In short
- Six details change a quote the most: date, place, hours, people, films and use.
- Describe moments and people, not camera terms. "Not sure" is a fine answer.
- Settle who decides, and whether the venue allows filming, before you enquire.
- A rough brief now is better than a perfect one after the date has gone.
Before you ask for a quote, decide six things: the date, the place, the hours, the people who matter, the films you want and where you will use them. Anything you cannot answer yet can be marked “not sure”.
Which details change a quote the most?
These six change the scope, so they change the quote. They are listed in the order most people can answer them.
- Date and area. Another event on the same day may limit availability, and the area affects travel.
- Venue, if you know it. Indoor or outdoor, one hall or several rooms, and whether the venue has rules for filming.
- Hours. When guests arrive, when the main moments happen and when you expect to finish.
- People and moments. Who must be seen or heard: a speaker, a bride and groom, a winning team, a grandparent.
- Films. A short film to share, a full recording to keep, clips for social media, or a mix.
- Use. Private family archive, school records, staff intranet, or public posting. Public use needs more care with consent.
How do I describe what I want without camera words?
Describe the result, not the equipment. You can use three plain sentences:
- “We want to remember these moments: …”
- “These people must be heard clearly: …”
- “We will use the video for: …”
For example, a school committee might write: “Our annual prizegiving is on a Saturday morning in the school hall. We want to remember the principal’s speech and each class receiving awards. Parents and the school’s Facebook page will see the video. Number of cameras: not sure.”
That is a usable brief. The last sentence is the not-sure option, and it is welcome. We turn it into questions: how many places do things happen at once, how big is the hall, and is the sound system reliable.
What if I am not sure about something?
Write “not sure” next to it and carry on. Some choices are easier once you hear the options. A common example is whether to have one camera or several. That depends on the venue and programme, and we can suggest it for your event.
Other common “not sure” items are the exact finish time, whether guests will mind being filmed, and whether you need a full recording as well as a highlight film. Our guide to choosing the finished videos and files helps with the last one.
What do I need to check with my own side first?
A few answers sit with you, not the videographer. It saves time to ask them first.
- Who decides? One person who can say yes. If several people want different things, see choosing coverage when stakeholders disagree.
- Is there a budget range in mind? You do not have to share it, but you should know it. See choosing event video priorities on a limited budget.
- Do you already have a photographer? If so, tell us. Stills and video can clash at key moments. Read can one person handle photography and video.
- Does the venue allow filming? Some venues ask for advance notice or limit camera positions. If you do not know, ask the venue or tell us the venue’s name.
Do I need to decide everything before enquiring?
No. Waiting for a perfect brief often costs more than starting with a rough one. Enquire as soon as you have a date and venue in mind, so we can check availability and plan travel. Some choices, like crew size, depend on the conversation anyway.
If the date is clear but the venue or programme is not, read booking video when the venue or programme is not final. If you have never organised an event like this, booking video for an event you have never organised before puts the decisions in order. To see what happens next, read what happens between an enquiry and a confirmed booking.
What will the quote list?
Each event is quoted from its own scope: date, area, hours, crew, films and travel, and the quote lists what is included. Once you have one, the videography quote comparison worksheet helps you compare it with others.
To turn your answers into a readable brief for WhatsApp, build an event video brief you can send. It is optional: you can also message us the six details above, and read more about our event videography service.
You do not need every answer to message us. Send the date, the place and what you would like to keep, and write "not sure" for the rest. We will ask the follow-up questions.
WhatsApp us