Short on time or lost your videographer?

When time is short, a clear brief matters more than a perfect one. Six details let us assess your event quickly, and the rest can follow as open questions.

What is the minimum brief we need?

Send these six items. Short answers are fine.

1. Date and venue. The exact hall or room, not only the hotel or city.
2. Times. When the crew can enter, when the programme starts and ends, and any break or setup windows.
3. Must-capture moments. The three to six things you would be unhappy to miss, such as the CEO speech, the award presentation or the ribbon cutting. The must-capture moments checklist turns this into a one-page sheet.
4. Outputs. What you need at the end: a highlight film, the full recording, short social clips, photos of the screen, or footage for another team. Mention any deadline, such as a clip needed the next morning.
5. Who decides. One name for scope and approvals, and one contact on the day.
6. What is already in place. A run sheet, a floor plan, the venue’s filming rules and any footage shot so far.

If you prefer to build this as a document, the event video brief builder produces a readable brief with open questions listed. The booking scope checklist shows what is still missing before a booking can be agreed.

What should you have ready before you message us?

A little preparation saves a round of questions:

• The latest run sheet, even if it is a draft.
• A photo or map of the stage, screens and where guests sit.
• The name of the venue contact who approves crew access, cables and any equipment loading.
• A note of anything sensitive, such as guests who should not be filmed or content that needs approval before it is shared.
• The budget range you are working with, if you have one. We quote each event from its own scope, so a range helps us suggest a fitting scope.

How do you hand over from a previous supplier?

If your videographer dropped out, you are still the best source of what was agreed. Gather what you have and pass it on:

• The original scope or quotation: hours, number of cameras, outputs and any extras.
• Notes of changes agreed since, including the final run sheet and revised timings.
• Any footage or planning files already delivered, such as site-visit photos, shot lists or music choices.
• The venue’s confirmation that a replacement crew may enter, since access passes are often issued by supplier name.
• Branding files, speaker names and titles, and the reference films the first videographer was shown.

Tell us honestly why the first booking ended, for example a clash of dates or illness. It helps us see whether the same risk applies to your day. Paying or settling with the earlier supplier is a matter between you and them, and worth sorting out separately so it does not affect your deadline.

What is realistic on a short timeline?

Late jobs work best with a focused scope. A single main camera on the key moments, with a clean highlight film or a set of short clips, is often more achievable than a full multi-camera plan with a same-day edit.

Specialist extras such as livestreaming, drone shots, same-day edits and extra cameras are available on request and confirmed for each event. Drone flights also need approval, so for a drone request we plan ground shots as well. Read the same-day edit guide if a screening is part of your programme.

Venue rules can also move the plan. Some venues ask for advance notice before commercial filming, so check with the venue contact early and tell us what they say.

What happens after you send the brief?

We read your details, ask only what is missing and tell you what is realistic for your date and scope. If your date is workable, we agree the scope and terms with you, and the booking is confirmed once those are settled. An enquiry on its own never reserves a date, so keep your other options open until then.

For the full checklist of what a replacement crew needs, see briefing replacement coverage close to the event. For the service itself, see event videography in Malaysia.

What decides the cost of a late booking?

Each event is quoted from its own scope: date, area, hours, crew, films and travel. On a short timeline the crew size, the outputs and the venue location usually move the quote the most, so the more precisely you describe those, the sooner the quote is useful. More on this in how pricing works.