In short
- An enquiry starts a conversation. It does not reserve your date.
- A booking is confirmed only after the scope and terms are agreed.
- We quote per event, from the date, area, hours, crew, outputs and travel.
- If you are unsure which stage you are at, ask us. We will tell you plainly.
Sending an enquiry starts a conversation, and it does not hold your date. Your booking is confirmed only after we agree the scope and the terms with you. Here is what lies between those two points.
What are the steps?
Every event is different, so the steps repeat or overlap. This is the usual order.
- Enquiry. You message us on WhatsApp with the date, area, kind of event and what you hope to receive.
- Questions. We ask what we need to understand the event: the run of the day, the people and moments that matter, sound and any restrictions.
- Availability check. We check whether our team can cover your date and area, and confirm the crew and travel.
- Quote. We prepare a quote for your event from the scope: date, area, hours, crew, outputs and travel.
- Agreement. You review the scope and terms, ask questions and ask for changes.
- Confirmed booking. Once both sides agree, the booking is confirmed and the date is held.
What does each status mean?
Many misunderstandings come from using the same word for different stages. This table keeps them apart.
| Stage | What it means | Is your date held? |
|---|---|---|
| Enquiry sent | We know what you are planning | No |
| Scoping | We are clarifying the event and outputs | No |
| Availability checked | We can say whether the date is possible | No, not by itself |
| Quote sent | A proposed scope, for you to review | No |
| Confirmed booking | Scope and terms agreed on both sides | Yes |
If you are unsure which stage you are at, ask. A clear answer should always be possible, and you can ask for it in your own words, such as “Is my date held now?”.
When is a date held?
Many people ask several videographers, and many events change before they happen. If every enquiry held a date, the calendar would fill with dates nobody has decided on, and others who are ready would be turned away.
A date is held when a booking is confirmed, for every client. That is also clearer for you, because you know exactly what you have agreed to.
What will you be asked in the scoping stage?
You can prepare answers to these in advance:
- What is the date, and is it flexible?
- Where is the venue, or which area, and is it indoor or outdoor?
- How long is the programme, and when does it start?
- What do you want to receive: a highlight film, full recordings, social clips, something else?
- Are there moments, people or areas that must be filmed, or must not be?
- Who approves the brief, and who is our contact on the day?
Build an event video brief you can send turns your answers into a readable brief. If you want to know more about what to settle first, read what to decide before asking for a videography quote.
What if your plan is not final?
You can still enquire. We can discuss a provisional scope and tell you which unknowns would change it. The guide on booking video when the venue or programme is not final explains how to do this without creating false certainty. If you are not in Malaysia, see commissioning event video remotely.
What we confirm in the quote and agreement
A good quote lists the date, hours, crew, outputs, review steps, travel and how files are delivered, and it says what is not included. Our guide on what a responsible videography proposal should explain lists what to look for, whoever the supplier is.
Before you confirm, we make sure you can answer these:
- Which films will I receive, and how will I review them?
- Who is your contact before and on the day?
- What happens if the date, hours or venue change?
- What is the next step, and who does it?
Our event videography service page explains what we cover, and we are glad to talk through the stages with you on WhatsApp.
You do not need a complete plan to start. Send the date, venue and kind of event, and we will ask for what else we need and tell you what is possible for your date.
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