In short
- Each audience gets its own version with its own approval owner.
- A moment goes in only when it is marked Approved for that audience.
- A blank answer means not decided. It is never read as yes.
- Approval for public use does not carry over to paid advertising.
This planner helps you keep one event video from becoming several by accident. It plans a separate version for each audience and shows which moments are approved for it.
What is it for?
Many events have a public side and a private side. A family speech, a children’s moment or a closed-door talk should not drift into a public teaser because it was in the master edit. The planner makes that choice explicit for every audience.
How do I use it?
- Tick the versions you need: private, internal, partners and sponsors, public and paid advertising.
- For each, add where it will be shown, the language and who approves it.
- List the moments that could appear in the video.
- Tick Restricted for anything involving private people or content, and note who or why.
- For each moment and version, choose Approved, Not approved or leave it as Not decided.
How do I read the result?
Each version lists what can go in, because it is marked Approved for that audience. A red box shows restricted moments that are held back. Then you see what is left out and what still needs a decision. Open questions follow, such as a missing approval owner.
What are the assumptions and limits?
- A moment is included only if it is marked Approved for that audience. Blank means not decided.
- Approval does not carry between audiences, including from public to paid advertising.
- The tool does not give legal clearance. It cannot check consent, copyright or privacy law.
- Separate versions mean separate exports. Turning a private edit into a public one is a new edit.
- The plan records decisions. It does not store them or send them anywhere.
A worked example
This is an illustrative example. A family event has a cake cutting, a family speech and a group dance. You tick private and public. The family speech is restricted, naming an aunt.
You mark all three Approved for private. For public you mark the cake cutting and the dance Approved and leave the speech undecided.
The public version includes the cake cutting and the dance. The family speech appears in red as held back. The private version includes all three. Nothing carries from one version to the other.
Where to go next
The Filming and publication responsibilities checklist lists who needs to agree to what. The guide on different edits for the public and a private audience explains the idea, and guest interviews and publication consent covers consent. Use the Post-event video asset planner for deadlines. For a legal question about your event, ask a qualified adviser.
If part of your event is private, tell us which moments before the day. We can plan how they are filmed and edited separately, and what we need confirmed before any public version.
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