In short
- Give every video one audience, one owner and one publication date.
- Start from the dates people need the video, then work backwards to the edit.
- Separate videos for guests, staff, partners and the public, because they need different content.
- Plan approvals into the schedule, or the dates will slip.
A distribution schedule is a one-page plan that says which video goes to whom, who approves it and when it goes out. Make it before the event, so the crew captures what each video needs.
Why plan the schedule before the event?
Most event videos are late because nobody owned them, not because editing is slow. A video waits for a logo check, then a manager is away, then the moment has passed.
Planning early also changes what we film. A short clip for social media needs a clean, vertical shot. A staff recap needs wide shots of teams.
If these are on the schedule, we can ask for them on the day. Our post-event video planner gives you a table to fill in and a capture request list for the crew.
How to build the schedule
- List the audiences. Guests, staff, management, partners, sponsors, press, the public. Each wants something different.
- Pick one video for each audience. A guest thank-you clip is not the same as a board summary.
- Name an owner. One person decides and approves. A committee is not an owner.
- Set the date people need it. Work back from that date to the edit, the review and the footage handover.
- Add approval steps. Who must see it first, and what happens if they are late?
What does a schedule look like?
Here is an illustrative example for a company annual dinner. The outputs, owners and timing are examples only, not a standard package.
| Video | Audience | Owner | When it goes out |
|---|---|---|---|
| Thank-you clip, vertical | Guests, staff | Communications | The day after the event |
| Staff recap | All employees | HR | The following week |
| Full speeches | Management, absent directors | Company secretary | After the first review |
| Highlight film | Partners, website | Marketing | When approvals are complete |
| Short social clips | Public | Marketing | Spread over the next weeks |
Notice the order. The quick, light video goes first. The careful, approved film comes last. That is a better use of the editor’s time than one big video for everyone.
Which dates are fixed and which can move?
Some dates are fixed: a screening at the event, a board meeting, a campaign launch. These decide the schedule. Everything else can move around them.
Ask of each date: what breaks if this video is a week late? If the answer is “nothing”, it is flexible. If the answer is “the sponsor report is overdue”, protect it. For videos with a tight deadline, see our guide on time-critical edits.
Who needs to approve before release?
Approval is the most common reason a date slips. Decide it at planning stage:
- Who checks names, titles and logos?
- Who checks that people shown are happy to be shared publicly?
- Who has the final say if two people disagree?
Our video decisions and approvals planner helps you set this out. If one video is for staff only and another is public, the private and public version planner keeps them apart. Material that must stay confidential until an announcement is covered in our guide to embargoed event announcements.
What we confirm for your event
- Extra footage. From your schedule we list the shots each video needs, such as vertical clips or staff group shots, and plan the capture before the day.
- Versions and order. We agree how many versions the scope covers, the order you receive them in, and the file format.
- Comments. We agree how you send feedback and how many review rounds the quote covers.
Where we can help
We film events, and we can edit footage you already hold into the videos on your schedule. Our event video editing service starts with an assessment of what you have and what is achievable.
If you already know the videos you want after the event, tell us the audiences and any dates that matter. We can say what is possible for your event and plan the capture around it.
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