In short
- Public holidays are not the same in every state, so check the calendar for the state where the event is held.
- Popular dates affect crew availability, venue access, travel and sometimes the people attending.
- Confirm the arrival time, the set-up window and the back-up crew plan, not only the filming hours.
- A date is only held once the scope and terms are agreed. An enquiry does not reserve it.
Check the date for the state where the event is held, confirm venue access for that day, and agree how the crew is covered. Do this before you send out invitations, and the rest is easier.
Why peak dates need extra care
A busy date changes several things at once. They are easy to miss because each one looks small.
- Crew availability. Many events pick the same weekends, so check early.
- Venue access. Venues may change opening hours, loading times or security on holidays.
- Travel. Roads, flights and ferries get busier around long weekends and festive periods.
- Your guests. Attendance, timing and the mood of the programme can change on a holiday.
Start with the right calendar
Malaysia has national public holidays and state-specific ones. Some festivals are also marked in some states only, for example Gawai in Sarawak and Pesta Kaamatan in Sabah. Always check the official calendar for the state of the venue. If a crew is travelling in, the crew’s home state may have a different holiday too.
Dates for some religious holidays are confirmed close to the day. If your event depends on one, keep a flexible plan and check again nearer the time.
What to confirm, in order
| Step | Who confirms | What to write down |
|---|---|---|
| Is the date a holiday in the venue’s state? | You | The official calendar you checked |
| Is the venue open, and what are the set-up hours? | Venue | Access time, loading rules, security |
| Can the crew cover the full day? | Us | Arrival time, crew size, back-up plan |
| Is travel affected? | You and us | Who books travel and the buffer time |
| Is the date agreed in writing? | Both | Date, hours, outputs, terms |
An illustration
For example, a school plans a prize-giving on a Saturday that is the start of a school holiday. Parents will travel, the venue is a rented hall, and the head teacher wants the full speeches.
The checks: the state calendar, the hall’s hours on that day, how the crew arrives and where parents will park. The result is a plan with an early arrival, a short set-up window and a written back-up if one crew member cannot attend. This is an illustration, not a past job.
Responsibilities and limits
The organiser checks the state calendar and tells the venue and the crew about the programme. The venue sets access and set-up hours. The crew confirms arrival, equipment and cover.
A date is held once the scope and terms are agreed. If a very popular date is already taken, we tell you early and suggest what could work instead.
What we confirm for your event
- Whether we can cover your date.
- What time the crew arrives, and how long the set-up window is.
- The back-up if someone cannot attend.
- Whether the date changes the hours, travel or crew in the quote.
- How and when the date is confirmed in writing.
The travel cost worksheet can show how travel changes the total. If rain could affect the day, read our guide to weather planning. To compare quotes for the same date, use the quote comparison table.
Where we can help
See event videography for what we film, and read about booking across Malaysia if your event is in a state far from the crew.
Tell us the date, the town and the venue, and we will check what is possible for that day and confirm the crew and travel.
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