Video production: briefing a company for corporate, social and recruitment films

Production splits into three stages. Pre-production covers the concept, script, storyboard, casting, location scouting and planning; skimping here usually shows on screen. Production is the shoot itself, and the number of shooting days, the size of the crew and the equipment are the biggest cost drivers. Post-production covers editing, colour grading, sound mixing, graphics, subtitles and the different versions you need.

Animated explainers replace the shoot with illustration and animation time, which is priced by complexity and length. Social media content is often cheaper per clip but needs several cuts in different formats, such as vertical for Stories and Reels and horizontal for YouTube and your website. Ask for a quote that lists each stage, so you can see where the money goes and where it could be saved.

Start with the audience and the one thing they should do or remember after watching. Say where the video will be shown, because a trade show loop, a LinkedIn ad and a careers page need different lengths and styles. Links to two or three videos you like, and one you dislike, save a lot of discussion.

Agree the approval process in advance: who signs off the script, who is on set from your side, and how many rounds of changes to the edit are included. Extra rounds are a common source of surprise invoices.

• purpose, audience and main message
• where the film will be used, including paid advertising
• length and number of versions and formats
• locations, and whether staff or customers appear
• presenter, actors or voice-over needed
• subtitles, languages and brand guidelines
• deadline and any fixed event date

Under UK copyright law the authors of a film are its producer and principal director, so the production company holds the copyright unless the contract assigns it to you in writing. Many companies grant a licence instead. That is workable if the licence covers every use you have in mind, now and later.

Usage rights are where problems arise. Actors, presenters and voice-over artists are often booked for specific uses, media and periods, and using the film in a TV ad or paid social campaign later can cost an additional fee. Music is similar: stock music licences vary by use, and a well-known commercial track needs permission from the rights holders that is rarely affordable for a corporate film. Ask for all third-party licences in writing and check whether raw footage is included in what you receive.

Staff and customers who appear recognisably on camera are personal data under UK GDPR. Tell them how the film will be used, record their agreement, and think about what happens if an employee leaves and asks to be removed from a recruitment video. Extra care is needed when children are filmed. The production company usually provides release forms, but the obligation to handle the data lawfully sits with your business.

Filming on land you do not own needs the owner's permission, and many councils ask productions to contact their film office before filming in public spaces. For shoots on your own premises, agree who is responsible for the safety of the crew and your staff while cables, lights and equipment are in the way.

Aerial shots are regulated by the Civil Aviation Authority. The person flying will normally need a Flyer ID and the business responsible for the drone an Operator ID, both issued by the CAA; which requirements apply depends on the drone and how it is flown. Low-risk commercial flights can take place in the CAA's Open category, while riskier operations, for example close to people or buildings, may need an operational authorisation in the Specific category.

Ask the production company which category the planned flight falls into, for its Operator ID and the pilot's qualifications, and for its insurance. Flights near airports and other restricted airspace need extra permissions and planning time, and the landowner's consent is needed for take-off and landing.

You tell us the type of video, the length, the number of videos, an idea of shooting days and your timescale. We confirm your phone number and email, then video production companies in your region see the request without your name or contact details. One company can buy it; after that, no one else can. Before the buyer sees your details, we email you its name, address and phone number.

It is free for you, and you never have to accept a proposal. We cannot guarantee that a company takes the request, and unsold requests are withdrawn after 21 days. Offrano checks that buyers are registered businesses, not the quality of their films, so watch their showreel and ask to see a complete project similar to yours.