In short
- Name one on-site decision maker and one backup before the day, and give the crew both.
- Decide which questions the crew can settle alone, which go to the delegate and which come to you.
- Give the delegate a one-page brief and the authority to say yes or no.
- If nobody answers, the crew follows the agreed brief.
Name one person on site who can answer filming questions for you, plus a backup, and give the crew both. Then say which decisions the delegate may make and which still come to you. This keeps the crew moving and spares you from a phone call at the wrong moment.
Why this matters
On the day, the crew will have small questions. Can we stand here? Is the next speaker the one on the list? Can we film this table?
If nobody can answer, the crew either waits and misses things, or guesses.
A named delegate turns each of these into a quick yes or no. It is also fair to the delegate, who knows in advance what they are responsible for.
Choose the right person
Look for someone who:
- Knows the programme and the key people.
- Will be present all day and not stuck on stage or in the kitchen.
- Has the confidence of you and your family or committee.
- Can be reached by phone.
Then choose a backup with the same qualities. Share both names, roles and numbers with the crew. If your event has several stakeholders, the video decisions and approvals planner helps you record who decides what.
Three levels of decision
Not every question needs a delegate. A simple split works for most events. This is an illustrative example:
| Level | Examples | Who decides |
|---|---|---|
| Crew decides | Exact camera position inside an agreed area, choice of lens or angle | The crew |
| On-site delegate decides | Whether to film a table or group, small order changes, access to a restricted corner, a request from a guest | The delegate |
| Organiser decides | Added hours or crew, filming a private moment, anything involving a VIP’s protocol, sharing footage publicly | You, by message, or through the delegate if you have agreed it |
Adjust the table to your event. Anything that changes the quote or the agreed scope should be left to you or to a delegate you have given that power in writing.
The delegate’s one-page brief
Give the delegate the same information you gave the crew, with a few additions:
- The run of the day and the key moments, from your event video brief if you have one.
- The people who must not be missed, and the moments to leave out.
- Which decisions they can make, and which they must pass to you.
- The crew’s contact number and the venue contact.
The delegate does not need to understand cameras. They only need to know the plan and the limits. If something comes up that the brief does not cover, they can call you or decide in the spirit of the plan.
When nobody answers
We agree a fallback rule: if no answer comes in time, the crew follows the agreed brief. That keeps a key moment from being held up.
Also agree what happens if the programme changes quickly. See coverage when the running order changes on the day for who tells the crew.
What we confirm for your event
- Who the crew’s lead contact is on the day.
- What kinds of questions we bring to your delegate.
- How we receive instructions on the day, for example by WhatsApp.
- That we follow the agreed brief when nobody answers.
- That we confirm the plan with your delegate before the programme starts.
If cues also pass through the host, see coordinating filming with the emcee and stage manager.
Where we can help
Our event videography service plans contacts and decisions with you before the day. Tell us who your delegate will be, and we set up the contacts for your date.
If you already know who will be your on-site contact, send us their role and the programme. We can agree which decisions they can make, and which come back to you. Share the date and venue to start.
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