Pricing a multi-day event with different coverage each day

For a multi-day event, plan and price coverage one day at a time, then add the items that are shared across the days. A quiet workshop day and a main ceremony day do not need the same crew, hours or films, and a quotation that assumes they do can hide real differences.

Why one flat figure rarely fits

Multi-day events vary. Day one may be an opening with several speakers in a large hall, day two may be parallel workshops in small rooms, and day three may be a closing dinner. If a quote uses the same crew and hours for every day, you may be paying for coverage you do not need on one day and be short on another.

A day-by-day scope also makes comparison fair. When each quote describes every day, you can see where they differ instead of comparing two totals. Our guide on comparing two quotations fairly shows the method.

Build the scope one day at a time

For each day, write down:

1. The date and the venue, if it changes.
2. The start and end time of the programme.
3. The rooms or stages that need filming at the same time.
4. The moments that matter most.
5. The films you want from that day, such as a full recording or a short highlight.

The simultaneous coverage planner helps with days that have more than one room. The budget worksheet lets you enter each day as its own row.

An example three-day conference

This is an illustration, not a real booking. A three-day conference has an opening day, a workshop day and a closing day.

Day 2 might need more people but fewer hours per room, while Day 3 might need a longer evening. The three days are three different jobs, not one job repeated.

For a sense of how detailed a multi-day brief can get, a 2025 conference brief for SDEC asked for coverage at two venues, separate crews, daily highlights by the next morning, a next-year promo and raw footage handover. It is a past example, not a template for your event.

Separate daily lines from shared lines

Some costs belong to each day. Others are shared across the whole run. Ask the quotation to separate them:

• Daily: coverage hours, crew for that day and films from that day.
• Shared: travel and accommodation for the run, final film covering the whole event, storage and delivery.

This makes it clear what changes if you remove a day or add a session. See travel and accommodation costs for outstation filming for the questions on who books and approves travel.

Daily highlights and fast turnarounds

A highlight film for each day, ready by the next morning, is a different workload from one final edit. It needs editing time during the event and may need extra people. Daily highlights are available on request, confirmed for each event.

If you want this, list it as a line for each day, and read same-day and rushed edits: what you are paying for before you decide.

What we confirm for your event

• Each day quoted separately, with hours, crew and films.
• Whether the crew is the same across days, and how rest is handled on a long run.
• Which items are shared across days, and which change if you drop one.
• Whether daily highlights fit your dates, and what we need from you.
• How overtime is handled on each day. See how overtime is defined.

Send us your day-by-day outline

We quote each event from its scope: date, area, hours, crew, films and travel. For events across several days, see multi-day event video coverage, and send us your outline so we can confirm what is possible for your dates. Conference organisers can also read about conference and convention videography.