In short
- Delivery is not the same as safekeeping. Plan who keeps the files long term.
- Download links can expire, so copy files soon after you receive them.
- Reusing footage needs a check on people, music and relevance.
- Ask what you will receive before booking, not after.
What you ask to receive decides how easy your archive is later, so plan it before the event. After delivery, these are the decisions to make, each with a guide.
What should you check at handover?
Start with a list of what was agreed and what arrived: finished films, full recordings, any raw footage and who may use each. The guide on organising an event video handover shows how to build that list. Our video archive and handover planner does it step by step.
How long will the files stay available?
Links to downloads may stop working, so copy files soon after delivery. Read download-link expiry and access after delivery to know what to ask.
Where should you keep them?
Plan for more than one copy in more than one place. The guide on keeping independent copies covers a practical routine, and how much space your files may need helps you size the storage. The video storage and transfer calculator gives an estimate from your own numbers.
Which recordings matter most?
For families, long recordings of speeches and blessings often matter more than a highlight. See preserving family voices and complete speeches. Companies have a different job, covered in managing a corporate event video archive.
When is reuse a good idea?
Reuse works when the footage still fits the message and the people, music and venue allow it. The reusing old footage guide lists the checks. If you are changing supplier, what to request before changing video suppliers explains what to ask for.
A suggested order
- Confirm the delivered list.
- Make two copies.
- Decide who may use which file.
- Share or reuse with care.
To plan this into a new booking, see our event videography service.
If you are planning a new event and want the archive sorted from the start, tell us what you will keep and who will use it. We can set the files and handover into the scope.
Ask about your event