In short
- Pick three must-have moments. A short list keeps the scope small and the film focused.
- One highlight film and a few social clips cover most small events.
- Name one person who can answer the crew on the day, because you will be busy.
- Decide in advance where the video will be used, so it is made in the right shape.
For a small business, the best video scope is the one you can brief in ten minutes and approve without a committee. Start small, name three priorities and add only what you will use.
What is a manageable scope?
Think of scope as a ladder. Climb only as far as your plan needs.
| Step | What you receive | Good for |
|---|---|---|
| 1. Highlight film | One short edited film of the event | Website, social media and a record of the day |
| 2. Add social clips | A few short cuts in vertical or square shapes | Posting during the following days |
| 3. Add a full recording | A talk, demonstration or workshop kept from start to end | Customers who could not attend, or training later |
| 4. Add interviews | Short answers from guests, staff or suppliers | Testimonials, with permission |
Our pages on the highlight film and social video clips explain what each one is. If you only need a quick post, a phone recording may be enough, and you can still ask us later for a bigger event.
How do you choose the three must-have moments?
You will be busy, so give the crew a short list. Ask yourself:
- Which moment will I want to show a customer in a year?
- Which person or product must appear clearly?
- Which moment cannot be repeated, such as a ribbon cutting or a first demonstration?
Write the three answers down. The must-capture moments checklist gives you a one-page sheet for it. Our guide on prioritising moments that cannot be repeated explains why a short list works.
An illustrative example
This is an example, not a client story. Imagine a new cafe hosting a launch evening for about 80 guests.
- Must-have moments: the owner’s welcome, the first tasting of the signature drink, the ribbon cutting.
- People: the owner, the head barista and two of the cafe’s suppliers, described by role.
- Outputs: one highlight film and four short vertical clips for social media.
- Contact on the day: the manager, because the owner is hosting.
- Not filmed: the back kitchen, and any guest who prefers not to appear.
That is a small scope with a clear purpose, easy to quote and easy to approve. For specific events, see store opening and grand-opening videography and planning video for a small-business workshop or sales event.
How do you stay in charge without being at the camera?
- Name one person who can answer the crew, with a mobile number.
- Send the run sheet and the three moments the day before.
- Tell the team where the crew may stand, and where not.
- Give one person authority to approve changes on the day. See delegating filming decisions when the organiser is busy.
What about customers, staff and music?
Tell guests that filming is happening, and let people step out of shots. If you want to post a face or a testimonial, ask first. Music is a common surprise: a track that is fine for a private event may not be cleared for adverts. See music permissions for social posts, advertising and livestreams.
What we confirm for your event
- Outputs: once you tell us the three moments and where the video will be used, we suggest the outputs that fit and say why.
- Crew: tell us the venue and date, and we confirm the crew, travel and our contact on the day.
- Before the day: a short list of what we need from you, usually the run sheet and the three moments.
- Quote: review rounds and the draft stage are written in, so you know what happens at each step.
- Files: which files you receive, and in which shapes.
The quote depends on hours, crew size, venue and the outputs you choose, so a smaller scope means a smaller quote. See pricing, use the event video budget worksheet to set a limit, and read how to build a budget when supplier rates are unknown. The full service is on the event videography page.
If you can tell us the type of event, the date, the venue and the three moments you care about most, that is enough to suggest a scope. Message us and we will say what fits.
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