed, and tell the crew. For example, a different coloured lanyard can help the crew recognise who to avoid in wide shots. Your own legal or compliance team should confirm how your company handles staff images. Our guide to permissions, privacy and responsible publication covers the questions to ask, and the Private and public video version planner helps if some footage should stay internal.
Which videos does an internal event need?
Most internal events need one of three things:
- A short highlight film to share with staff or on the intranet.
- A full recording of a speech, award segment or training session that people may want to watch later.
- A few short clips for the company’s social pages, if the company wants to post them.
Not every event needs all three. Our guide to choosing the finished videos and files explains the trade-offs. If you are unsure, the Find out which event videos you need asks a few plain questions.
What do you need from the venue?
Ask the venue or hotel whether commercial filming needs advance notice, where the crew can stand, and when they can enter to set up. Large venues have their own rules, so it is better to ask early than on the day. The Venue filming questions checklist lists what to ask.
What does the budget depend on?
The price depends on the hours of coverage, the number of camera operators, travel, and the videos you choose. Each event is quoted from its own scope. The Event video budget worksheet helps you set a range before you ask, and our guide to understanding and controlling video costs explains what moves the quote.
If your company needs several quotes or a vendor form, tell us at the start. Your finance or procurement team may also find our page for procurement teams useful.
What we confirm for your event
- What the quote covers: hours, crew, films and review rounds.
- How and when your team reviews the video.
- How the files are delivered, and who keeps a copy.
- What we do if the programme changes on the day.
Tell us the venue and date, and we confirm the crew and travel. If you are comparing suppliers, use the Questions to ask your videographer. To see how our service works for any event, start with event videography in Malaysia.
If you know the date, venue and what the video is for, that is enough to start. Send those to us on WhatsApp and we will tell you what else we need to prepare a quote.
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