If your company is considering professional video production for the first time, one of the first steps is usually requesting a quote.
You do not need to have the entire project figured out before reaching out to a production company. In fact, part of the production company's job should be helping you determine the right approach.
However, providing some basic information about your project can make the initial quote much more accurate and help the production company recommend the right crew, equipment, filming time, and deliverables.
Here are some of the most useful details to provide when requesting a video production quote.
Explain What You Are Trying to Create
Start with a basic description of the project.
You do not need to know industry terminology. Simply explain what you are imagining.
For example, you might be looking to create a company overview video, customer testimonials, a commercial, conference coverage, social media content, a training video, a facility tour, or a series of employee interviews.
Even if you are not completely sure what type of video you need, explain the problem you are trying to solve.
Instead of saying, "We need a three-minute corporate video," you could explain that you want a video for your website that helps potential customers understand what your company does.
That gives the production company more information to work with.
Explain Where the Videos Will Be Used
Where a video will be published can affect how it should be filmed and edited.
A video created for a website may be produced differently from one intended for Instagram, YouTube, LinkedIn, paid advertising, an internal presentation, or a large event screen.
Let the production company know where you expect to use the content.
If you plan to use it in several places, mention that too. The production team may recommend creating several versions or capturing footage that can work in both horizontal and vertical formats.
Share the Number of Videos You Need
Try to give the production company an idea of how many final videos you are expecting.
For example, you may need one main company video, three customer testimonials, and several short social media clips.
The number of final deliverables can significantly affect editing time.
It can also influence the filming plan. If the production team knows that several videos will be created from the same shoot, they can make sure enough footage is captured for each one.
Provide an Approximate Video Length
You do not necessarily need to know the exact length of every video, but an estimate can be helpful.
There is a significant difference between editing a 30-second social media video and producing a 20-minute training video.
If you are unsure about length, explain how you intend to use the video and allow the production company to recommend an appropriate duration.
Tell Them Where Filming Will Take Place
Location affects both pricing and production planning.
Tell the production company whether filming will happen at your office, an event venue, a studio, a customer's location, an outdoor location, or several locations.
If you already know the addresses or general cities, provide those as well.
Multiple locations may require additional travel and setup time.
If you have not selected a location yet, that is fine. A production company may be able to help determine whether your office, a studio, or another location would work best.
Provide the Expected Filming Date
If you already have a specific filming date, include it in your request.
This is especially important for events, conferences, grand openings, and other productions that cannot easily be moved.
If the project is flexible, provide a general timeframe instead, such as "sometime in November" or "within the next three weeks."
This allows the production company to check availability and determine whether your timeline is realistic.
Share Your Final Deadline
Your filming date and your delivery deadline are two different things.
If the video needs to launch on a particular date, let the production company know from the beginning.
Editing can take anywhere from several days to several weeks depending on the project, number of videos, revision process, and complexity of the post-production.
Knowing the final deadline allows the production company to work backward and determine when filming and editing need to happen.
Explain Who Will Be on Camera
Let the production company know approximately how many people will appear in the video.
This could include employees, executives, customers, actors, event speakers, or other participants.
If ten employees need to be interviewed, for example, that will require more filming time than one interview.
It is also helpful to mention whether the people appearing on camera are comfortable speaking naturally or whether they may need additional guidance.
Mention Whether the Content Will Be Scripted
Tell the production company if you already have a script.
If you do not have one, explain whether you want the production company to help develop it.
Some projects work better with a script and teleprompter, while others are better suited for interviews or more natural conversations.
Commercials, announcements, training videos, and promotional pieces often involve more scripting. Testimonials and company stories may rely more heavily on interviews.
Explain What Needs to Happen During the Shoot
Think about what the production team will actually need to capture.
For example, a company video may include executive interviews along with employees working, customers interacting with staff, exterior shots of the building, products, equipment, and general workplace activity.
A conference may require keynote recordings, breakout sessions, testimonials, networking footage, sponsor activations, and audience reactions.
You do not need to create a professional shot list yourself. Simply describing the important parts of your business or event gives the production company a better idea of the scope.
Mention Special Production Requirements
Some projects require equipment or crew beyond a standard camera setup.
Let the production company know if you believe you may need things such as drone footage, FPV drone footage, a teleprompter, multiple cameras, professional photography, livestreaming, green screen filming, or extensive lighting.
Do not worry if you are unsure what equipment is necessary. Explain what you want the final video to accomplish and let the production company recommend the technical setup.
Provide Information About Your Event
If you are requesting a quote for event videography, providing a schedule is extremely helpful.
The production company should know when the event begins and ends, how many rooms are being used, whether presentations need to be recorded in full, and whether different activities are happening at the same time.
A six-hour event taking place entirely in one ballroom may require a very different production setup from a six-hour conference with four simultaneous breakout rooms.
Share Examples of Videos You Like
Reference videos can be extremely helpful.
If you have seen a commercial, company video, testimonial, or social video that matches the style you are imagining, send it to the production company.
You do not need to find an exact example.
References can simply help communicate things like pacing, lighting, camera movement, music, editing style, or overall structure.
It is often much easier to show a production company what you are imagining than to describe it.
Should You Tell a Video Company Your Budget?
If you already have a budget range, sharing it can be useful.
Video production can be approached in many different ways. The same general concept could potentially be produced with one videographer or a much larger crew.
Providing a budget range allows the production company to recommend an approach that makes sense within that range instead of designing a production that may not match what you planned to spend.
If you do not know your budget yet, you can simply ask the production company to provide options.
You Do Not Need to Have Everything Figured Out
One of the most important things to remember when requesting a video production quote is that you do not need to arrive with a complete production plan.
You should not be expected to determine the camera equipment, crew structure, lighting setup, or technical workflow yourself.
Instead, focus on communicating the information you know:
What are you trying to create? Who is it for? Where will it be used? When do you need it? What needs to be filmed?
A professional video production company can take that information and help determine the production approach.
The More Context You Provide, the Better the Quote
A video production quote is ultimately based on the amount of planning, filming, crew, equipment, travel, and editing required to complete the project.
Providing more context at the beginning allows the production company to create a quote that more accurately reflects what the project will actually require.
And if you only have an idea and a deadline, that is still enough to start the conversation.
A good production company should be able to help you figure out the rest.