Guide
How to brief an event videographer
Most enquiries I get are one line: "how much for a conference in March". That gets you a range, which helps nobody. Eight lines gets you an accurate itemised quote the same day.
Here is the template. Copy it, fill it in, send it. It works on any videographer, not just me.
Brief template
Example filled in
Event
Auckland Tech Summit, one day conference, about 200 people
Date and times
14 March, doors 08:30, last session 16:30
Venue
Aotea Centre, main auditorium plus foyer
What we need at the end
One recap film about two minutes, three vertical cuts for LinkedIn
Must be captured
Keynote at 09:15, panel at 13:00, sponsor banner in at least one shot
Deadline
Recap live by 21 March, verticals whenever after
Budget range
Around $2,000 to $3,000
Anything else
AV supplier can give a clean audio feed. Run sheet attached, still draft
Blank template, ready to paste into an email
Why each line earns its place
01
Headcount and venueTwo hundred people in an auditorium is a different coverage plan from forty in a room. It also tells me whether a second camera is worth the money.
02
What you need at the endThe most important line on the sheet. The edit is most of the cost, so the number of finished pieces moves the price more than the length of the day.
03
Must be capturedIf there is one moment the whole thing hinges on, I will be standing in the right place for it rather than discovering it in the edit.
04
Deadline, honestlyNot when you would like it. When it actually has to be live. This is the difference between standard turnaround and a rush line on the quote.
05
A budget rangeSaying a number does not lose you money, it saves a round trip. I will tell you what fits inside it, and if nothing does, I will say that too.
Three things you do not need to work out first
A shot list
That is my job. Tell me the moments that matter and what the film is for.
Technical specs
Resolution, codec, frame rate. If you have a house standard, say so. If not, I will pick sensibly.
A finished run sheet
A draft is genuinely fine. I would rather read a messy one early than a tidy one the night before.
Fill in the eight lines and send them over. Itemised quote back the same day.
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