Specifying event videos your colleagues can approve

Ask for each output by where it will be used, and name the people who approve it. A film with a clear use, format and approver is much easier to make and to sign off than a request for “some good video”.

What is the marketing team deciding?

You are deciding what the event must produce for your channels, and how colleagues will agree it is good enough. That means writing outputs as a list, with a use for each.

Our guide to making event videos useful after the day covers reuse over time. This page is about the brief you write before the event.

How do you specify outputs?

Write each output in one row. Here is an illustrative list for a product launch.

The video deliverables sheet turns this into a sheet you can send. If you are not sure what to ask for, the Find out which event videos you need asks a few plain questions, and our guide to choosing the finished videos and files explains each type.

What do you need to settle for each channel?

• Format: horizontal for a website, vertical for short clips. The Video format and framing planner helps you decide, and the crew needs to know before the day so they frame wide enough.
• Length: the channel decides this, so ask for it per output.
• Language and captions: say which languages the speakers use and which languages the captions need. Automatic captions need accuracy checks and usually correction, so decide who proofreads them. See the Caption and language specification planner.
• Music: a music licence does not automatically prevent takedowns where other rights or platform rules are unresolved. Ask what music will be used, where it comes from and what the licence covers for your channels.
• Branding: logo files, colours, name titles and any wording the video must or must not carry.

How do colleagues approve the video?

A common cause of delay is a reviewer who joins late and asks for changes. Prevent it in the brief:

1. List the approvers and the order they review in.
2. Say what each person decides, such as facts, legal wording or brand look.
3. Ask for comments to be sent together, ideally against timecodes. The Timecoded video feedback builder helps.
4. Agree the number of review rounds in the quote.

The Video decisions and approvals planner makes the list. If there is a draft deadline for a campaign, the Video delivery and approval timeline planner shows how review time affects it.

What about sensitive moments and public use?

Decide beforehand who may appear in public videos, which speakers have cleared their content and what must stay internal. Our guide to permissions, privacy and responsible publication lists the questions, and the Private and public video version planner helps you plan different versions.

Which outputs move the quote?

Every extra output and review round adds editing work, so the quote lists them one by one; see how event video pricing works. The Event video purpose and measurement planner helps you decide which outputs are worth the cost.

What we confirm for your event

• Which of your outputs need extra crew or equipment on the day.
• Where the music comes from, and what the licence covers.
• Who corrects the captions.
• How many review rounds the quote includes.
• How the files are named and delivered.

Tell us the venue and date, and we confirm the crew and travel. The Questions to ask your videographer has a fuller list. For the overall service, see event videography in Malaysia, or use the event video brief builder to write your request.