In short
- Priority (what we film) and permission (what may happen to the recording) are separate choices.
- Do not record means the moment is not filmed. It is not a lower priority.
- Private use means filmed, but kept out of public videos.
- Unbroken recordings show their time, or stay unknown. They are never counted as zero.
This sheet turns “we want the important bits” into a short list the client, the organiser and the crew can all read. It uses only what you type in.
What is it for?
Most events have a handful of moments that cannot be repeated, and a few that should not be filmed at all. Saying so early is kinder than explaining on the day. The tool also records what may be used publicly, so the crew and the editor work from the same decisions.
How do I use it?
- Choose your type of event to see editable examples, or skip this and type your own.
- Add each moment, and each person by role. Remove any example you do not want.
- For each one, choose a capture priority: essential, desirable or excluded.
- Separately, choose the permission: not decided, do not record, private use only, public use not confirmed, or public use approved.
- Tick Clear sound matters most here where speech or music must be heard clearly.
- Tick Needs one unbroken recording for a speech, ceremony or session, and add a start and end time if you know them.
How do I read the result?
The sheet groups moments into essential, desirable and not filmed. A moment marked do not record always lands under not filmed, whatever priority you chose.
A moment marked private use stays in the filmed lists but is listed as kept out of public outputs. Anything with permission not yet decided or confirmed shows as public use pending, with a question about who confirms it.
Unbroken recordings are listed with their time. A missing time is shown as unknown, so the total only covers the ones you filled in.
What are the assumptions and limits?
- The examples are suggestions, not a fixed order for any ceremony or tradition.
- It records your decisions. Permission comes from you, the organiser and the people involved.
- Whether sound is clean depends on microphones and the venue system, so check the event audio brief builder.
- Final coverage, crew and timing are agreed with us once you send the sheet.
A worked example
This is an illustrative example. A family event lists a blessing as essential with private use only, a group portrait as desirable with public use approved, and one conversation as do not record.
The blessing is filmed and kept out of public videos. The portrait is filmed and can be used publicly. The conversation does not appear in the filmed lists at all, and the crew is told not to record it. Nothing about the blessing’s priority changed when you chose private use.
When should I message us?
Send us the sheet once you have a draft, even with open questions. The run-sheet filming planner places these moments against your programme, the private and public video version planner helps with edits for different audiences, and our event videography service page explains how we work.
For a legal question about your event, ask a qualified adviser.
If you already have a list, send us the sheet and the date. We will tell you what we need to confirm about coverage, sound and permissions before we quote.
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