Keeping to a video budget shouldn't be difficult - but it can be.
Here's how to ensure you stay in budget.
Get a detailed breakdown of your video specification, ie, the daily studio rate, the camera crew costs per head per day, number of hours/days for editing, the final delivered runtime of the video, and similar detail.
Check these basic parameters against other quotes you have.
If any items stand out as different other quotes, then nicely ask why.
You may uncover:
> a supplier who's under spec'd the job
> a supplier with a genuine alternative approach worth knowing about.
But you won't know until you check.
You also need to check the KPIs, or Approval stages that are detailed in the quotation.
You'll need a KPI for:
> script approval
> a separate one for storyboard approval
> graphic theme approval (if you need one)
> and Rough Cut approval, ie, checking the almost completed video.
This is the work done prior to filming.
The fastest way to go over budget is to write a script that will take too long to film in the allotted number of days you have for filming.
Here's a quick reckoner to help.
100 written words of script = 1 minute of video runtime.
Typically one day of filming will produce 5 minutes of final runtime
- and sometimes more.
So don't write a 1,000 word script for a one day shoot
- unless you're really sure you can film it all in a day.
And be dead sure the script is exactly right.
Show it to colleagues to check for you, as a mistake now might lead to additional costs later.
Prior to shoot
You need to see a detailed Shootlist from your producer
- itemising every single shot rqd
- where it'll be filmed
- at approximately what time (so you can arrange in advance with others)
- and what cast & props are needed for it.
Without this level of detail in advance, the shoot can turn into a guessing game
- and the consequent risk of overruns.
Here's a sample training video that kept to budget:
During the Shoot
Stay with the video crew to make sure they film the right thing.
More importantly, make sure backgrounds in shots are clean and safe.
There's nothing worse than a great shot that really makes the safety point you're trying to explain
- only to see a heap of rubbish on a distant walkway.
The message is to not delegate.
Stay with the video crew and watch.
After the shoot - Post Production
Changing your mind about the script once the filming is complete is about the fastest way to go over budget that I know.
Small script changes are acceptable
- but large script changes will mean more money is required.
It helps to see what finished training videos can look like.
So here's some training video samples here.
And some safety video samples here.
Here's the summary:
> understand the detail of the video spec you're buying
> expect clear KPIs
> do a word count of the script, so you know your final runtime in advance.
> ask for a detailed Shootlist
> watch the crew while filming
> don't keep changing your mind about the script
If you do the above you will massively increase your chances of keeping within your training video budget.