In short
- Filming only means we hand over footage and your editor finishes the video.
- The editor should say what files they need before the day, not after it.
- Agree formats, sound files, file naming and how the footage is handed over.
- Write down who is responsible if footage is missing or hard to use.
Filming only works best when your editor tells the crew what they need before the event. Agree the file formats, sound and handover in writing, and name who is responsible for usable footage.
When does filming only make sense?
It suits teams that already have an editor or agency. For example:
- An agency with its own post-production team.
- An in-house media team that edits to a house style.
- An organiser who wants to keep full control of the edit.
- A project with several shoots, edited together by one person.
If you have footage already and need editing, that is a different service. See our guide to editing-only services.
What should your editor tell the crew?
Ask your editor for a short list before the day. It should cover:
- Delivery format: file type and picture quality they work with.
- Frame rate and shape: the editor’s standard, and whether any vertical footage is needed. See adding vertical videos to a landscape brief.
- Sound: whether they need separate audio files, and from which sources.
- Timecode and naming: how files are labelled so they can be matched.
- Backup: whether footage is copied on site, and to what.
- Colour and look: whether footage should be flat for grading or ready to use.
If you are not sure, share the editor’s contact and we will ask them directly.
What gets handed over?
The handover table below shows items you can agree. It is an illustration of what to specify, not a fixed list.
| Item | What to agree |
|---|---|
| Video files | Format, quality, one folder per camera |
| Audio files | Separate recordings, source, naming |
| Notes | A short list of what was filmed and when, if wanted |
| Method | Drive, transfer link, or other |
| Deadline | When the editor needs the files |
| Checking | Who confirms the files open and are complete |
| Backup | How long a second copy is kept, if at all |
A deliverables sheet lets you record this, and the archive handover planner helps with longer-term storage.
Who is responsible for what?
This is the point most often left unsaid, so write it down.
- The crew captures the agreed moments, in the agreed formats, with usable picture and sound. Checks during and after the event are agreed with you.
- The editor confirms their requirements before the day and reviews the files soon after receiving them.
- The organiser provides the run sheet, names the moments that matter and agrees who answers questions on site.
If the footage is hard to use because of something the editor required but never said, that is a briefing gap. If something agreed was not captured, that is the crew’s responsibility. A short written scope makes this fair for both sides.
What affects the quote?
Filming only removes our editing work. Crew, hours, travel, cameras and sound are still part of the scope. Handover can add time, for example copying large files to a drive. Ask the quote to show each as its own line.
The storage and transfer calculator helps you plan the space and the transfer.
What we confirm for your event
- Formats and sound files: what we deliver, agreed with your editor.
- Before the event: a short call or message with your editor.
- On the day: how footage is copied and checked.
- A damaged or missing file: who is told, and how it is handled, written into the scope.
- Editing later: available as a separate step, confirmed for the project.
Where we can help
If you tell us who is editing and what they need, we will match the filming to it. Read about our event video editing service if you need help later, or our main event videography page for core coverage.
If you can tell us who will edit, in which software and what the final videos are, we can suggest formats and handover that suit them. Send the event details and the editor's contact if you have it.
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