In short
- A handover is a written list of what you receive, in what form, and what you may do with it.
- Finished films, full recordings, raw footage and project files are different things. Confirm each one.
- Record permissions next to the file: music, people filmed, and where it may be shown.
- Use one folder plan and one naming pattern so any colleague or relative can find a file.
A handover is a short written list of what you are receiving, in what form, and what you may do with it. Agree it before the event and check it after delivery, so nobody is guessing a year later.
What counts as a deliverable?
Event video comes in layers, and people often mean different layers when they say “the video”.
- Finished films: the edited highlight, social clips, a same-day edit if you ordered one.
- Full recordings: a ceremony, speech or session kept complete without cuts. See full ceremony and speech recording.
- Raw footage: the original camera files, before editing.
- Project files: the editor’s working files, graphics and music cues.
- Extras: captions, transcripts, thumbnails and cover images.
Finished films are the usual starting point. Whether you also receive the others is agreed in the quote for your event videography, so ask which you will get. Our guide to choosing the finished videos and files explains the trade-offs.
What should the handover list say?
Make one table. A simple version has these columns, shown here with example rows:
| Item | Format and length | Where it is kept | Approved by | Notes on use |
|---|---|---|---|---|
| Highlight film, 16:9 | Video file, length stated | Shared folder, master copy | Event owner | Music cleared for web only |
| Full speeches | One file per speaker | Shared folder | Event owner | Internal viewing |
| Social clips | Vertical, several files | Marketing folder | Communications | Check faces before posting |
Add the date received and the name of the person who checked it. The video archive and handover planner lays out this list and the folder plan for you.
How do I record permissions?
Write the limits next to the file, not in someone’s memory. Note:
- Music: who arranged it, and whether it is cleared for the places you plan to post.
- People: any guest, child or speaker who asked not to be shown publicly.
- Places: private use only, internal staff, website, social media or screens at a later event.
- Who may approve a new use.
The filming and publication responsibilities checklist helps you work out who is responsible for each point. The permissions guide explains the ideas in more depth.
What does a good folder and file-name plan look like?
Pick one pattern and use it for every event. The aim is that a stranger can tell what a file is without opening it.
For example, an illustrative folder for a company annual dinner:
2026-11-14_AnnualDinner_Client/01_Final/02_FullRecordings/03_Social/04_Raw/(only if included)05_Permissions/
And an illustrative file name: 2026-11-14_AnnualDinner_Highlight_16x9_v2_FINAL-APPROVED.mp4.
The pattern is date, event, item, shape, version, status. Keep older versions in a separate folder, and say in the list which one is the approved one. Use the same names in the handover table so the two always match.
What should I check on delivery?
- Open every file and play it through.
- Check names and versions against the list.
- Check sound, captions and spelling of names.
- Confirm who keeps the master copy, and make a second copy. See keeping independent copies.
- Note any download links and what you must save before they stop working. See download-link expiry.
If a file is missing or wrong, tell us straight away while the job is fresh. The final video acceptance checklist covers the review step.
What we confirm for your event
- Which of finished films, full recordings, raw footage and project files are included.
- The formats, and how the files reach you.
- A naming pattern, or yours if you already have one.
- Who answers questions after delivery.
If you are planning an event and want the handover agreed before filming, tell us the date, the films you expect and who will keep the files. We write the delivery steps into your quote.
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