In short
- A good booking can be read by a stranger: what is filmed, by whom, and what you receive.
- Hours, crew and films drive the quote, so write them down first.
- Also record who provides access, the programme and approvals.
- Agree how changes, payment and cancellation are handled before you confirm.
A booking is clear when a stranger could read it and know what will be filmed, by whom, and what you will receive. Write the points below down before you confirm, in the quote or in a short message that both sides agree to.
What should a booking record?
Eight items cover most events. If you can fill in each row, you are ready to confirm.
| Item | What to write down | Why it matters |
|---|---|---|
| Event | Name, date, start and end times, venue, hall or room | Everything else depends on it |
| Programme | The run sheet, key moments, speakers, anything happening at the same time | Decides crew and hours |
| Coverage | Arrival time, finish time, number of camera operators, any second location | Hours and crew drive the quote |
| Films | Each film you expect, rough length, language, format | Defines the editing work |
| Delivery | How files arrive, who reviews, review rounds, who signs off | Avoids disputes at the end |
| Responsibilities | Who provides programme, access, passes, parking and approvals | Stops gaps on the day |
| Changes | What happens if date, venue, hours or team change | Keeps surprises small |
| Payment and cancellation | The payment steps and the notice terms | Both sides know where they stand |
The booking scope checklist turns this table into a form you can fill in and send. It is optional; the same points can go in a message.
How detailed should the film list be?
Detailed enough that you could check each film off when it arrives. “A video of the event” is not enough. “One highlight film, plus full recordings of the opening speech and the awards” is. Our guide to choosing the finished videos explains the options, and the deliverables specification sheet helps you write them precisely.
Also note what you do not expect. If you do not need raw footage or social clips, say so. It keeps the quote honest and avoids a mismatch at delivery.
A worked example
This is an illustration, not a client we filmed. Imagine a 300-guest annual dinner with an arrival reception, a stage programme, an awards segment and a performance.
- Event: Saturday evening, one ballroom, doors open at the reception time on the invitation.
- Programme: the organiser shares the run sheet, marks the award handovers and the CEO speech as must-capture.
- Coverage: crew arrives before doors open and stays until the programme ends. Two camera operators, one on the stage and one in the room.
- Films: one highlight film, one full recording of the CEO speech, short clips for social media.
- Delivery: files shared by download link, one named person reviews, one agreed set of review rounds.
- Responsibilities: the organiser arranges loading access and tells the venue about filming; the crew gets a copy of the final run sheet.
- Changes and payment: written into the quote, as set out in the guides below.
Notice that nothing here needs a price to be clear. Prices come from these choices, not the other way round.
Which parts have their own guides?
Some items need more thought than a checklist row allows:
- Deposits, staged payments and purchase orders for payment steps.
- Agreeing cancellation terms for notice and costs already incurred.
- Recording client responsibilities for who provides what.
- What happens if your event date changes for rescheduling.
What we confirm for your event
- Which films, files and review rounds the quote covers.
- What we need from you, and by when.
- What happens if the programme runs late.
- How a change is agreed after you confirm.
Tell us the venue and date, and we confirm the crew and travel. For a standard event videography booking, send your details and we will walk through each point with you. If you are comparing suppliers, the questions to ask your videographer tool has a longer list.
If you have a date, a venue and a rough programme, you already have enough to start. Send them and we will reply with the questions that still need an answer before a quote.
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