In short
- Moving an event changes camera positions and sound, not only the venue name.
- You decide the triggers and who calls the backup. The tool leaves weather forecasts and safety to you.
- It checks whether the time between decision and start fits the move and setup you enter.
- Anything not yet approved at the backup venue is listed as open.
If the event moves, filming moves with it, and a new room is more than a new name. This planner lists what the crew must re-plan if you activate the backup.
What is it for?
Outdoor ceremonies, garden dinners and launches often have a rain plan. The plan usually says where guests go. It often does not say where cameras stand, how sound is captured or who has approved filming at the second place. This tool fills in that part.
How do I use it?
- Enter the primary and backup venues and what kind of place each is.
- Write the triggers the organiser has agreed, in their own words. Add or remove rows as needed.
- Enter the event date, the filming start time and the time the decision will be made.
- Add how long it takes to move guests and gear, and to set up at the backup.
- Say whether filming, sound and power at the backup are confirmed, and who decides and who is the contact. Names or roles are enough.
How do I read the result?
The sheet shows both venues, the triggers, and a timeline. The timeline compares the time between decision and start with the move and setup you entered. It also shows the latest decision time that still fits.
Next comes the review list for the backup: camera positions, sound and more, depending on the type of place. Open items and missing approvals come last. Anything you left blank shows as not confirmed.
What are the assumptions and limits?
- The organiser decides whether to use the backup.
- Moving the event is a change to the filming scope, so extra crew, equipment or time are agreed beforehand.
- The times are the ones you entered. They do not allow for traffic or delays.
- It does not check any approval. It lists what you have not confirmed.
A worked example
This is an illustrative example. A garden dinner starts at 7pm. The organiser will decide at 4pm, the move takes 45 minutes and setup 60 minutes, and the backup is an indoor hotel ballroom.
There are 3 hours between decision and start, and 1 hour 45 minutes of move and setup. That leaves 1 hour 15 minutes, and the latest decision time that still fits is 5:15pm. The review list covers camera positions, sound, lighting, power, access, key shots, drone shots and filming rules at the hotel.
When should I message us?
Message us once you have a backup venue in mind, even if the triggers are not final. We can say which changes matter most for filming and what to ask the second venue.
The venue filming questions checklist suits each venue, and the run-sheet filming planner helps if the programme will shift. Sound is covered by the audio brief builder, and our venue planning guide explains the wider picture. Our event videography service page describes how we work.
If you have a backup venue and a decision time in mind, send them with the main venue and date. We will ask the filming questions that a move would raise.
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