Plan a Client Video Project Before You Pick Up a Camera

Start with the purpose of the film

“We need a video” is a starting point, not a brief. Ask where it will be shown, who should watch it and what the viewer should understand or do. A wedding keepsake, a product demonstration and a vertical social reel need different coverage and editing decisions.

For an illustrative café project, the client might want one 45-second vertical film showing the space and three menu items. That is more useful than “a promotional shoot”. Write the purpose in the client's own words and confirm it before quoting.

Agree a deliverables list

Put each output on its own row. Include versions, language and review rounds where relevant.

Do not treat additional aspect ratios as free by default: reframing, titles and quality checks take time. If the client supplies music, logos or clips, agree who will confirm permission to use them.

Build a shoot plan around the brief

List the scenes, people and sound you need. For the café, that might be an exterior, preparation shots, three finished dishes and a short owner introduction. Confirm the quietest recording time and who can stop background music during speech recording.

• Name the client contact and crew reporting time.
• Check venue access, available power and any filming restrictions.
• Assign camera, lighting and sound responsibilities.
• Include setup, breaks, travel and backup time.
• Agree a fallback if a person, location or key product is unavailable.

Use the shoot checklist to record kit and handover responsibility. A second camera does not replace a plan for clean speech audio.

Plan the edit before promising delivery

Work backwards from the final date. Leave room for ingest and backup checks, rough cut, internal review, client feedback and final export. Ask the client to name one approval owner and a feedback date.

For example, if the launch is Friday, sending the first cut on Thursday leaves little room for changes. Agree earlier review milestones or reduce the scope together. If client feedback arrives late, confirm a revised final date rather than silently absorbing the delay.

Confirm the booking and the next action

Record the accepted scope, price, payment milestones and cancellation terms. Mark the booking confirmed only when your agreed conditions are met. Send the client the next action: perhaps approving the shot list or supplying logo files.

KLOUZ can hold the client brief, booking, assigned team, payment records and deadlines. It does not write the film, edit footage or process the client's payment. Start with the client brief template, then keep the operational record up to date as decisions change.