How overtime is defined in a videography booking

Overtime is any filming time beyond the coverage window you agreed. To avoid argument on the day, agree four things in writing: when the clock starts, how extra time is counted, who can approve it, and what happens if the crew cannot stay.

Why the definition matters

A programme that finishes on time does not need this page. But many events run late, whether because of speeches, a delayed guest or a change in the run sheet. If overtime is not defined, the crew, the organiser and the venue can each assume something different.

Writing the rules before the event turns a stressful on-the-spot choice into a plan. It also makes quotes easier to compare, because suppliers may count extra time in different ways. Our guide to comparing quotations shows how to line them up side by side.

The four things to define

1. When the clock starts

Does coverage start when the crew arrives, when setup is finished or when the programme begins? A booking for “6 pm to 10 pm” can mean very different things. Ask for the start time to be written down, and whether arrival and setup sit inside or outside it. See when setup and rehearsal time is billed separately.

2. How extra time is counted

Ask whether extra time is counted by the hour, in smaller steps or in blocks, and how a partial step is treated. The quotation should state this plainly, along with whether the same crew rate applies. If it does not, ask.

3. Who approves it

Name one person who can say “yes, please continue” on the day, and agree how it is recorded. A short message to the crew lead is enough. Without this, two organisers may give different answers and the crew is left guessing.

4. What happens if the event runs past the crew’s latest finish

The crew or the venue may have a hard stop. Ask what the latest finish is, and what happens if the programme goes beyond it. A good answer names the moments that will be filmed first, such as a final speech or a cake cutting.

A timeline example

This is an illustration, not a real booking. A company dinner has coverage agreed from 6 pm to 10 pm. The programme is meant to end at 9.45 pm.

If the booking says extra time is counted in half-hour steps and the organiser approved it by message, the extra period is easy to name and check afterwards. The overtime calculator lets you test what a longer window could add, using your own assumptions.

How to reduce the chance of overtime

• Put a buffer of time at the end of the coverage window, not exactly at the planned finish.
• Share the run sheet with the crew early, and flag any item that often runs long.
• Decide which moments matter most, so they can be covered even if time is tight.
• Agree which less important items can be skipped if the programme slips.

The run-sheet planner helps you mark these. The filming, crew and editing hours guide explains the three kinds of hours a booking can contain.

What we confirm for your event

• When the coverage clock starts and stops.
• How extra time is counted, and whether the same crew rate applies.
• Who on your side can approve it, and how that is recorded.
• The latest the crew can stay.
• Which moments we film first if time is short.

Tell us about your programme

We quote each event from its scope: date, area, hours, crew, films and travel. When you enquire about event videography, tell us how likely your programme is to run late, and we will write how extra time is handled for your event.