What to include in an event video brief
A short brief helps align the programme, deliverables and deadline. Gather the essentials even if some decisions are still open.
A useful enquiry does not need a long presentation. The crew first needs to know what is happening, where, and why you need the recording. Use this outline as a starting point for your message.
1. Start with the result.
“We need conference filming” does not say whether you want an archive of talks, a short highlights film or live viewing. Explain who will watch the content and where. List multiple outputs separately.
2. Share the programme by room.
Include the date, venue and programme start and finish. Separate simultaneous sessions by room. For the Rokus academy, Ovation handled presentations, cameras, streaming and technical support across two separate rooms. Room requirements can therefore be more useful than the overall attendance figure.
3. Connect the people responsible.
Include the organizer and venue technical contacts. The production team will need information about sound, projection, access and setup time. If a detail is unknown, identify who can confirm it.
4. State the deadline and intended use.
A film needed for a specific event has a different deadline from “as soon as possible.” Give the actual date and identify the person reviewing the edit. Include formats, captions and additional exports as requirements so feasibility and cost can be agreed in advance.
A brief you can copy
- Event, date and venue:
- Programme and simultaneous rooms:
- Required recordings or live stream:
- Audience and publishing channels:
- Venue technical contact:
- Deadline and reviewer:
- Indicative budget, if set:
Mark unknown answers as open. An explicit question is more useful than assuming a particular service is included.
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