In short
- Hand over decisions, approvals and open questions, not only contact details.
- Tell the videographer in writing who the new contact is and from when.
- Until a change is confirmed in writing, the existing scope stands.
- A one-page handover record is easier to check than a long email thread.
A planner change is smooth when the new planner receives the decisions, the approvals and the open questions in one place. Tell the videographer in writing who the new contact is, and keep the existing scope in force until a change is confirmed.
What must transfer?
Contact details are the easy part. The harder part is what was decided, and why.
- Confirmed scope: date, venue, hours, crew, and the films and files promised.
- Run sheet and must-capture moments: the latest version and who supplied it.
- Approvals given: for example, the client has approved the style, the speaker list and the music plan.
- Approvers and escalation: who signs off the final films and who decides on changes.
- Open questions: anything waiting for an answer, with who owes it.
- Permissions and venue arrangements: filming approvals, access times, any restricted areas.
- Files and paperwork: where the quote, brief, run sheet and earlier footage are kept.
An approvals planner can hold items two to four in one table.
How should you tell the videographer?
Send a short written note. Name the new planner, their role, the date they take over and the contact details. State whether the outgoing planner is still reachable. Ask the crew to confirm that they have updated their records.
Attach the one-page handover record so everyone refers to the same document.
Until that confirmation, a crew should treat the earlier planner’s instructions as valid and the new planner’s requests as proposals to check. That protects everyone if a message was misread.
What if the new planner disagrees with an earlier decision?
They can change it. The route is the same as any change:
- Write the request.
- Ask the crew what it means for hours, crew, films and timing.
- Agree an updated quote or scope in writing.
- Record the new decision in the handover record.
Changes close to the event may not all be possible, so raise them early. If the change is large, our guide on replacement crews close to the event explains what a crew needs to reassess.
A worked example of a handover record
This is an illustration, not a real client. A one-page record for a conference might read:
| Item | Status |
|---|---|
| Scope | Two days, main hall coverage, one highlight film and speaker recordings |
| Run sheet | Version dated last week, from the organiser |
| Approved | Style of highlight film, speaker consent wording |
| Waiting | Sponsor logo list, owed by the client’s marketing lead |
| Approver for films | Client’s communications manager |
| Venue arrangements | Load-in time confirmed with the venue’s team |
With this record, the new planner can see at a glance what to chase.
What if decisions were never written down?
A handover record is only as good as its last update. If the outgoing planner leaves with decisions in their head, the crew may be the only one who remembers them. Ask the crew to send back its understanding of the scope, so any difference shows up early.
What we confirm for your event
- Our current understanding of the scope and deadlines, sent to the new planner.
- Which items the client or the previous planner has approved.
- What we still need from you before the day.
- Who on our team is your contact from now on.
Use the booking scope checklist to compare your own notes with our summary. After the event, the archive handover planner helps with files.
Where we can help
Send the new planner’s name, the date and the venue by WhatsApp, and we reply with our current understanding of the job. Our event videography service page explains how we scope and quote an event.
If a new planner has taken over, send us their name and the date and venue. We will confirm what has been agreed and what still needs a decision, so nothing is lost on the way.
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