In short
- A moment that cannot be repeated is one you cannot ask people to do again.
- For each one, write the shot, the sound and the person who makes it happen.
- Keep the must-capture list short. If everything is a priority, nothing is.
- Decide the backup in advance, such as a second angle or a separate audio recording.
Choose the few moments you could not recreate, and for each one write three things: the shot you want, the sound you need, and the person who helps the crew be ready. That short list matters more than any long shot list. Our must-capture moments checklist helps you write it down.
How to tell which moments cannot be repeated
Ask one question for every part of the programme: if the crew missed this, could we ask people to do it again?
- Cannot repeat: a speech, a surprise, a handover, a first entrance, a blessing, a performance, a final whistle.
- Can partly repeat: a group photo, a product shot, a cake cutting if the cake is kept.
- Can be filmed any time: the venue, decorations, guests arriving.
The first group is your priority list. Be strict. A moment is important when its loss would feel real, not when it would merely be nice to have.
Describe each moment in three parts
For each must-capture moment, write the following.
- The shot: what should be seen, for example “the guest of honour’s face as the award is announced and as they walk up”.
- The sound: what must be heard, for example “the full speech, clear, from the microphone”.
- The person: who tells the crew the moment is about to begin or helps them reach the right spot.
Without the third part, a good plan can still fail. A crew that does not know the awards are starting early cannot be in position.
An illustrative example
This is an example, not a real event. Imagine a school prizegiving.
| Moment | Shot | Sound | Responsible person | Backup |
|---|---|---|---|---|
| Principal’s speech | Speaker, wide stage | Full speech from podium microphone | Teacher in charge | Separate audio recorder at the podium |
| Top student award | Student’s face and handover | Name announced by emcee | Emcee | Second angle from the side |
| School song | Choir and audience | Full song, no cuts | Music teacher | Wide angle left running |
The table is short, and every row can be checked. If the speech is the one thing the principal will want to share, the crew knows to record it from start to end. You can read more about the audio side in our guide to planning intelligible event audio, and about this kind of event on the school graduation and prizegiving page.
Choose a backup for each
Plan for something going wrong. The microphone may fail, a person may stand in the way, or the schedule may shift. A backup can be a second camera angle, a separate audio recording from the sound desk, or a short check with the speaker before they begin.
You do not need a backup for every moment. Use it for the one or two that matter most. What is possible depends on the crew we agree, and we confirm that for each event.
Common mistakes to avoid
- Listing too many “must” moments, so the crew cannot tell what matters most.
- Describing the moment but not who gives the cue.
- Forgetting the sound, so that a beautiful shot has an unusable speech.
- Assuming the moment will happen at the printed time when the programme often shifts.
If the running order changes on the day, our guide on coverage when the running order changes explains who tells the crew.
What we confirm for your event
- Which of your must-capture moments are at risk if the schedule shifts.
- The backup we suggest for the speech or moment that matters most.
- Who you name for the cues.
- Any moment we expect to be hard to capture, so you hear it early.
Once your list is clear, add it to your filming brief, or map it to times with the run-sheet planning guide. We can talk it through with you as part of event videography planning.
Tell us the two or three moments you would be most upset to miss, with the date and venue. We will check how to cover them and what we need from you.
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