Why should you brief your team before a shoot?
A short briefing turns a shoot from an interruption into a plan your team can support: people arrive prepared, rooms are ready, and the crew spends its time filming instead of waiting.
Most delays on a shoot day are small and avoidable: a person who did not know their time, a room that was not booked, a noisy machine nobody thought to switch off.
A briefing also helps the people on camera relax. Knowing what to expect is the easiest way to feel comfortable in front of a lens.
It does not need to be long. A short message with the purpose of the video, the schedule, the locations and the name of the point of contact, followed by a reminder close to the day, covers most of it.
Who needs to be briefed?
Brief everyone who appears on camera, everyone whose space or work is affected, and the person who will be the crew's point of contact on the day.
That often includes reception or security for access, facilities for rooms and noise, IT or audio-visual staff for screens and power, and whoever approves the video in marketing or communications.
- People appearing on camera
- Reception and security
- Facilities and office management
- IT or audio-visual staff
- Marketing or communications approvers
- The day's point of contact
What should people on camera know?
People on camera should know why the video is being made, which topics they will be asked about, when and where they are needed, and roughly how long it will take.
Share the topics or the questions in advance, but do not ask people to memorize answers. Speaking in their own words sounds more natural and more convincing.
Remind them that there is no live audience and that a stumble is not a problem. The crew can ask again, and the edit keeps the best answer.
Encourage people to bring examples and stories rather than slogans. A specific moment with a customer or a project says more than a general claim, and it is what viewers remember.
What should people wear on camera?
People should wear what they would normally wear for work, in solid colors that suit them, and avoid fine stripes, small checks and large logos that are not your own.
Comfort matters: people who feel good in their clothes look more at ease. Bring a second option if possible, so the crew can choose what works best against the background.
If your brand has colors or uniforms, decide in advance whether they should appear, and tell the production team so the look of the video is planned around them.
How do you prepare the location?
Book the rooms for the whole time the crew needs them, tidy the spaces that will be on camera, and reduce noise from phones, machines, air conditioning and nearby work where you can.
Let the team working nearby know when filming happens, so a quiet hallway stays quiet. Remove anything confidential from screens, whiteboards and desks that may appear in the background.
Check access and parking for the crew and its equipment. A clear route in saves time at the start of the day.
How do you brief your team for an event shoot?
For an event, share the run of show, the speakers and VIPs, the sponsors who must be covered and the audio-visual contact, and let guests know that filming will take place.
Speakers should know they are being recorded, and where the cameras will be. The audio-visual team should expect the crew's questions about sound and the presentation screen.
A short note in the invitation or at registration lets guests know about filming and photography. Our Events page explains how event coverage is planned.
What does the day's point of contact do?
The point of contact meets the crew, opens doors, finds people, answers questions and makes quick decisions, so filming keeps moving.
Choose someone who knows the building and the people, and who can say yes or no on small changes without waiting for approval.
Share their name and phone number with the production team before the day. If you are planning your first shoot, our video production and social media video pages describe what we film, and our FAQ answers common questions.
Frequently asked questions
- How far ahead should we brief our team?
- Early enough for people to prepare and for rooms to be booked, with a short reminder close to the day.
- Should people memorize what they will say?
- No. Share the topics or questions in advance and let people answer in their own words. It sounds more natural.
- What should people avoid wearing on camera?
- Fine stripes, small checks and large logos that are not your own. Solid colors that suit the person usually work best.
- Do guests need to know an event is being filmed?
- It is good practice to tell them, for example in the invitation or at registration.
- Who should be the point of contact on the day?
- Someone who knows the building and the people and can make quick decisions on small changes.