In short
- Decide which clips are approved before you reply to the request.
- Put permitted use, source credit and time limits in writing.
- Send edited clips by default. Raw footage is a separate decision.
- Keep out material that is private, embargoed or involves people who have not agreed.
Say yes to a footage request only after you have decided three things: which clips are approved, how they may be used and how you must be credited. Put all three in writing and send them with the clips.
Who usually asks, and what they need
Requests tend to arrive in a hurry, from a few kinds of people. What each needs is different, so the answer should be too.
| Who asks | What they usually want | A safe starting offer |
|---|---|---|
| News desk or reporter | Clips to illustrate a story | A short approved set, with a credit line |
| Sponsor or co-organiser | Footage showing their brand or role | Clips where they appear, plus a use note |
| Partner agency or association | Material for their newsletter or channel | Edited clips, not the full recording |
| Government or institution | Evidence of an activity or programme | Clips that match the activity, with dates |
Decide the approved set first
Watch the recording with the person who owns the event’s reputation, and mark each clip as approved, hold or leave out. Check clips that show guests clearly, children, off-the-record speeches or any moment that could embarrass someone before they go anywhere.
If the announcement itself is still confidential, read our guide on filming and releasing embargoed announcements first. Footage released too early cannot be pulled back.
What goes in the written permission note
A short email is enough. It should say:
- Who may use the footage, by organisation name.
- For what: one story, one campaign or a standing relationship.
- Where: website, social pages, broadcast or print, and whether it may be passed to others.
- For how long, and what happens when that time ends.
- Changes: whether clips may be cut, cropped or have music added. If not, say so.
- Credit: the exact wording, and where it must appear.
- Contact: one person who answers questions about the footage.
Anything the note does not mention is not permitted. That single line avoids most disputes.
Edited clips or raw footage?
Edited clips let you control the story. Raw footage lets the other side choose, and it often includes angles, takes and background conversations you never intended to share. Send raw footage only when there is a clear reason, and only the parts needed.
A worked example, for illustration only: a charity holds a fundraising dinner and a local news site asks for video. The organiser approves three clips, the opening speech, the cheque handover and wide shots of the hall.
They leave out a table interview with a donor who asked not to be named. The note allows use on the news site and its social pages for one story, with the credit line supplied.
Make the clips easy to use
Journalists and partners use what is easy to use. Name each file clearly, add a one-line description of what the clip shows, and add captions if there is speech. Check the video format and framing planner if you need vertical or square versions.
What we confirm for your event
- Partner version. We can prepare a separate version with a credit line and without private moments.
- Raw files. Raw files go only to the people you name.
- Third-party use. We agree with you at the start whether clips may be given to outside parties.
Our filming and publication responsibilities checklist and the permissions guides help you check what you are allowed to release. For help planning every use of your footage, try the post-event video asset planner.
Where we can help
If your footage is already shot, event video editing covers preparing a clean, approved clip set for a news outlet or partner. We confirm what is possible once we have seen the material.
If you already have footage and need a clean, approved set of clips for a news desk or partner, send us a short note on who is asking and what for. We tell you what editing is possible.
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