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Venue filming questions checklist

You are visiting or calling a venue and are unsure what the video crew needs to know.

WhatsApp usUse the short enquiry form
Share your date and area, and we will suggest coverage and confirm what is possible.

Choose the kind of place and answer what you know. The tool turns your answers into the questions to ask the venue, and says who should answer each one.

Only used as a label on your sheet. The tool knows nothing about any named venue.

What do you already know?

Contacts

Site-visit agenda

Choose a kind of place to see questions that fit it. The questions that apply to every venue are shown already.

Access and arrival

  • Where can the crew park and bring equipment in? Is there a lift, a ramp or stairs on the way, and how far is it to the filming area? Venue management
  • Who is the person to contact at the venue, and how can the crew reach them on the day? Organiser
  • May the crew enter before guests, and what is the earliest time and entrance? Venue management Confirm first whether this applies

Rooms and spaces

  • Which rooms or areas will be filmed, in what order, and are any of them shared with another event? Organiser Confirm first whether this applies
  • How does the crew move between those areas, and how long does it take with equipment? Venue management Confirm first whether this applies

Stage and lighting

  • How large is the stage or platform, where may the crew stand near it, and is there a safe way to reach the front? Venue management Confirm first whether this applies
  • What lighting will be used, does it change during the programme, and who controls it? Venue AV owner Confirm first whether this applies

Sound

  • Where is the sound desk, and who operates it? Can the AV owner confirm in advance whether a clean audio feed can be provided? Venue AV owner Confirm first whether this applies
  • When is the sound check, and may the crew attend and test its recording? Venue AV owner Confirm first whether this applies

Camera positions

  • Where can cameras and tripods stand with a clear view, without blocking guests or aisles? Venue management
  • Which exits and walkways must stay clear, and who decides if a camera position is acceptable? Venue management

Power

  • Where are the power points near the filming positions, and are there limits on what can be plugged in? Venue management Confirm first whether this applies
  • Plan cable runs so nothing crosses a walkway without being covered, and agree this with the venue. Our crew Confirm first whether this applies

Connectivity

  • Is there internet at the filming position, wired or wireless, who provides it, and is there a separate connection for the stream or uploads? Venue management Confirm first whether this applies
  • Agree a fallback if the connection drops: for example a second connection, or recording locally. Our crew Confirm first whether this applies

Setup and pack-down

  • From what time can the crew enter and set up, and by what time must everything be cleared? Venue management
  • Plan the pack-down: which exit and route the crew uses to leave, and who needs to be told when we are done. Our crew

Safety and accessibility

  • Who is the venue’s contact for safety matters, and what must the crew know before starting? Organiser
  • Is there a step-free route from entrance to the seating and filming areas, for guests and for equipment? Venue management Confirm first whether this applies
  • Who is the contact for accessibility needs, such as wheelchair routes and reserved places? Organiser

Filming restrictions and permissions

  • Are there any filming restrictions: areas, times, lighting, flash, tripods or drones? Ask the venue to list them. Venue management

Technical handoff sheet

  • What kind of place is it?: Unknown
  • Will filming happen in more than one room or area? - Unknown
  • Is there a stage or raised platform? - Unknown
  • Will a PA or sound system be used? - Unknown
  • Will the crew need mains power? - Unknown
  • Is internet needed at the venue (stream or uploads)? - Unknown
  • Does anyone need a step-free route? - Unknown
  • Will the crew need entry before guests? - Unknown
  • Filming restrictions: I do not know yet
  • Venue contact: Not yet
  • Safety contact: Not yet
  • Accessibility contact: Not yet

Still unknown: Will filming happen in more than one room or area? | Is there a stage or raised platform? | Will a PA or sound system be used? | Will the crew need mains power? | Is internet needed at the venue (stream or uploads)? | Does anyone need a step-free route? | Will the crew need entry before guests?. These answers stay unknown. They are not treated as "no".

Assumptions and limits

  • The questions depend only on what you entered. Nothing here states a rule, policy, fee or capacity of any venue or type of venue.
  • Facts about a named venue need to come from the venue itself, in writing, with a date. Ask, record who answered, and when.
  • Approvals and permissions come from the people who control the place. This sheet cannot confirm any of them.
  • It is a planning aid for a visit or a call, not a safety or legal assessment.

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This is an enquiry, not a booking. A date is reserved only after scope and booking are agreed.

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In short

  • Your answers decide the questions. Nothing is assumed about any venue.
  • Each question names who should answer it.
  • Unsure answers stay unknown and are marked confirm first.
  • A place of worship adds a question to the person in charge, not a universal rule.

A short visit or phone call can settle most filming problems, if the right questions are asked. This checklist builds the agenda for you.

What is it for?

Videographers need practical facts: where to park, where cameras can stand, where the power is, who can say yes. Venues often have the answers but are rarely asked in this order. The checklist turns what you know into a list of questions with an owner for each.

How do I use it?

  1. Choose the kind of place. This adds questions that fit it.
  2. Add the venue name and area if you wish. They only label your sheet.
  3. Answer the yes, no or not sure questions: more than one room, stage, sound system, mains power, internet, step-free route, early entry.
  4. Say whether you have contacts for the venue, safety and accessibility, and whether filming restrictions are known.

How do I read the result?

Questions are grouped by topic, such as access, camera positions, power and restrictions. Each shows who should answer: the venue, the organiser, our crew, the owner of the audio-visual (AV) system, or the person in charge of the place.

Where you answered not sure, the questions appear marked confirm first. The technical handoff sheet summarises your answers, with unknowns kept as unknown. Print it or copy it to take along.

What are the assumptions and limits?

  • The questions depend only on what you entered. Rules, policies, fees and capacity come from the venue itself.
  • Facts about a named venue come from the venue, in writing, with a date.
  • Approvals come from the people who control the place.

A worked example

This is an illustrative example. You choose a place of worship, say there is no stage, a sound system is used, and filming restrictions are not known.

The agenda includes the usual access, camera and setup questions. It also adds one for the custodian or person in charge about filming and access during the ceremony, and a question asking the venue to list any filming restrictions. It adds sound desk questions for the AV owner. There is no stage question, because you said no.

When should I message us?

Message us when you have a venue visit or call coming up, or after, if answers are still unclear. We can say which ones affect camera positions and sound the most. The event audio brief builder goes deeper on sound, the drone coverage planning checklist covers aerial shots, and our event videography service page explains how we work.

For a legal or safety question about your venue, ask a qualified adviser.

If you have a visit booked, tell us the venue type and date. We can say which answers matter most for filming.

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Useful next steps

Free planning tools for event video

Checklists, worksheets and planners that help you write a clear event video brief, compare quotes and prepare before you message a videography service.

Questions people ask

Does the checklist tell me the rules of my venue?
Facts about a venue, such as its rules, fees and capacity, must come from the venue itself, in writing, with a date. The checklist helps you ask for them.
Why does choosing a place of worship change the list?
It adds a question about who the custodian or person in charge is, and about access during the ceremony. Practice differs between places, so we ask the people responsible.
What does confirm first mean?
You answered not sure to a topic such as a stage or internet. The questions are shown, marked to confirm whether the topic applies before going deeper. They are not treated as a no.
Can I print it for the visit?
Yes. The print button gives you the agenda grouped by topic, plus the summary sheet you can hand to the crew. The downloaded text version has a tick box for each question.

Planning an event? Let’s talk it through.

If you have a visit booked, tell us the venue type and date. We can say which answers matter most for filming.

Share your date and area, and we will suggest coverage and confirm what is possible.

WhatsApp usUse the short enquiry form
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