In short
- Agree in writing who the crew reports to, who speaks to the client and how the crew is introduced.
- Decide credit, logo and portfolio use before the event, not after delivery.
- Set who owns the footage, who may reuse it and who handles approvals.
- Put the agreed introduction and credit in the quote, not only in chat messages.
Before our crew joins an agency-led event, agree five things in writing: its role, who speaks to the client, how it is introduced and credited, what happens to the footage, and how approvals and payment flow. Doing this early keeps the client relationship yours and the crew’s job clear.
Can the crew work under your agency’s brand?
Ask when you enquire. We confirm for each event whether we work as part of your team and how we are introduced to your client. Treat the answer as agreed only when it appears in the quote or brief.
What should be agreed?
| Topic | Questions to settle |
|---|---|
| Role | Is the crew a supplier or an extension of your team? Who does it report to? |
| Client contact | Who speaks to the client before and on the day? May the crew speak to guests or speakers? |
| Introduction | How is the crew presented to the client, the venue and other suppliers? |
| Credit | Is there a credit line, a logo or none at all? On which films? |
| Portfolio use | May the crew show the work publicly or privately, and when? |
| Footage | Who owns the finished films? Who keeps raw footage? Who may reuse clips, and for what? |
| Confidentiality | What must the crew keep private about the client, the product or the guests? |
| Approvals | Who signs off the final films and who approves extra work? |
| Payment route | Does the crew bill the agency or the client? Who pays for travel and extras? |
Write the answers in the brief or the quote, not only in chat messages. The approvals planner gives you a table to hold the approval and contact items.
How does this differ from who gives instructions on the day?
Authority on the day is about quick decisions in the room. This page is about the terms around the work. Both belong in the brief, but they answer different questions.
A simple way to keep them apart is two lists in the brief: one for terms such as credit, rights and payment, and one for who decides what on the day. Finance and production teams then see which list is theirs.
For the day-of order of authority, read who gives instructions on an agency-led event.
A worked example
This is an illustration, not a real engagement. An agency is running a three-day roadshow for a client. It wants one crew to travel with the team across three venues. In the brief it writes that the crew reports to the agency’s producer, that pricing is discussed only by the agency, that the films carry no crew credit, that the client owns the finished films and that the agency holds raw footage for a stated period.
When the crew reads this before accepting, nothing is a surprise on the first day. If the crew cannot agree to a term, it says so then, not after the event. For a multi-stop job, our roadshow and event series filming service explains how such work is scoped.
What if the client expects to meet only your staff?
Say so in your brief. An agency-only credit or an introduction under your agency’s name goes into the quote and is agreed before you book.
Rules on filming and sharing people’s images belong in a separate check. The rights and responsibilities checklist helps with that.
What we confirm for your event
- How you want us introduced and credited, and what that changes in the quote.
- What we need in writing about footage ownership and reuse.
- Who your single point of contact with us is.
Where we can help
Tell us how you want the crew to work with your team, and we confirm what is possible for your event. Our event videography service describes what we film and how we quote.
If your agency wants our crew to work within your team, tell us the event, the date and how you want the crew introduced to the client. We will confirm the arrangement for your event.
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