Most of the disappointment event organizers feel after a shoot — missed moments, an edit that doesn’t match the brand, a video that arrives late — traces back to one thing: the videographer wasn’t told what mattered. A good event videography services provider can only work with what you give them. Here’s how to brief them properly, step by step.
Step 1: Define Your Event Type and Objectives
Start with the basics: is this a conference, a gala, a corporate launch, or something else? Just as important — what will the video actually be used for? A clip built for social media needs a different pace and length than one built for an internal archive or a board presentation.
Step 2: Share the Event Schedule and Key Moments
Send the stage order and timing in advance, and flag the moments that absolutely must be captured — an opening address, an award announcement, a product reveal. Just as useful: tell the crew about any areas or moments that need sensitive handling or should be avoided altogether.
Step 3: Clarify the Deliverables
Agree on the specifics before the event, not after: how many minutes, a highlights reel or a full-length recording, delivery format (MP4, 4K, vertical cuts for social), and your expected delivery timeline. Vague expectations here are the most common source of post-event friction.
Step 4: Agree on Style and Tone
Cinematic, documentary, or straightforward corporate? Sharing two or three reference videos does more than a paragraph of description ever could. Cover music preference, brand colors, and logo placement while you’re at it.
Step 5: Confirm Logistics on the Day
Confirm crew size and equipment in advance, and flag early if drone footage is wanted — permits can take time to arrange. Stage access and lighting conditions are also worth discussing before the day, not on it.
Step 6: Set a Communication Plan
Name a single on-site coordinator the crew can go to with questions, and agree on how last-minute changes will be communicated. A program that shifts by twenty minutes shouldn’t mean a missed moment.
Checklist: What to Send Your Videographer Before the Event
- Event type and the primary goal for the video
- Full schedule with timing
- A list of must-capture moments
- Deliverable specs: length, format, delivery date
- Reference videos or style examples
- Brand assets: logo, colors
- Drone and venue permission status
- On-site point of contact
FAQ
What should I tell my event videographer before the event?
Share your event type, schedule, must-capture moments, deliverable specs, style references, and an on-site point of contact — the checklist above covers all of it.
How do I write a brief for an event videographer?
Work through six areas: event objectives, schedule, deliverables, style and tone, on-site logistics, and a communication plan for last-minute changes.
What information does a videographer need?
At minimum: the schedule, the moments that must be captured, the expected deliverable format and length, and who to contact on-site if the program changes.
Already Chose Your Videographer? Here’s What’s Next
If you’re still deciding who to hire, our guide on what to ask before you book is a good place to start. Planning a congress specifically? Our conference video checklist walks through the full timeline. And if you’re ready to talk budget, see our pricing page or get in touch directly.