1. Define what you need the coverage to do
Will the finished work support a launch, document an internal milestone or help sell the next event? List the audience and publishing channels first. Then identify the formats you need: a highlight film, photographs, interviews or short social clips. A useful brief explains the outcome as well as the deliverables.
2. Share the running order
Provide the date, venue, arrival arrangements and latest programme. Mark the moments that cannot be missed: speeches, performances, reveals, awards and important guests. If two activities overlap, say so early. The team can then discuss the crew and equipment needed to cover them properly.
3. Agree the delivery plan
Specify the approximate film length, image selection and aspect ratios. Discuss the first edit deadline and review arrangements before the event, especially if you need material for immediate publicity. Nominate one person to gather feedback so the crew receives a clear set of decisions.
4. Plan access and permissions
Arrange access to the venue, relevant filming permissions and audio feeds with the event team. Tell the crew about restricted areas or guests who should not be filmed. A named on-site contact is essential when schedules change, and a venue walk-through can help surface practical questions before the room fills.
5. Bring a realistic budget and your next step
Share your budget range, approval process and essential deliverables. This makes it easier to choose a production approach that serves the event. Before the day, circulate one final brief with the current programme and contact details. Preparation does not remove every surprise, but it gives the crew a strong starting point.
