In short
- Write one common brief for the whole tour, then a short variation note for each stop.
- Each stop should add something new, not repeat the same film.
- A handover sheet at every stop keeps the look and the file names the same.
- Choose a travelling crew, local teams or a mix after checking the route and the dates.
For a roadshow that visits several states, write one brief that applies to every stop, then add a short note for what is different at each one. Each stop should feel like part of the same campaign, while still adding something new.
Start with one common brief
The common brief is a single document that every crew follows. Keep it short and specific.
- Purpose. What the roadshow is trying to do, and who will see the video.
- Look. Framing, colour, how people are shown, titles and music.
- Outputs. The campaign film, the clip for each stop and any full recordings of talks or launches.
- Naming. How files and folders are named, so footage from different stops sorts the same way.
- Approvals. Who approves each version and how feedback is sent.
If your brand already has guidelines, include them. A crew does not need your whole style guide, only the parts that affect what appears on screen.
Let each stop add something new
The common brief fixes the look. The variation note says what is special about the stop.
| Stop | What stays the same | What changes | Handover to next crew |
|---|---|---|---|
| First stop | Look, titles, opening shot | Local welcome, venue, first audience reaction | Footage list, file names, notes on what worked |
| Middle stops | Same look and naming | A local story, a different crowd, a different venue | What is still missing from the campaign film |
| Final stop | Same look | Closing moment, summary of the tour | Final footage list and gaps |
Agree the variation per stop before the tour, not on the day. A few lines per stop is enough, for example the local guest, the setting or a product moment that matters there.
A handover sheet for each stop
At the end of each stop, the crew writes down:
- What was filmed, by time or by moment.
- File names and where the footage is stored.
- What the campaign film still needs.
- Anything that went wrong or should change for the next stop.
- The contact at the venue and the next crew’s contact, if there is one.
Review the first stop’s footage before the second stop. If something looks different from what you wanted, it is cheaper to fix early.
Travelling crew, local teams or a mix
This decision affects consistency more than anything else. A travelling crew carries the same way of working through the tour. A different crew at each stop knows its own town but needs the common brief. A mix uses a lead crew for the main moments and extra help at stops that are far apart.
Our guide to local crew or travelling crew sets out the criteria in full. For a roadshow, the practical test is simple: can one crew reach every stop in time, with enough rest and equipment checks between them? If not, plan extra crew for some stops.
Responsibilities and limits
The organiser shares the route, the stop list and the approvals. The crew follows the common brief and writes the handover. Each venue sets its own filming and access rules, so the stop list should name a venue contact for each.
Rain, delays or a changed stop can happen in the middle of a tour. Keep a short written plan for what the crew does if a stop moves or is cancelled.
What we confirm for your event
- Who films at each stop.
- How the common brief is shared and checked.
- What is in the handover sheet and who writes it.
- How travel and crew changes are shown in the quote.
- What happens to the schedule if a stop moves.
The travel cost worksheet helps you list travel next to each stop. Use the simultaneous coverage planner if two stops overlap in time.
Where we can help
We offer filming for event series and roadshows and brand activation and roadshow videography.
Send us the list of stops, the dates and what each stop should produce. We confirm the crew and travel for each stop.
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