In short
- One row per useful video, each with its own deadline and its own approval time.
- A video that reuses footage never borrows the approval time of the video it comes from.
- Anything that needs someone's permission becomes a task until you mark it confirmed.
- The result also lists capture requests you can discuss with the crew.
This planner turns the videos you want after an event into a plan with deadlines, approvals and permissions. It shows where two of them clash before you are under time pressure.
What is it for?
One event often needs several videos: a highlight film, short clips, a thank-you for sponsors, a promo for next year. Each has a different audience, channel, deadline and approver. The planner keeps them in one table so nothing is assumed.
How do I use it?
- Enter the event date if you know it.
- Add one row for each video. Pick the kind, then fill in the audience, channel, language and call to action.
- Add the deadline and, separately, the date and time that video must be approved, and who approves it.
- If a video reuses footage from another, choose that video under “Reuses footage from”.
- Tick who or what needs permission to appear, then say whether permission is confirmed, being asked or not yet checked.
Leave blanks where you do not know. They turn into questions.
How do I read the result?
Each video shows its dates and owner. Red boxes are conflicts, such as an approval that falls after its own deadline.
Tasks cover permissions, translation and reframing. Questions list what you have not filled in. Below, the capture requests list shots to discuss with the crew, with the videos they serve.
What are the assumptions and limits?
- Each video has its own approval time. It is never copied from the video it reuses.
- Reframing for another shape and translating into another language are separate scoped tasks, listed but not included.
- A permission task is a reminder to ask the people involved.
- Capture requests are for discussion. What the crew can film is confirmed for each event.
A worked example
This is an illustrative example. A promo for next year’s event needs the main sponsor’s permission. You tick sponsor logos and mark permission as being asked. The promo gets a rights task for the sponsor.
You also plan a same-day cut, due on the event night, that reuses the promo footage. The promo is approved two days later. The planner flags that the cut cannot wait for that approval, and notes that the cut has no approval time of its own yet. You then set an earlier time for it.
When should I message us?
Message us once you know the event date and the videos that matter most, even if permissions are unsettled. The video delivery and approval timeline planner schedules the approvals, and the guide to planning a post-event distribution schedule explains the order to publish in. For permissions, read recording an event versus publishing it.
For a legal question about your event, ask a qualified adviser.
If you already know which videos you need, tell us the event date and the deadlines that matter. We will say what we need to confirm on the day so each video can be made.
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