First decide what the event needs to achieve
Start from the outcome you need afterwards, not from a camera count. The same ceremony can be filmed, photographed, livestreamed or all three, and the right combination depends on who has to see it and when.
One point worth settling early: a highlight film does not replace a livestream. Families who need to watch on the day cannot wait for an edit that arrives a week later — if live viewing matters, it has to be planned as a livestream from the start.
| What you need afterwards | What usually covers it |
|---|---|
| A record of the ceremony | Event filming — a full programme recording or an edited highlight video |
| Post-event communications | Filming + photography + a short highlight edit for newsletters and socials |
| Overseas family viewing | A multi-camera livestream with managed audio and on-site crew |
| Future enrolment or promotion | Planned interviews and b-roll, edited separately from the ceremony record |
What to send when asking for a quotation
The quickest way to a useful, itemised quotation is to send these in one message. Anything you don't know yet is fine to mark as “to confirm” — it just tells us where the variables are.
- Event name, date and venue
- Programme timing, and whether there is a rehearsal we can attend
- Expected attendance, and whether there is a remote audience to stream to
- Whether you need filming, photography, livestream, or a combination
- Must-capture moments — the awards walk, the group photo, a specific speech
- Delivery requirements — formats, captions, deadline
- Safeguarding, consent, access and any brand or logo requirements
- Venue contacts for PA audio, internet and display equipment
A simple planning timeline
Most school events settle into the same rhythm. You don't need all of it locked on day one — this is the order things usually fall into place.
| When | What to settle |
|---|---|
| 4–6 weeks before | Confirm scope (filming / photography / livestream), venue and date; request the itemised quotation |
| 2–3 weeks before | Share the event rundown, camera position options and delivery requirements; confirm consent and access |
| 1 week before | Technical check on venue internet and PA audio handover; confirm rehearsal time and any last programme changes |
| Event day | Crew arrives early for setup and a sound check; filming and streaming run to the agreed rundown |
| After the event | Editing to the agreed delivery schedule; footage delivered in the formats requested |
What the production team handles, and what the school prepares
Clear roles on the day prevent the two most common problems: cameras blocking a walkway, and audio that never reaches the recording. Here is the normal split.
| Ant Reel provides | The school / venue coordinates |
|---|---|
| Cameras, lenses and camera operators | Venue access and setup time before doors open |
| Livestream computer, switching and encoding | PA audio handover — a clean feed from the venue's sound desk |
| On-site crew and event-day coordination | Internet access, or advance notice if we should bring a backup |
| Editing, captions and delivery | The event rundown and any programme changes |
| A formal itemised quotation | Consent, safeguarding and brand or logo requirements |
Questions worth resolving before event day
A short technical check a week out removes most event-day surprises. These are the questions that tend to matter.
- Programme audio — will we take a feed from the PA desk, or place our own microphones?
- Camera positions — which angles are allowed, and what must stay clear for walkways and sightlines?
- Viewing platform — YouTube, Facebook, a private link, or somewhere families already use?
- Internet — is there a wired connection, or should we bring a backup?
- Rundown approvals — who signs off the final running order, and by when?
- Filming consent — how are parents and students notified, and is there anyone we should not film?
How school event pricing is usually scoped
There is no single price for a school event because the work scales with the day. Rather than quote a flat figure, it helps to know which variables move the number.
For indicative ranges, see our pricing guide — and for any actual event, Ant Reel provides a formal itemised quotation you can put through a procurement or three-quote process.
- Event duration, and whether a rehearsal is covered
- Crew size and number of camera positions
- Photography included, or filming only
- Streaming platform, audio setup and network backup
- Editing deliverables — full programme, highlight edit, captions, formats
- Venue conditions and delivery turnaround
See also
Frequently asked
Do we need both a livestream and an edited video?+
They serve different audiences. The livestream is for families watching on the day; the edited video is what you reuse afterwards for newsletters, socials and next year's promotion. Many schools book both on one day, which is usually cheaper than separate bookings.
Do we need to provide any equipment?+
No — cameras, the livestream computer and switching are ours. From the venue we usually need a PA audio feed, internet access (or notice to bring a backup), and access to set up before the event starts.
How far in advance should we book?+
Four to six weeks is comfortable for a graduation or large ceremony, mainly so the livestream arrangements — venue network and platform — can be confirmed. Filming and photography can often be arranged closer to the date.
Can you provide a formal itemised quotation for procurement?+
Yes. We provide itemised quotations suitable for a school's quotation-comparison or three-quote process, normally within one working day of receiving your event details.