Briefing a venue-recommended videographer

A venue’s suggestion is a useful starting point, not a finished brief. The videographer may know the room well, but they do not know your programme, your guests or the videos you want unless you tell them.

Why does a familiar supplier still need a brief?

A supplier who has filmed in a room before may know where the power is, where the stage lights are and who to speak to. That saves time.

But it does not tell them whether you want a short highlight film or full speeches, who the key guests are, or what must stay private. Treat the recommendation as an introduction, then brief them as you would anyone.

What does the venue know, and what do you still decide?

Some venues set clear rules. For example, the KL Convention Centre guidelines ask organisers to notify the venue in advance about commercial filming or recording and to coordinate camera positions and cable runs with the venue. Check the rules of your own venue in writing, because they differ.

Who are you actually hiring?

Confirm the contracting party. The quote, the contract and the invoice should show the same business name, and it should be the supplier, not the venue. Our guide on checking videography business and invoice details explains how.

If the venue is passing your details to the supplier, or collecting money for them, ask for that to be written down. Responsibility for delivery should be clear before you pay anything.

What to put in the brief

Write the brief yourself, even if the supplier offers a template. Include:

1. Event and run of the day: date, start and end times, and the main moments in order.
2. People and moments: the speakers, guests of honour, performers and anything that must be captured.
3. Finished videos: for example a highlight film, full speeches or social clips. See our guide to choosing the finished videos.
4. Sound: how speeches are recorded, and whether the venue’s microphones will be used.
5. Privacy: guests, children or sessions that should not be filmed or published.
6. Review and delivery: who reviews the videos and how files are delivered.

The videography booking scope checklist helps you write this down before you sign.

What should I ask the supplier?

Use the same questions you would ask any supplier:

• Which of these samples were filmed at this venue, and which were not?
• What does the venue allow, and what will you arrange with them?
• Who will film and edit my event?
• What happens if the plan changes on the day, for example if the venue moves the camera position or the load-in time?
• What exactly is in the quote and what is extra?

The questions to ask your videographer tool collects these in one list you can send. If you want to see how to read the samples they send back, read how to assess an event videographer portfolio.

Should I compare another quote?

If time allows, yes. A second quote on the same scope helps you check that nothing is missing. Keep the brief identical so the quotes can be compared fairly, and use the videography quote comparison worksheet to line them up.

We also quote for events where the venue has suggested someone else. Our event videography page explains what we cover. Tell us the venue and date, and we confirm the crew and travel.