A simple communications plan before your event

A communications plan answers three questions: who tells the crew, how they are told, and what to do when something changes fast. A one-page plan agreed with your videographer is enough for most events.

You do not need a formal document. You need names, numbers and a few agreed rules, written where everyone can find them.

Why does an event need a communications plan?

An event has many voices: the committee, the emcee, the venue, the caterer, the sponsors. If each one tells the crew something different, the crew follows the wrong one.

One clear route keeps the crew in the right place. It also gives you a record of what was agreed if a question comes up later.

Who should be on it?

Keep it small. Too many people make messages slow and confusing.

Which channel should we use?

Pick one main channel, and one fallback for urgent calls. Many Malaysian organisers use a WhatsApp group for quick updates, and a phone call when something cannot wait.

Agree three small rules:

1. The group is for programme changes and urgent matters.
2. Important decisions are confirmed in a short written message, so there is a record.
3. If a message is not acknowledged, the sender calls.

What should be sent, and when?

Think in three stages.

Before the day

• The latest programme and timings.
• The contact list, with names, roles and numbers.
• Venue access details and any filming rules.
• Any moments that must be captured, and any that must not be filmed.

On the day

• Updates on timing, such as a delayed start.
• Changes to speakers, performers or locations.
• Anything urgent that affects safety or access.

After the event

• Confirmation that the filming is complete.
• The route for feedback and approvals. The revision planner helps with this, and the approvals planner shows who signs off what.

When is something urgent, and who decides?

Agree a simple ladder before the day:

1. Small change (a few minutes’ delay, a swap in speaking order): the main contact or backup tells the crew lead in the group.
2. Large change (a new venue area, a cancelled segment, an extra speaker): a call to the crew lead, then a written message to confirm.
3. Change that affects hours, crew or outputs: the approver decides, and the change is noted in writing. If it changes the scope, we confirm what is possible and whether the quote changes. See adding extra hours or another event day.

An illustration

This is an example only. A school prizegiving has a head teacher, a parent-teacher association committee and a hall manager.

The agreed plan names the vice-principal as main contact, a teacher as backup, and the crew lead as the person who receives all programme changes. On the day, a guest speaker arrives early. The backup sends a short message, and the crew moves to cover the earlier slot.

What we confirm for your event

• Who the crew lead is on the day, and how to reach them.
• Which channel we use for updates.
• How we acknowledge that we have seen a change.
• What happens to the coverage plan if a change affects it.

The booking scope checklist captures contact details alongside the rest of the booking. For what the organiser provides, see recording client responsibilities in a video agreement.

Where we can help

Each quote sets out the contacts and the steps for changes, and our event videography service page explains what we film. If your event has several teams, the event video brief builder can help you gather what the crew needs to know in one place.