An event video quote combines coverage, crew time, sound and post-production deliverables. A clear running order, coverage list and set of intended edits make different quotes comparable.
What should an event quote separate?
A quote should say more than “event coverage.” Check setup, programme time, breakdown and overtime. Clarify who handles photography, filming, sound and livestreaming. Concurrent sessions and presentations that need uninterrupted recording affect crew and camera positions.
Describe post-production separately: whether full recordings are divided by session, highlight lengths, portrait edits, subtitle languages, music usage and revisions. Same-day photographs or urgent highlights require advance agreement on selection and editing resources.
Compare the same scope, rather than guessing from the total
Consider a hypothetical event needing a full stage recording, guest photographs and a social highlight. These are three distinct deliverables, not specifications claimed for a WEDO project. Give each production partner the same brief and ask them to mark what is included, optional or excluded.
If the budget is limited, protect moments that cannot be repeated before adjusting secondary coverage, edit versions or deadlines. Essential sound cannot be removed while still expecting complete speech recordings. Raw footage, editing project files and finished films are different deliverables.
A useful checklist for requesting availability
Share what is known and mark undecided items for discussion. WEDO reviews the running order and intended use before agreeing on a production scope and quote.
- Date, location, access time and programme hours
- Running order, concurrent sessions, key people and essential moments
- Photography, full recordings, highlights and cutdowns
- Sound, streaming, aerial work and venue restrictions
- Publishing channels, languages, budget range and deadlines
Map simultaneous activity
A single-stage presentation differs from several sessions happening at once. Mark registration, exhibits, interviews and key appearances, identifying moments that cannot be missed. Events of equal duration can need different crews because of concurrent action and movement. Attendance and venue size alone do not describe the required coverage.
Account for the whole working period
Allow for setup, audio coordination, signal tests, possible site inspection, packing and data handling. The quote should state when working time begins, when it ends and how travel or overruns are handled. Discuss schedule uncertainty early instead of assuming that preparation outside the advertised event hours is automatically included.
Match resources to outcomes
Full speeches, audience reactions and close details require a coverage plan. Streaming, aerial footage, interviews and same-day editing add distinct responsibilities; one camera’s presence does not mean all can happen simultaneously. Define essential outputs first so the team can propose appropriate resources rather than simply adding equipment.
Specify the editing package
Highlights, complete recordings, individual talks, vertical clips and subtitled versions involve different editing and review work. State the intended lengths, quantities, languages, deadlines and feedback process. Consolidated timecoded notes make revisions easier to manage, while a new story direction or additional format needs a scope discussion.
Compare like with like
Compare coverage hours, roles, sound, edited outputs, revisions, usage and delivery together. With a limited budget, reduce lower-priority coverage or version count instead of retaining every requirement while removing essential resources. There is no fixed rate in this guide; the date, location and agreed scope determine a project quote.
A quick commissioning checklist
- Are capture, setup, travel and packing times defined?
- Are audio, streaming and additional requirements included?
- Can versions, reviews and overrun arrangements be compared directly?