In short
- Name one approver and one backup, and make sure both can be reached.
- Agree what the approver is checking: names, titles, logos and sensitive moments.
- Decide in advance what happens if feedback arrives late.
- A same-day review has room for a few changes, not a full rewrite.
Name one person who can say yes to the film, and one backup. Then agree what happens if feedback does not arrive in time.
This guide shows how. For the wider plan, see how a same-day event edit is planned.
Why approval needs a plan
A same-day film has little time between the end of editing and the screening. If the person who decides is on stage, in a meeting or away from their phone, the film waits. If several people give different comments, the editor cannot satisfy all of them.
A plan means the review step takes minutes, not an argument.
Who should approve
Choose someone who:
- can decide for the organisation without asking others,
- will be near a screen or phone during the event,
- knows the names, titles and sensitivities involved.
Name a backup too. The backup has the same authority and is told when the main approver is unavailable. The video decisions and approvals planner gives you a table for roles and contacts.
What the approver checks
Keep the review short and specific.
| Check | Example |
|---|---|
| Names and titles | Spelling of guests, officials or the couple’s families |
| Logos and brand | Correct logos, correct order |
| Sensitive moments | Any shot that should not be shown to the room |
| Content accuracy | Anything said or shown that could be wrong |
| Playback readiness | The file plays on the venue’s system |
Colour, music taste and small timing changes belong to the longer film. For those, the video review and revision planner and the timecoded video feedback builder help with clear comments.
When feedback is late
Agree the rule before the day. Choose one:
- Play as it is. If no answer arrives by a set time, the film plays as edited.
- Play without the doubtful part. The editor removes the disputed shot and the rest plays.
- Hold the film. It is shown later, once the approver replies.
Write the chosen rule on one page and share it with everyone involved before the day.
The right choice depends on the risk. A company with strict brand rules may prefer to hold the film, while a family event may prefer to play as is. See the contingency guide for fallback outputs.
An illustrative setup
This is an example. At a company dinner, the marketing manager is the approver and the operations manager is the backup. The editor sends the film to the manager at an agreed point. If there is no reply by the agreed time, the plan states that the film plays without the unchecked clip.
Keep the review short
Give the approver the film and a short checklist, not an open invitation to comment. Ask them to answer yes, yes with named fixes, or hold. Three clear answers are quicker than many scattered notes.
Tell everyone else on your team that comments go through the approver only. That one rule prevents most last-minute confusion.
If the approver is also on stage
At some events the best person to approve is also a speaker or host. Name a backup who stays at the AV desk, so the film can be checked while the approver is busy. Share the contact details privately with us before the day.
What we confirm for your event
- How the approver sees the film. We agree the device and the place.
- How many changes fit. We tell you what is realistic for the time between editing and screening.
- Who tells the editor to export. We agree one person.
- If no one answers. The rule you chose applies.
Our same-day event edits page describes the service. The same-day edit deadline planner helps you set the review time.
If you know who would approve the film and where they will be during the event, send us the date and the people involved. We plan the review step around them.
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