In short
- Agree the change in writing before the extra time starts, not after.
- More hours or days can mean more crew, more breaks, more footage to edit and revised outputs.
- Extra time is subject to crew availability, so ask early.
- Decide in advance how overruns on the day will be handled.
Extra time is easy to ask for and easy to get wrong. Agree what changes, in writing, before the extra hours or the extra day begin.
What changes when you add time?
More time touches several parts of a booking, not just the hour count.
| What grows | Why it matters | What to confirm |
|---|---|---|
| Crew time | People need rest and meals over a long day | Whether the same crew stays or a second crew joins |
| Equipment | Batteries, storage and lighting plans run longer | Nothing for you to do, but it can affect the plan |
| Footage | More hours recorded means more to sort and edit | Which films stay the same and which grow |
| Outputs | A longer full recording, or a film per day | The revised list of films |
| Availability | The crew may have other commitments | Whether the new hours or day are free |
| Cost | Time, crew and travel may all change | A revised written quote before you proceed |
Each event is quoted from its own scope, so a change in scope means a revised quote. Ask for the changes to be itemised.
Adding hours before the event
If you already know the programme is longer, tell us as early as you can. Send the new run sheet, with start and finish times and any parts that now overlap.
Then agree:
- The new arrival and finish times.
- Whether one camera operator is still enough, or a second is needed. The simultaneous coverage planner helps when two things happen at once.
- Which films are affected, and whether you want anything added.
- The revised quote, confirmed in writing.
Handling overruns on the day
Programmes often run late. Decide beforehand what happens, rather than negotiating in the hall.
- Name one person who may approve extra time on the day.
- Say whether the crew can stay past the agreed finish, or has to leave by a set time. This depends on their next commitment, so ask.
- Agree how the extra time will be recorded and confirmed afterwards.
- Mark the moments that must be filmed even if the schedule slips, such as the main speech or the cake cutting.
The coverage and overtime calculator lets you test how extra time changes the hours. It uses the figures you enter, so treat it as a planning aid and not a quote.
Adding another event day
A second day is not a longer first day. It needs its own plan:
- Is the crew available on that date?
- Is the venue the same? If not, see changing the venue after booking.
- Does the programme need different coverage, such as a workshop in the morning and a dinner at night?
- Do you want one film for both days, or one per day?
Our multi-day event video service covers this: tell us the dates and venue and we confirm the crew. If the date itself is moving rather than extending, read what happens if your event date changes.
What we confirm for your event
- Whether the crew is free for the extra time or the extra date.
- What changes in crew, films and delivery.
- How overruns on the day are approved and recorded.
- That the revised terms are confirmed in writing before the extra time starts.
Keep the original booking checklist next to the new plan so you can see exactly what differs. To start a change on an existing event videography booking, send us the new times and we will confirm what is possible.
If your event is getting longer, tell us what has changed and the new times. We will check crew availability for the new hours or day and confirm what the revised scope looks like.
WhatsApp us