In short
- Your own copies and anything the supplier keeps are listed separately.
- A link that expires creates a download task and reminder dates, never an assumption of storage.
- Nothing is uploaded. Private videos stay on your device.
- Open questions show what is not agreed yet, such as retention and permissions.
Use this planner to turn “we will send the videos” into a clear list of what you receive, who holds which copy and by when you need to act. It runs in your browser, uploads nothing and assumes nothing about how long anyone keeps files.
What is it for?
After an event, the videos can arrive in several parts: finished films, source files, documents and links that stop working. It is easy to lose track of which copy is yours and which is only on loan.
The planner separates your copies from anything the supplier keeps, and turns every expiry date into a task. The reasoning is in the guides on organising an event video handover and download-link expiry and access after delivery.
How do I use it?
- Enter the event name, the event date and, if known, the planned handover date.
- List each finished video, source file and document that should be handed over.
- Add each person or team who receives files, how they receive them and, if known, the date access ends.
- Say how many copies you will keep yourself, and whether the supplier keeps a copy after handover.
- Mark which future uses have been agreed in writing, which are not allowed and which you are unsure about.
How do I read the result?
You get a folder plan with a naming pattern, a checklist, a list of reminders with dates, and a list of open questions. Client copies and supplier retention have their own headings.
Download the reminders as a CSV and import them into your calendar by hand. Dates are all-day suggestions.
What are the assumptions and limits?
- No retention period, link life or storage promise is assumed. Only dates you enter appear.
- Supplier links and supplier storage are never treated as a permanent archive.
- The tool does not upload videos, check links or contact anyone.
- Permissions are a reminder list. Your written agreement settles rights, consent and licences.
A worked example
This is an illustrative example. You list one highlight film and one full speech recording, to be received by a download link that stops working on 20 December.
The plan adds a task to download both to your own storage before that date and suggests reminders on 13 and 18 December. It also asks whether the supplier keeps a copy and for how long, because you left retention blank.
Where to go next
The guides on keeping independent copies of important event films and retention and deletion expectations for event footage explain what to ask. The Video storage and transfer calculator estimates how much space the files need.
If you are not sure what will be handed over, how long access lasts or whether source files are included, tell us about your event and what you need to keep. We can explain what to settle in the agreement before delivery.
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