In short
- Keep the identity the same: title style, formats, file names and the handover list.
- Let the story change: new speakers, new highlights, new themes.
- Write a one-page specification and update it after each event.
- Ask your videographer to confirm they can follow last year's specification.
Keep what makes the series recognisable, and refresh what the audience has already seen. A short written specification, updated after every event, is the simplest way to do this.
What should stay the same?
The viewer should know the series within a few seconds. These elements usually stay fixed:
- Title style and logo placement, so each year’s film looks related.
- Film types and lengths, such as one highlight, one full session set and a few short clips.
- Structure of the highlight, for example an opening, a speaker section, an audience section and a close.
- File names, formats and handover list, so your team always knows what arrives and where it goes.
- Caption language and style, if you use captions.
Our video selector tool helps you decide the first two on the list.
What should change?
A series that repeats everything becomes dull. Plan to refresh:
- The story: this year’s speakers, announcements and moments.
- The theme look: colours, music and graphics that match the year’s theme.
- One new element: a different clip type, a new language or a short sponsor reel.
- Anything that did not work: a clip no one watched, a format that was hard to open.
Review last year’s films with your team and write down two keep decisions and two change decisions. The post-event video asset planner can record what was used after the event.
What does a specification model look like?
This is an illustrative model only, not a real client’s brief. Adjust it to your event.
| Element | Keep | Change |
|---|---|---|
| Title card | Layout and logo position | Year, theme line |
| Highlight film | Structure and length range | Moments, speakers, music |
| Full sessions | One file per session, same naming | Session list |
| Short clips | Same sizes and caption style | Topics, one new clip type |
| Handover | Same folders and checklist | Any new file types |
Add a column for who approves each item, so a change never waits on a decision nobody owns, and note the date of each update so the next team knows which version is current. Paste this into your brief and fill it in. Keep the page to one side of A4, so it stays in use.
One simple habit: after each event, write three lines on what worked, what did not and what you want to try next year. Those notes make next year’s planning much quicker and reduce misunderstandings with the crew.
How does a new venue or team affect consistency?
A new venue changes camera positions, lighting and sound, but not the specification. A new videography team changes the style unless they are given last year’s films and the written spec. Ask the new team to confirm in writing that they can follow it.
If the event runs across several places, our event series and roadshows service explains how coverage is planned.
Who owns the files from earlier years?
Know where last year’s films and raw footage are kept, and who may use them. A film that cannot be found cannot be matched. The archive and handover planner helps you set this up before the next event. See also our guide to keeping and reusing event recordings.
What we confirm for your event
- That we can follow your written specification from last year.
- What we suggest refreshing this year.
- That files arrive in the same folders and names.
- How your brand assets are kept safe.
Send last year’s films with your date when you are ready, and see our corporate event videography page.
If you have last year's films or a rough spec for this year's, share them with the date and venue. We can then suggest what to keep, what to refresh, and what is possible for your date.
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