Booking video for an event you have never organised

If you have never organised an event before, decide in this order: why you want video, which moments matter, how the sound will be captured, which films you need, and who must give permission. Then send a simple enquiry. You can ask the videographer to explain anything you do not understand.

Why do you want a video?

This is the first and most useful question. The answer decides almost everything else.

• To remember the day, for the family or the team.
• To record what was said, for those who could not attend.
• To share it, on social media or inside your organisation.
• To report to a committee, sponsor or head office.

If you are not sure whether you need professional video at all, read do you need professional video for your event first.

Which moments cannot be repeated?

Write down the two or three moments that would be a real loss if not recorded, such as a speech by the guest of honour, a trophy presentation, a grandmother’s blessing or a child’s performance.

These moments decide the hours and the position of the camera. You do not need to list every detail. A run sheet, even a rough one, is a great help, and the run-sheet filming planner shows how to mark which parts to film.

Will people hear what is said?

Sound is the point that first-time organisers most often miss. A video with clear sound and an average picture is more useful than the other way round.

Ask the venue whether it has a microphone system and who operates it. Tell the videographer where speakers will stand. Our guide to planning intelligible event audio explains the basics in plain words.

Which films do you need?

Think of two kinds. A highlight film is a short edited story, good for sharing. A full recording keeps a speech or ceremony without cuts, good for keeping. Many events need both.

There are also short social clips, and for some events a same-day edit shown at the event, available on request and confirmed for each event. The event video selector helps you choose.

Who must give permission?

Think about two groups: the people who approve the video, and the people who appear in it.

1. Who approves? A person or small group who says the final video is acceptable.
2. Who is filmed? Staff, guests, students or children. Some need consent, and some venues have rules.
3. Where will it be shown? Private sharing needs less care than public posting.

The video decisions and approvals planner and the guide to permissions and responsible publication cover this.

What mistakes do first-time organisers make?

These are common and fixable, as long as you notice early.

• Booking too late, when the date is already taken.
• Not telling the videographer about a photographer, a stage show or a second room.
• Assuming the venue will allow filming without asking.
• Leaving out who approves the final video, so feedback arrives from five people.
• Expecting every word of every speech from a short highlight film.

Most are easy to avoid once you know about them.

What should the first message contain?

Keep it short. A date, a place, the purpose, the moments that matter, and what you hope to receive. You can add “not sure” for the rest. Build an event video brief you can send to shape your answers, and what to decide before asking for a videography quote lists the details that help most.

An enquiry does not reserve your date. We check whether we can be there, agree the scope with you, and confirm a booking afterwards. If you want to know what happens in between, read what happens between an enquiry and a confirmed booking.

How is the price decided?

Each event is quoted from its own scope: date, area, hours, crew, films and travel, and the written quote lists exactly what is included. That gives you something calm to read and compare. Read about our event videography service, or message us when you are ready.