In short
- The people who practise the tradition should explain it, not the videographer.
- Agree who approves names, captions and the final edit before the show.
- Ask which parts may be filmed, and which may be shared publicly.
- Permission for one piece does not cover every piece on the programme.
The people who practise the tradition should explain it and approve how it is shown. The videographer films carefully, but the group decides what the performance means and how it is presented. Settle who speaks for the group before the show, not afterwards.
Why the group should lead
Cultural and heritage performances are not only entertainment. A costume, a gesture or a song may carry meaning for a community. A video can spread that performance widely, so the group should be comfortable with how it is filmed, named and shared.
We ask the group what each piece means, and we film what the group wants recorded.
Who does what
| Role | What they decide |
|---|---|
| Group leader, teacher or elder | What each piece is, what it means, how names and titles are written |
| Performers or their guardians | Whether they agree to be filmed and shared |
| Organiser | The purpose of the video, the audience, the budget, the final sign-off |
| Videographer | Camera positions, sound, filming plan, editing following the agreed brief |
If there is more than one group on the programme, each group needs its own contact. Permission for one piece does not cover the others.
What to have explained before the show
Ask the group’s representative to tell the crew:
- The name of each piece, spelled the way they want it shown.
- A short sentence of context for each piece, if it may appear in a caption.
- Which moments are the most important and must be filmed in full.
- Any part that should not be filmed, or not be published.
- Who can be contacted on the day if the crew has a question.
You can mark these on our run-sheet filming planner, next to the cue for each piece.
Moments that may need extra care
Some performances include a blessing, a prayer, a ritual or a sacred object. Some communities prefer that these are not filmed, or not shared outside the group. The organiser should ask the group, and the crew should follow the answer. If there is doubt, the safer choice is to leave the moment unfilmed and invite the group to decide later.
Approval before sharing
Agree the approval route in writing before the show:
- Who reviews the edited video?
- Which changes can they request, such as names, captions or removed moments?
- How many review rounds are included?
- Who gives the final yes for public release?
Our video decisions and approvals planner helps you set this out. For general rules on consent and publication, see our permissions, privacy and responsible publication guides.
Captions and context
A short caption that names the piece and its context can help viewers understand what they see. Captions work best when the group writes or approves the wording. We can produce captions and translated subtitles on request, confirmed for each event. Our caption and language planner lists what to decide.
A worked example
This is an illustration, not a past client. A cultural association plans an evening of six dances from different regions.
The organiser asks each group leader for the piece name, a one-line context and any restricted moments. One group asks that its closing ritual is not filmed. The crew marks that cue as no camera. After the show, each group reviews its own clip before the association publishes anything.
If the group does not fully agree
Sometimes members of a group differ on what may be filmed. Ask the group to refer to the person they trust most, and follow the more careful choice until there is clear agreement.
What we confirm for your event
- How we handle moments you ask us not to film.
- Who sees the edit first, and how changes are agreed.
- Whether the video stays private to the group until it is approved.
- How names and titles are recorded so they are spelled correctly.
For the full service, see performing arts event videography. For community gatherings, see community event videography.
If you can share the programme, the groups taking part and the person who can explain each piece, we can plan the filming around it. Send the date and venue, and we confirm the crew and travel.
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