In short
- Read your current agreement first. It decides what you can ask for.
- Ask for what was promised: finished films, agreed files, dates and notes.
- Source files and project files may not belong to you. Ask, do not assume.
- Keep requests polite, written and specific. It protects both sides.
Before you change video suppliers, read your agreement and ask for what was promised: the finished films, agreed files and your own planning information. Do not assume that raw footage or editing project files belong to you.
What does your agreement say?
Everything starts here. Find the parts that cover:
- What was to be delivered, and by when.
- Who owns the finished films, the raw footage and the edit project.
- Cancellation, change and refund terms, including any deposit.
- How either side can end the arrangement.
If something is unclear and a lot depends on it, consider independent advice before you send a request.
What can you reasonably ask for?
| Item | Reasonable to ask? | Note (illustrative) |
|---|---|---|
| Finished films already agreed | Yes | This is what you paid for |
| Your own planning documents | Yes | Run sheet, shot list, contact list you supplied |
| Delivered files in the agreed format | Yes | Check they open and play |
| Written record of what was agreed | Yes | Quote, emails, messages |
| Raw footage | Check the agreement | Often kept by the supplier unless agreed |
| Editing project files | Check the agreement | May not open in other software |
| Music and licence information | Reasonable to ask | Needed if you reuse the film |
| Supplier’s internal notes | Usually no | Not normally part of the delivery |
How should you ask?
Write it down. A calm, specific message works better than a phone call that is later forgotten.
- State the event, the date and the agreement or quote you are referring to.
- List exactly what you are asking for and why.
- Give a reasonable date to reply.
- Keep the tone polite. You may need their cooperation to receive the files.
Our video archive and handover planner can help you list what you hold and what is missing. It is optional.
If the event has not happened yet
Some people switch before the event. In that case, ask for:
- Your own information back: the run sheet, shot list, VIP list and any briefing notes you supplied.
- A written statement of what has been agreed and paid.
- Cancellation terms in writing, so you know the cost before you decide.
Then check the new supplier carefully. Our guide to assessing videographers and the questions to ask your videographer help you compare. The videography booking scope checklist helps you spell out what the new booking must cover.
If the event has already happened
Here the question is what you have received and what is still owed.
- Download everything delivered, and keep two copies. See keeping independent copies.
- Compare it with the agreed list of outputs. Our final video acceptance checklist helps with this.
- Ask in writing for anything agreed but missing.
- If you want raw footage for another editor, ask whether it is available and on what terms. Do not assume.
Our guide to organising an event video handover covers the normal end-of-project handover in more depth.
What about music and permissions?
If a new editor will use delivered films or footage, ask which music is inside, and what use it covers. Also check any permissions for people shown. Our filming and publication responsibilities checklist lists the questions to settle.
Is there anything you should not do?
- Do not post private messages or complaints publicly before talking to the supplier.
- Do not delete delivered files while the matter is open.
- Do not promise the new supplier material you do not yet hold.
- Do not assume you have a right to something because it exists.
Where we can help
If you are moving an event to a new crew, our event videography service can quote from the scope you agree. If you already hold footage and need it edited, our event video editing service works from supplied files.
For a legal question about your agreement, ask a qualified adviser.
Tell us the date, what has been filmed so far and what you have received, and we confirm what we can take on.
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