Plan sponsor video evidence before the event

Sponsor video works when it starts from the promise, not the film. List what each sponsor was promised, decide which promises need footage, and plan the filming and approvals around that list.

Why is a generic highlight not enough?

A highlight film tells the story of the event. A sponsor wants proof of a specific promise: a logo on stage, a mention in a speech, a booth, a prize presentation.

If the highlight is edited for story, those moments may be short or cut. Then a sponsor asks where they are in the video, and by then it is too late to film them.

Step one: turn obligations into assets

Take the sponsor agreement and list each obligation. Then mark what the obligation needs:

1. Footage of a moment. For example, the sponsor’s name on stage or a speech.
2. A separate approved asset. For example, a sponsor-approved logo animation or a message they supplied.
3. Neither. Some obligations, such as table placement, are not about video at all.

Our sponsor video coverage checklist helps you make this list and shows gaps in the evidence.

Example: a conference with sponsors

This is an illustrative example, not a real event. Take a two-day conference with three sponsor levels. The sponsorship schedule has the following items.

Note that the sponsor’s own slides and logo are separate assets. We film what happens in the room. The sponsor supplies and approves its own material. Have an organiser check the schedule before it reaches us, and include only sponsor rights that the agreement states.

Example: a public festival

At a public festival, the sponsor’s request may be wider than the sponsor’s actual rights. The sponsor may want crowd shots, performances or sponsored zones. Some of those depend on the organiser’s media policy, on performers’ permission and on the people in the crowd.

Ask which assets belong to the sponsor brief and which remain subject to organiser or rights-holder approval. Write down who is responsible for each. A sponsor request is the start of a conversation, not the end. See our community event videography service and the guide to permissions and responsible publication.

Sponsor recap videos

A sponsor recap shows what the sponsor received. It maps promised visibility to recorded evidence, then to a usable video.

A simple recap might include:

• Their logo in context, such as on stage or on a banner.
• A few seconds of the sponsor’s moment, such as a speech or prize presentation.
• Short sections showing the booth or activation.

Agree the length and the order with the organiser. Check each item against the schedule, so the recap shows what was promised, not what looks good. Ask for the sponsor’s comments in one round, with a named approver. To see how the recap sits with other videos, read the distribution schedule guide.

What to send us

• The sponsor list with the promised moments and where they happen.
• The run sheet, with times for each sponsor item.
• Which items need a full recording and which need only a short clip.
• The name of the person who approves each sponsor’s material.

What we confirm for your event

• Crew for simultaneous moments. From the run sheet we see which sponsor moments overlap and plan crew and hours for them.
• Sponsor comments. We agree the rounds of comments with a named approver on each side.
• Separate files. Each sponsor can receive their own clips as a separate file.

Where we can help

We film conferences and other sponsored events. See our conference and convention videography service, and if you already have footage, our event video editing service can cut sponsor clips from it.