In short
- Tell your videographer as soon as a date is uncertain, even before it is final.
- Availability is checked for the new date first, then confirmed.
- Ask what changes in the scope, crew, travel or venue, and what that does to the quote.
- Terms for moving a date differ between businesses, so read yours in writing.
If your event date changes, tell your videographer as soon as you know. Availability for the new date is checked first, then confirmed, and any change to scope or cost is agreed in writing.
Dates move for many reasons: a venue clash, a family decision, weather, a change in who can attend. This page helps you handle the change calmly, with the right questions.
What should I do first?
- Tell your videographer early. Even a possible change helps, because it gives time to check.
- Share the options. Send the dates you are considering, not only the one you prefer.
- Ask for the effect in writing. What changes in availability, crew, venue, hours and cost?
- Confirm before you announce. Wait for confirmation of coverage before you tell everyone the date is fixed.
How is the new date confirmed?
A crew that was free on one date may be booked on another, so we check the new date and confirm it once it is clear.
A date is held after scope and terms are agreed. If you change a confirmed booking, ask for the change in writing and keep the reply.
If the new date is not free, the useful answer lists the options, such as a nearby date or a change of hours.
What else may change with the date?
A new date can quietly change other things. Use this table to check.
| What may change | Why it matters | Question to ask |
|---|---|---|
| Crew | Different people may be free | Who will film on the new date? |
| Venue | The venue may need re-booking | Is the venue the same, and is access confirmed? See changing the venue after booking |
| Hours and programme | Timings may move | Does the run sheet change? |
| Travel | Distance or timing may differ | Does travel change, especially for outstation events? |
| Weather and season | Monsoon or haze affects outdoor events | Is a backup plan needed? |
| Deliverables | Deadlines may be tied to the date | Do delivery dates move with the event? |
Will it cost more?
A date change by itself may not change the price. Costs can change if the date brings a different venue, longer hours, more travel or a different crew.
Ask that any change is stated before you agree, with the reasons. Look at the scope, not only the total. A quote comparison worksheet can help. For how payments might shift, see deposits, staged payments and purchase orders.
An illustration
This is an example only. A family has booked filming for a thanksgiving gathering, then the venue becomes unavailable and the event moves by a few weeks. The family messages the videographer the same day with two possible new dates.
The videographer checks both, confirms one can be covered and says the second cannot. The family confirms the first, the run sheet is updated and the written booking is changed to show the new date. Nothing about the scope changes.
What we confirm for your event
- Whether we are available on the new date, and who would film.
- What we need from you to confirm the change.
- Whether the new date changes the quote, and why.
- The terms if the date moves again.
- Whether the delivery schedule moves with the event.
If the event is cancelled rather than moved, see agreeing cancellation terms for an event booking. A weather backup planner helps if the reason is weather. You can also record the new details in the booking scope checklist.
Our event videography service page explains what we film.
If your date is not final yet, send us the dates you are considering. We will check what we can offer for each and tell you what would need to be agreed if the date moves.
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