In short
- Crew time covers more than the programme: arrival, setup, checks, the event and packdown.
- Rehearsals and sound checks are often where the best camera positions are decided.
- Tell us the access times and any limits, so the quote reflects the real day.
- Ask the quote to separate filming time on stage from preparation and travel.
A short event can need a long day for the crew. Programme length tells you how long guests are in the room, not how long the crew needs to be ready for them.
Think of the day as five parts: travel, setup, checks, the event and packdown. The event is only one of them.
What makes a short event take longer?
Several things stretch the work around a short programme:
- Stage and screen builds: the crew may need to wait until the stage, lighting and screens are ready before they can set positions.
- Sound checks and rehearsals: these decide where microphones and cameras can go.
- Limited access: some venues allow entry only at fixed times, so the crew may arrive early and wait.
- Complex moments: a reveal, a performance or a ceremony may need extra testing.
- Packdown rules: some venues restrict when equipment can be taken out.
Our venue questions checklist covers the access and loading questions to ask the venue.
An example crew day
This is an illustrative example, not a standard schedule. Imagine a one-hour product reveal in a hotel ballroom.
| Part of the day | What happens | Why it matters |
|---|---|---|
| Travel | Crew and gear move to the venue | Affects start time and cost |
| Setup | Cameras, sound and any lighting are placed | Cannot begin until the room is ready |
| Rehearsal | Stage run-through and sound check | Fixes camera positions and microphone feeds |
| Wait | Doors open and the room fills | Crew must stay ready |
| Event | The one-hour programme | The part guests see |
| Packdown | Gear is packed and loaded out | May be limited by venue rules |
Only one row is the event. The others are still crew time and they belong in the brief.
What should you tell the crew?
Share the details that decide the real length of the day:
- Access time: the earliest the crew can enter the room.
- Rehearsal times: when stage and sound checks happen, and who runs them.
- Doors-open and start times: so we know when the room fills.
- Finish time and packdown rules: including any restrictions on moving equipment.
- Moments needing a test: a reveal, a live demo, a performance or a speech with slides.
- Contact on site: the person who can open doors, approve positions and answer questions.
The run sheet planner helps you lay these out against the programme.
How does this affect the quote?
Ask that the quote separates preparation and travel from event time. That way you can see how a change affects it. If the rehearsal moves, or access opens earlier, the difference is clear.
Our overtime calculator shows how extra hours add up, so you know what questions to ask. A package name such as half day or full day does not tell you this on its own, which is why our guide to half-day and full-day packages matters here.
What can reduce the effort?
Some changes make a long setup lighter:
- Earlier access for the crew, agreed with the venue.
- A single rehearsal with sound and stage together, rather than separate sessions.
- A simpler camera plan, for example one position instead of several. This has trade-offs, covered in the single-camera guide.
- A clear run sheet shared early.
None of these is always right. Ask us what is possible for your date.
What we confirm for your event
- What the quote covers: travel, setup, event and packdown, each shown on its own line.
- The access time we plan around: the earliest entry the venue gives you.
- The rehearsal: whether we attend, which we recommend when the stage, screens or sound are complex.
- A late venue opening: a simpler setup we agree with you beforehand.
Where we can help
We quote from the whole scope, including setup and packdown. Send your run sheet and we will map the crew day with you. Read more about our event videography service.
If you can share the setup start, rehearsal slot, doors-open time and finish time, we can say how the crew day is likely to look. Send the date, venue and a rough run sheet.
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