In short
- Agree what stays the same across events, and what is confirmed separately for each one.
- Availability is checked for each date, even within an arrangement.
- Write down how each event is scoped, quoted and confirmed.
- Plan short reviews after events so the arrangement can improve.
One arrangement for several events saves repeating the same conversation. It works best when it fixes what stays the same, and leaves room to confirm what changes for each event.
When does a standing arrangement make sense?
It suits organisations with events that come back: a yearly dinner, a conference series, monthly briefings, several school events or a set of branch openings. You may want the same style, the same contacts and the same way of working each time.
It is less useful if the events are very different, or if you are still deciding who to work with. In that case, book the first event, then decide. Our guide on assessing videographers can help with that choice.
What stays fixed, and what is agreed per event?
| Fixed across events | Agreed per event |
|---|---|
| Main contacts on each side | Date, venue and programme |
| How a request is made and answered | Coverage hours and crew |
| How quotes are prepared and confirmed | The films wanted from that event |
| Style notes and naming of files | Travel and special requirements |
| How files are delivered and kept | Who approves the final films |
| How changes and cancellations are handled | Any specialist work, such as livestream or drone |
Fixing the process once does not mean fixing the scope.
How should availability be handled?
An arrangement on its own does not hold a date. A date is held when scope and terms for that event are agreed and the booking is confirmed.
Agree instead:
- How far ahead you will share dates, even if they are provisional.
- How and when we confirm whether the crew is free.
- What happens if the date moves, using the same principles as in what happens if your event date changes.
- Who tells the other side if a clash appears.
Sharing a rough calendar early helps both sides. Provisional dates are not bookings, so say clearly which is which.
How do you scope each event?
Treat each event as its own small brief. The booking scope checklist and the booking checklist guide work for every event in the arrangement. For a set of linked events, our service for event series and roadshows describes the planning questions.
A worked example, as an illustration only:
A company plans an annual dinner, two town halls and a family day. The arrangement sets contacts, file naming and delivery steps once.
For the dinner it asks for a highlight film and a full recording of the speeches. For a town hall it asks for a full recording only. For the family day it asks for short social clips.
How should you review performance?
Short reviews keep an arrangement useful. After each event, ask:
- Were films delivered as agreed, and did they meet the brief?
- Was communication clear before, during and after the event?
- Did the brief change? Was the change handled well?
- What should we do differently next time?
Keep notes from each review, and use the post-event asset planner to see how films are being reused. Once a year, step back and ask whether the scope, contacts and terms still fit.
What about payment?
Ask how payment will work for each event and for the arrangement as a whole, and have it in writing. See deposits, staged payments and purchase orders for the questions.
What we confirm for your event
- What can be agreed once, and what is confirmed for each event.
- How dates are requested and confirmed.
- How style and file naming stay consistent from one event to the next.
- How we review and adjust the arrangement with you.
For the single-event basics, start with event videography. When you have a list of events, send it to us and we will tell you what we can confirm.
If you already know roughly which events you plan this year, send us the list with approximate dates and venues. We will say what can be agreed once and what needs confirming for each event.
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