# Event photo and video supplier brief

Copy this file, replace every bracketed field, and agree the final version with each supplier. A priority is a request to plan coverage, not a guarantee that a moment can be captured. Do not put private attendee details in a public version.

## 1. Event and decision owners

- Event / date / time zone: [ ]
- Venue, rooms and accessible crew entry: [ ]
- Organizer contact on the day / backup: [ ]
- Photography supplier and lead: [ ]
- Video supplier and lead: [ ]
- AV / sound contact and camera-feed permission: [ ]
- Purpose of media and intended audiences: [ ]
- Channels and approximate publication date: [ ]
- Quote requested by / final brief approved by: [ ]

## 2. Coverage map

| Local time and room | Programme moment | Still photo priority and desired subjects | Video output and approximate segment | Audio/source handoff | Access, consent or no-recording boundary | Organizer cue / supplier owner | Contingency or changed plan |
|---|---|---|---|---|---|---|---|
| [ ] | [ ] | [must-have / useful / optional] | [clip / full session / none] | [AV feed / ambient / none] | [ ] | [ ] | [ ] |

Mark the few genuinely essential moments. Give suppliers the final run of show and a contact who can confirm programme changes. Identify backstage, green room, minors, private conversations, accessibility requests and opt-out areas as applicable; obtain event-specific advice on rights and permissions.

## 3. Separate photo and video scopes

| Scope question | Photography | Video |
|---|---|---|
| Coverage hours, rooms, crew and breaks | [ ] | [ ] |
| Output: selections, edits, aspect ratios, orientation | [ ] | [ ] |
| Full-session recording or highlight edit? | n/a | [ ] |
| Camera position, lighting, power and internet needs | [ ] | [ ] |
| Microphone, mixer feed, slides, remote speaker feed | n/a | [ ] |
| File formats and delivery method | [ ] | [ ] |
| First preview, correction round, final delivery | [ ] | [ ] |
| Original files / archive handoff and retention | [ ] | [ ] |

## 4. Accessibility and publication

| Output | Captions or transcript needed? | Who creates and reviews? | Other accessible context or description | Final player / page check | Approval owner |
|---|---|---|---|---|---|
| [Recorded talk / highlight / short social cut] | [ ] | [ ] | [ ] | [ ] | [ ] |

Decide accessibility deliverables during planning. Check whether spoken words and meaningful non-speech audio are represented in captions where needed. Review captions against the final edit and check them in the published player. Do not assume an automatic transcript is accurate or that subtitles alone include sound information.

## 5. Quote, permissions and handoff

- Quote assumptions and exclusions (hours, crew, travel, equipment, revisions): [ ]
- Overtime and change approval contact: [ ]
- Intended channels, territories, duration and permitted reuse to agree in writing: [ ]
- Supplier portfolio use, credit and third-party music/asset questions: [ ]
- Event-specific filming notices, consent and opt-out method for local review: [ ]
- Preview delivered to / date: [ ]
- Feedback consolidated by / date: [ ]
- Final files, captions and transcript accepted by / date: [ ]
- Secure transfer location, access owner and retention decision: [ ]
- Outstanding issue, owner and next decision: [ ]

This worksheet coordinates the brief. Contract, privacy and rights terms need review for the actual location and supplier agreement.