In short
- The lead organiser sets the filming arrangements, and participating schools confirm them for their own pupils.
- Put it in writing before the day, so every school knows what will be filmed and shared.
- Check the competition rules for anything on recording, judging and what may be published.
- Agree who holds the footage and which school may use which parts.
When several schools take part, the lead organiser sets the filming arrangements, and each participating school confirms them for its own pupils. Write this down before the day so nobody finds out on the spot.
Who decides what?
| Question | Who decides | Who confirms |
|---|---|---|
| Is the event recorded at all? | Lead organiser | Participating schools are informed |
| Which videographer is hired? | Lead organiser or host school | Participating schools are informed |
| Where may cameras stand? | Lead organiser, with the venue | Schools and judges are informed |
| Which pupils may appear in shared video? | Each pupil’s own school | Lead organiser holds the list |
| Where may the video be shown? | Agreed by all, in writing | Each school for its own use |
| What do the competition rules say about recording? | Competition rules or body | Lead organiser checks |
If your event has a rule book, read it for anything on recording, photography and publication. If it says nothing, state that in the notice and agree the answer.
What goes in the written filming notice?
A one-page notice sent to every school a few days ahead is enough. It should say:
- That the event will be recorded, and by whom.
- What will be filmed, for example performances, results and prize presentation.
- Where the footage will be used, and who may share it.
- How a school tells the organiser that a pupil should stay out of shot.
- Who to contact on the day.
The approvals planner can help you list who approves what.
Send the notice again the day before the event, with the contact name and phone number, so every teacher has it in hand. If anything changes, send the new version to all schools at the same time.
How do we film fairly?
Each team gets the same attention. We plan positions so every school’s team is seen at the same quality, and cover the shared moments such as the opening, the results and the prize giving. For a long programme, a run sheet shows us when each school is on, and the run-sheet planner is built for that.
Where parents also record, see coordinating parent filming. For events with races and matches, school sports-day videography shows how we prioritise. The school event videography page covers our general approach.
A competition with several stages or rooms running at once needs more camera operators than a single hall, and that is what moves the quote most. Send the programme and the number of schools; the pricing page shows what else shapes it.
What if schools disagree?
It happens. One school may want its pupils kept out of any shared video, while another wants a full recording for its own page. The lead organiser can settle this with a simple choice: a shared film with only cleared pupils, or a full recording kept for the organisers and judges. It is easier to agree this in the notice than at the door on the day.
A common middle path is to film everything, then release only what each school has approved. The raw footage stays with the organiser until those choices are made. Put this in the brief if you want it. Whichever you choose, name one person at the lead organiser who answers filming questions from the other schools, so disagreements between teachers are settled by the schools, not on the day.
What we confirm for your event
- Every team is filmed to the same standard.
- The plan holds if the programme changes on the day.
- Who receives the footage, and in what form.
- Separate clips for each school, when the organiser agrees.
Tell us the lead organiser, the schools taking part and what the rules say about recording, and we can suggest a plan that works for all of them. Send the date and venue to start.
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