Recording your responsibilities in a video agreement

An event video agreement should say what the videographer will do and what you, the organiser, will provide. The filming goes better when both lists are written down before the day.

Most problems on event day are not about cameras. They come from a programme that arrived late, a door that was locked, or a title that nobody checked. This guide helps you decide who is responsible for what.

Why write down the organiser’s side?

A videographer can only film what they can see, reach and understand. Much of that depends on you.

If your responsibilities are not recorded, each side assumes the other has it covered. Writing them down also protects you: you know exactly what the crew needs from you and by when.

What are the five usual responsibilities?

Your event may need more or fewer items. Treat the table as a starting point.

How should each item be written?

For every item, agree three things:

1. An owner: one named person, not “the committee”.
2. A due point: for example, before the event, on arrival, or within a set period after the draft is sent. Use dates that suit your event.
3. What happens if it is late: for example, whether coverage changes or the delivery schedule moves.

Keep the wording plain. “Organiser sends the run sheet and any changes to the crew lead” is clearer than a long clause.

Programme: what exactly to share

Share the version you actually plan to run, with timings and who speaks or performs. Mark any moments you care about most, and any you do not want filmed. A run-sheet filming planner can help you prepare it.

If the programme is likely to change, say so now. Then agree how changes reach the crew on the day.

Access: what to confirm with the venue

Access is often the organiser’s job because you hold the relationship with the venue. Confirm early, with the venue:

• Is commercial filming allowed, and does the venue need advance notice?
• Where can the crew set up, and where can they not?
• Can they connect to the venue’s audio, and who arranges that?
• Are there loading, parking or time restrictions?

Some venues publish their own rules for filming. For example, KL Convention Centre guidelines ask for advance notification of commercial filming and coordination of camera positions and cable runs with the venue. Always ask your own venue what applies. See also the venue filming questions checklist.

Assets and factual approvals

Send logos, names and titles in final form. If something is spelled wrongly in your material, it will be wrong on screen.

For approvals, name one person who can say “this is correct”. Review rounds work best when feedback comes from one voice. The revision planner shows how to organise this.

An illustration of one missed item

This is an example. A company dinner has a new sponsor added the day before. The updated run sheet goes to the committee but not to the crew. On the night, the sponsor’s speech is not planned for, and the camera is on the wrong side of the room.

The fix is simple: the agreement names one person to send programme changes to the crew lead. That is the kind of line to write down.

What we confirm for your event

• What we need from you, and by when.
• Who our main contact is on the day, and who yours is.
• What changes if something arrives late.
• A list of your responsibilities, written into the quote.

The booking scope checklist collects these details in one place. For how updates are shared, see setting a communications plan before the event.

Where we can help

For the full list of booking points, see a booking checklist for event videography, and our event videography service page for what we film. For a legal question about your event, ask a qualified adviser.