In short
- An enquiry does not reserve a date. A booking is confirmed after scope and terms are agreed.
- Write down what changes the scope: date, venue, hours and crew.
- Ask for payment and cancellation terms in writing from the supplier you choose.
- Agree who gives updates and who decides when plans change.
A booking works best when both sides know what was agreed and what happens if something moves. This page groups the practical questions, so you can read the one you need.
What to agree before you commit
Start with a record of the event, the scope, who does what and what you will receive. The booking checklist for event videography lists these points, and our booking scope checklist helps you fill them in.
Two related guides cover client responsibilities in a video agreement and a communications plan before the event.
In what order should you settle things?
First the scope, then who does what, then the payment and cancellation terms, and last the plan for changes. Settling them in this order means each later decision has something clear to rest on.
Money and cancellation
See deposits, staged payments and purchase orders and agreeing cancellation terms. Our quote sets out the payment and cancellation terms in writing for you to read before you confirm.
When plans change
| Change | Read |
|---|---|
| New date | What happens if your event date changes |
| New venue | Changing the venue after booking |
| More time | Adding extra hours or another day |
| Different crew | If the filming crew changes |
Each change can affect travel, staffing and permissions, so tell us early. Give the new date or venue and what else depends on it, such as hall access and the programme. We then check what is still possible before anything is changed in writing.
A simple habit helps: keep one sheet with what was agreed, and note each change below it with the date. Share it with your committee so everyone works from the same page. If your event spans several halls or days, note changes for each one separately.
After delivery and across many events
When the films are done, closing a project after final delivery records acceptance and what is left. If you book every year, see confirming a multi-event or annual arrangement.
For the service itself, see event videography. For a legal question about your event, ask a qualified adviser.
Send us your date, venue and what you want filmed, and tell us if any of it may still change. We will say what we can confirm and what needs to be agreed first.
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