Video production budget templates
Event video quote template
One conference day covered by two camera operators and sound, with a recap film delivered in three working days and three clips for social media.
Free, no sign-up. Works in Excel, Google Sheets and Numbers.
What goes into an event video quote
- Pre-production
- A call with the organiser to go through the run of show, and a site visit the day before for power, positions and the sound feed.
- Crew
- Two camera operators, a sound recordist taking a feed from the desk, and a producer who knows the schedule better than the client does.
- Equipment
- Two camera kits with lenses, a gimbal for walk-and-talk shots, wireless audio and a small light kit for interviews.
- Logistics
- Transport and parking. Venue parking in city centres is rarely free.
- Post-production
- Recap edit days, a light grade, a sound mix and short clips for social. The fast turnaround is part of the price.
- Music
- A recap film needs music cleared for the client's channels.
The sample at a glance
One conference day, two camera operators, sound and a producer, a recap film and three social clips. With the sample rates it comes to €9,737.60 net.
| Category | Net |
|---|---|
| Pre-production | €800 |
| Film crew | €2,200 |
| Equipment | €2,400 |
| Logistics | €380 |
| Production costs | €5,780 |
| Post-production | €2,900 |
| Other costs | €300 |
| Subtotal | €8,980 |
| Production fee, 10% of production costs | €578 |
| Insurance, 2% of subtotal | €179.60 |
| Total, net | €9,737.60 |
Rates in the samples are illustrative, not market rates. Replace them with your own.
Common mistakes when quoting event coverage
- Pricing an 8-to-6 conference day as a standard shoot day. Load-in starts before the doors open, so the day runs past ten hours; quote overtime or a long day.
- Recording every session by accident. Full session recordings are a different job; quote them per session.
- No turnaround in the quote. Write the delivery date down; a same-day edit is a separate option.
- Forgetting music licensing for the recap.
How the numbers work
Every line is quantity × days × rate
Quantity is people or units, days are shoot or work days. Leave quantity empty and it counts as one, so a flat fee is just a rate.
Production costs sit above the line
Everything you produce yourself: planning, crew, equipment, location, art, cast, logistics and catering. Post-production and licensing sit below it.
The production fee is calculated on production costs
Here 10%. Many producers pass post and licences through without a fee, or charge for them separately. If you work differently, move the line.
Insurance is calculated on the subtotal
Here 2% of all categories. Check what your policy actually requires per job.
Questions
How much does event videography cost?
The sample here, one day with two operators, sound and a producer, plus a recap film and three clips, comes to €9,737.60 with sample rates. For multi-day events, a lower day rate from day two is common; put it in the rate column.
How do I price a same-day edit?
As a separate option or a second price variant, with an editor on site and a fixed screening time agreed with the organiser.
Can I use this template in Google Sheets?
Yes. Open the .xlsx in Google Sheets, Excel or Numbers. The formulas are plain multiplications and sums, and the yellow cells are the ones you fill in.
Turn the budget into a quote
In Vidaset your rates fill in on every new quote, the fee and insurance calculate themselves, and the client gets a PDF in your brand colors with price options, deliverables and terms. Every new account gets 30 days of Pro, no card required.