What to ask a venue before booking videography

Before you book a videographer, ask the venue five things: its filming rules, where cameras may stand, whether sound can be taken from the house system, what power and access there is, and when the crew can come in. These answers decide what is possible, and they can change the quote.

Why ask the venue first?

Every venue has house rules, other events, staff schedules and safety limits. Some expect advance notice for commercial filming and want camera positions and cable runs agreed with them. The KL Convention Centre’s published guidelines say this for its own halls, and many larger venues are similar.

A smaller venue may have no written policy. Then the manager decides, so get the answer in a message you can keep.

The questions to ask

Copy this list into your own message.

Permission and rules

• Is filming by a hired videographer allowed? Is there a form or advance notice?
• Are there rules on lights, flash, tripods, gimbals or flying equipment?
• Are some areas or moments off limits, such as kitchens, prayer areas or other guests’ rooms?
• Does the venue charge a fee or deposit for outside crews?

Camera positions and views

• Where may a camera stand or sit during the programme?
• Will the stage, screens and guest tables be where the plan says?
• Is there a raised platform, balcony or back table that suits a wide shot?

Sound

• Can the crew take a feed from the sound desk? Who is the AV contact?
• Will microphones be on the stage, on the lectern or handheld?
• Is there background music or live band noise that will mix into the recording?

Power, access and timing

• Where are the power points near the stage and the back of the hall?
• Which door and lift can the crew use? Is there a loading area?
• What time can we enter to set up, and when must we be out?
• Is there Wi-Fi guests can use, or must a livestream bring its own connection?

What the answers change

For example, take a company dinner. This is an illustration, not a real job. It is held in a hall where cameras may not stand in the aisles, the sound desk is behind a curtain and the doors open only an hour before guests arrive.

Each answer shows up in the scope and then in the quote. We can only plan for it if we hear about it before the date.

Who does what?

The venue controls its space, its AV and its rules. You, as organiser, are the one who asks and who tells guests that filming will happen.

We follow the venue’s answers and tell you if something in the plan stops being workable. If you want a drone, approval comes first, so we plan ground shots too. See our drone guide.

What we confirm for your event

• Which of your venue answers change our crew size or positions.
• Whether we visit the venue first or settle the details by message.
• Who contacts the venue’s AV team. We can write to them directly if you introduce us.

The venue filming questions checklist turns the list above into a sheet you can fill in and hand over. For specific spaces, see the guides on hotel ballrooms, convention centres with multiple halls and temporary venues.

Once the venue has replied, this is where we help: send us the answers and we build the plan and quote from them. Our event videography service page explains what we film.