In short
- A good proposal says what is filmed, what is delivered and what is not included.
- Missing information is a question to ask, not a reason to accuse anyone.
- Check scope, crew, delivery, ownership and acceptance before you pay a deposit.
- Put any spoken promise in writing so both sides work from the same page.
A good proposal tells you what will be filmed, what you will receive, who will do it, and what is not included. If any of those are missing, ask before you agree.
This page is for when you already have a proposal. If you are still deciding what to ask for, start with what to decide before asking for a videography quote.
What should a proposal say about the work?
It should describe the job in terms you can check later. Look for these items.
- The event: date, venue, and the parts of the programme to be filmed.
- Coverage hours: when filming starts and ends, and what happens if the programme runs late.
- The crew: how many camera operators, and what each one covers.
- The films: each one named, with a plain description, such as a highlight film or a full recording of the speeches.
- Sound: how speeches and ceremonies will be recorded, and who arranges the venue’s microphones.
For more on how to describe films, see choosing the finished videos and files.
What should it say about exclusions?
Exclusions are the things that are not included. They are not a bad sign. A proposal that names them is easier to trust than one that says nothing.
Common exclusions are footage outside the agreed hours, drone shots that need approval, music licensing for public use, and extra edited versions. If an item you expect is not mentioned either way, ask whether it is included.
What should it say about delivery and acceptance?
You should know how and when the work comes to you, and how you confirm it is done.
- How files arrive: a download link, a drive or a device, and for how long you can access them.
- Review: how you give feedback and how many review rounds are included.
- Acceptance: what counts as finished, so both sides know when the job is complete.
The final video acceptance checklist and the video review and revision planner show what to check at that stage.
What about ownership and use of the footage?
The proposal should say who keeps the raw footage and where you may use the finished video, for example on social media, at the event or in advertising. Footage with guests or children in it also raises privacy questions, which our guide to permissions and responsible publication explains.
What is the missing-information checklist before a deposit?
Before you pay a deposit, read the proposal once with these questions. A blank answer is simply something to ask about.
| Question | Why it matters |
|---|---|
| Is the date and venue written down? | Both sides are working from the same booking details. |
| Are hours and overtime explained? | Late-running programmes are common. |
| Are all films named and described? | You know what you will receive. |
| Is the crew size stated? | Coverage of two places at once needs more than one operator. |
| Are exclusions listed? | Nothing is assumed on either side. |
| Is delivery described? | You know how and in what form the files reach you. |
| Is review and acceptance described? | You know when the job counts as complete. |
| Are payment steps and change terms written? | Cancellations and date changes are clear in advance. |
Ask in a friendly way. Most gaps are details nobody has written down yet, and a supplier who answers clearly in writing is showing you how they will work.
What if the proposal is vague but the price looks good?
A lower price can be fair when the scope is smaller. The risk is that the scope is unclear, so you cannot tell. Put the proposals side by side in our quote comparison worksheet and mark every blank. The comparison is only fair when each supplier covers the same things.
What do our own quotes list?
Each event is quoted from its own scope: date, area, hours, crew, films and travel, and the written quote lists exactly what is included. To prepare first, build an event video brief you can send, and read more about our event videography service.
If a proposal you have received leaves some of these points open, you can send it to us on WhatsApp with your date and venue. We will tell you which questions are worth asking and what our own quote would list.
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