In short
- Name one person on the event team who gives cues to the crew, and one backup.
- Ask for a short heads-up before key moments, not a running commentary.
- Send the emcee's script or name list to the crew so titles and spellings match.
- The stage manager runs the programme; the crew adapts to it and does not direct it.
The crew needs three things from your emcee and stage manager: one person to take cues from, a short warning before key moments, and the names and titles in the right spelling. Settle these before the day and filming runs quietly in the background of your programme.
Who does what
Your event already has people running it. The video crew fits around them.
| Role | What they usually own | What the crew needs from them |
|---|---|---|
| Stage manager | The order of the programme, timing, who goes on stage | A single point of contact and heads-up alerts |
| Emcee | Introductions, announcements, the pace of the evening | The script or name list, and agreed lines for photo pauses |
| Organiser | Priorities and last-minute decisions | A decision on who can approve changes. See delegating filming decisions |
| Video crew | Camera positions, sound capture, coverage | To know what is next without interrupting the stage |
This table is a common arrangement, not a fixed rule. A small event may have one person doing two jobs, and that is fine as long as the crew knows who it is.
Agreeing the cue system
Keep it simple. Three decisions cover most events:
- The contact. One person on the event side whom the lead camera operator can check with, and a backup if that person is called away.
- The channel. A phone call, a WhatsApp message, or a radio if the venue’s production team uses one. Check with the venue what is normal, so nobody shouts across the room.
- The signal. A short heads-up before a key moment. For example, “Guest of honour next, left stairs.” Not a running commentary.
Our simultaneous coverage planner helps if two things happen at once and the crew needs to choose.
What the emcee can share
The emcee does not need to learn video. A few things make a large difference:
- The script or name list, so titles, honorifics and spellings match on screen and in captions.
- Notes on difficult names, written the way they should be said.
- Planned pauses, such as a moment for a group photo or a toast, so cameras are ready.
- Late changes, shared with the stage manager first so the crew hears once.
For awards, the same idea applies with a name-by-name sheet. See capturing award recipients fairly.
Introductions and key moments
Decide which moments need advance notice. Not every item does. A good short list for most stage events:
- Entrance of the main guest or VIP
- A speech, toast or performance that cannot be repeated
- Cake cutting, ribbon cutting, unveiling or a ceremonial moment
- A group photo, which affects where people stand
For a deeper look at choosing these moments, read prioritising moments that cannot be repeated.
Who leads on the day
The stage manager runs the programme, and our crew works around it. If a camera position blocks a sight line, we move as soon as we are asked.
If the programme overruns, the agreed hours decide whether the extra time is covered, so we settle that beforehand. See video coverage when the running order changes.
What we confirm for your event
- Who your lead contact is on the day, and who is the backup.
- How we receive heads-up alerts.
- Whether we can work from your emcee script before the event.
- A short briefing with the stage manager.
- What happens if a key moment starts earlier than planned.
A venue filming questions checklist can help you ask the venue about stage access and communication too.
Where we can help
For stage events, our event videography service plans cues together with your programme.
If you can share the programme and tell us who will be the stage manager or emcee, we can suggest how cues should work for your event.
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