In short
- Each video or file gets its own row, so raw footage and a finished film never merge.
- Words like "full video" prompt a question about continuity and length.
- Unknown details stay as questions and appear as "to be agreed" in the criteria.
- The schedule can be copied, printed or downloaded as text or a spreadsheet file.
This tool helps you write a clear schedule of the videos and files you expect from an event. It checks each row for gaps and clashes, and turns the answers into acceptance criteria you can send to a supplier.
How to use it
- Add one row for each video or file. The starter buttons add a row with a name and type, and nothing else is filled in.
- Choose the type: edited film, continuous uncut recording or raw camera files.
- Enter the shortest and longest length as minutes and seconds, such as 3:00, or just seconds, such as 90.
- Fill in the frame shape, resolution, audio, titles and captions. For raw files, only resolution applies.
- Add the audience, permitted use, delivery date and the person who reviews it. Enter the event date at the top to check deadlines against it.
How to read the result
The table gives one line per row and a status: ready, details missing, needs clarifying or conflict. Under it, each row has acceptance criteria written in plain sentences, a list of what is still to decide and any flags.
A conflict means two answers cannot both be true, such as music added to raw files. Needs clarifying means a word or a blank could be read two ways, such as “full” with no type or length. Details missing means the row is consistent but not finished.
Assumptions and limits
- The sheet is a planning aid. Flags are rule-based reminders: they find gaps and clashes, not whether a choice suits your event.
- Nothing is agreed until the supplier confirms the scope in writing.
- Lengths are read as minutes and seconds. A plain number counts as seconds, and zero counts as unknown.
A worked example
For example, an organiser lists “Full video” and adds nothing else. The sheet asks whether it is continuous or edited and how long it runs, and shows the length as to be agreed. They then change it to a continuous recording and add a separate row called “Raw clips” set to raw camera files.
The two rows stay distinct: the recording has a length and audio, while the raw row carries only resolution, rights and delivery. This is an illustration, not a real client.
When to message us
Send the schedule when you want it checked before you ask for quotes, or when you are comparing suppliers and want each to answer the same list. The guide on highlight films, full recordings and raw footage explains the terms, and landscape, square and vertical deliverables helps with frame shapes. If you are unsure which videos to list, start with Find out which event videos you need. Our event videography service covers what we film, and the guide on video ownership, usage rights and raw file delivery covers the rights column.
If you are not sure how to describe a deliverable, send what you have. We can help turn it into a clear scope and tell you what we would need to confirm for your event.
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