Ultimate Guide: How to plan a corporate video production project

Lights, camera, action! The world of corporate video production can be complex, but fear not – our Ultimate Guide on How To Plan A Corporate Video Production Project. We're here to demystify the video planning process and help you create videos that are both effective and engaging.

Clear Overview and Specific Steps!

We understand that the corporate video production process can be daunting, but we’re here to break it down in a way that’s clear and easy to follow. Our guide will take you through each step of the process, providing practical tips and insights that will help you create compelling videos that make an impact.

What are the benefits to getting clear on the corporate video project goals?
Getting clear on the goals of a corporate video project can provide several benefits, including:
  1. Better alignment: When everyone involved in the project is clear on the goals, they can work together more effectively towards a common vision, reducing misunderstandings and conflicts.
  2. More targeted messaging: By knowing the specific goals of the project, the messaging can be tailored to the intended audience, ensuring that the video is more effective in conveying the desired message and achieving the desired outcome.
  3. Improved creativity: Having a clear set of goals for viewers can actually boost creativity by providing a framework for the team to work within and inspiring new ideas that align with the objectives of the project.
  4. More efficient use of resources: Knowing the goals can help you ensure that the production is using resources (time, budget, and personnel) in the most effective way to achieve the desired outcome, preventing waste and optimizing the return on investment.
  5. Better measurement of success: Clear goals make it easier to evaluate the success of the video project, whether it’s through metrics like views and engagement or more qualitative factors like increased brand recognition or improved customer satisfaction.

Let’s Dive In!

Here are some of the most common roles and steps involved in planning a corporate video production project with a camera crew. 

Stages of the Video Production Process:

  1. Concept Development: A variety of people can be involved in the concept development – whether you’re working directly with a video production company or through an advertising agency. When doing corporate video, often the client and the producer come up with a concept for the video, including the intended audience, message, and tone.
  2. Scriptwriting: The scriptwriter creates a script that conveys the desired message and tone, and incorporates any necessary brand messaging or calls to action.
  3. Budgeting: Be sure to determine the budget for the project and allocate funds for each stage of production. This helps define what level of production you can have for your project. 
  4. Pre-Production: The producer and director plan the logistics of the shoot, including location scouting, casting, wardrobe, and makeup.
  5. Production: The camera crew and talent execute the plan and record the video – Along with all the people from client side and potentially agencies. This is the BIG DAY(S)!
  6. Post-Production: The editor assembles the footage into a cohesive video, including any necessary special effects or sound mixing.


Questions to ask during the Pre-Production Planning:

  1. What is the purpose of the video?
  2. Who is the target audience?
  3. What is the intended message and tone?
  4. What is the budget?
  5. Where will the video be shot?
  6. Who will be in the video?
  7. What will the talent wear?
  8. What makeup and hair styling will be required?
  9. What camera and lighting equipment will be needed?
  10. What will the shooting schedule be?

By answering these questions and carefully planning every aspect of the video production process, the team can ensure that the project runs smoothly and achieves its goals.

Scriptwriting Process for a Corporate Video Project:

Let’s dive deeper into the scriptwriting phase of the corporate video production process with even more ideas to help you get started:

🤯 Brainstorm: Start by gathering a diverse group of individuals to brainstorm ideas for the script. Consider the message, tone, and audience you’re targeting. Don’t be afraid to think outside the box and come up with creative ideas!

💬 Conduct Interviews: Interview stakeholders in the company to get a better understanding of the messaging and goals of the video. This can include executives, employees, and customers. Sometimes getting additional key decision makers invested can help in acquiring additional funding for your project. 

🧐 Research: Do some research to gain insights into the target audience and the industry. Look for trends, statistics, and any other relevant information that can inform the script. Google trends, industry trends, social media trends are great places to research what’s currently popular. Though on corporate video, research into more evergreen topics is more fitting.

📝 Create an Outline: Organize your ideas into an outline for the script. This will help you stay on track and ensure that you cover all the necessary points in a logical order while also getting early buy-in from key decision makers.

🖊️ Write the First Draft: Start writing the script, keep in mind the length of the video and the pace of the message. Try to make it engaging and memorable, using storytelling techniques where possible. 

🤔 Review and Revise: Take a break from the script and come back to it with fresh eyes. Read through it and revise as necessary to ensure it aligns with the project goals and brand messaging. For fresh eyes, ask people you know who have valuable feedback and aren’t really involved in the project to give a fresh perspective. Just because you get feedback doesn’t meen you NEED to implement their feedback. It’s just a perspective.

👍 Get Client Approval: Share the script with the decision makers for approval. Be open to feedback and be prepared to make revisions to ensure the script meets the client’s expectations. It’s much cheaper to make changes to a script than later on in the production process.

🎬 Visualize: Work with the video production team to visualize how the script will be translated into video. This can include storyboarding, shot lists, and other visual aids. We highly recommend even basic storyboarding to allow decision makers to sign off on a visual flow and what shots or scenes are required to make the project get final approval on the end final video product. 


Budgeting a Corporate Video: How much does hiring a corporate video production company cost?

🤔 First, let’s consider the factors that can impact pricing for a corporate video project:

  • Length of the video
  • Complexity of the project
  • Number of shooting days required
  • Level of equipment needed
  • Size of the production crew
  • Post-production needs (editing, color grading, sound design, etc.)
  • Usage rights (where and how the video will be used)

📊 To get an idea of pricing in your area, consider requesting quotes from different video production companies. Here are some common pricing options you may encounter in your search:

  • Flat fee: Some production companies may charge a flat fee for the entire project, regardless of the number of shooting days or amount of post-production work required.

  • Day rate: Others may charge a day rate for each day of shooting and/or post-production work.

  • Hourly rate: Some companies may charge an hourly rate for services such as editing or sound design.

  • Additional costs: Be sure to inquire about any additional costs that may be incurred, such as travel expenses or equipment rentals.

  • Hybrid: Many companies will provide a hybrid of these elements to build out your quote. For example: hourly for pre-production, day rates for production crew and gear, and add-ons for expenses like travel – supplies – talent and licensing costs. Cost Plus pricing for add-ons. 

🤝 When working with a video production company near you or one traveling into town for you project, it’s important to establish clear expectations and a budget up front. Be sure to communicate your goals for the project and any constraints you may have. This will help ensure that everyone is on the same page and that the project stays within your desired budget.

Be open to getting quotes from nationwide companies or out of town companies like Provid Films, because they can often be more competitive (and have more experience) than video companies near you even when including travel costs. 

How to avoid mealtime Penalties:

Mealtime penalties are typically imposed on video production crews when meal breaks exceed a certain amount of time. In the United States, most states require that meal breaks be taken within a certain number of hours worked, and failure to do so can result in penalties.

To avoid mealtime penalties, it’s important to plan ahead and communicate clearly with the crew. Make sure you understand the specific meal break requirements for your state or region, and plan your shooting schedule accordingly. This may mean scheduling shorter shooting blocks with more frequent breaks to ensure that everyone gets their required meal breaks.

It’s also important to communicate with your crew about mealtime expectations. Let them know when meal breaks will be scheduled, how long they will last, and where they will be taken. Make sure everyone has access to food and drinks during breaks, and consider providing catering or arranging for a nearby restaurant to provide meals for the crew.

💰 By planning ahead and communicating clearly, you can avoid mealtime penalties and keep your production running smoothly.


How to avoid or minimize scope creep and cost overruns:

Here’s a list of some common add-ons that can increase the budget or scope of a corporate video project, along with some tips and emojis to make it fun:

  • Additional filming days 🎬: Shooting across multiple days can add to the cost of a project, so be sure to consider the logistics and budget accordingly with contigencies set aside for weather, talent getting sick, or location availability changes. If you need to come back to film another day, that’s going to cost additional costs.

  • Custom music composition and sound design 🎵: Commissioning a custom music score can add a unique touch to a video, but it can also be expensive. Be sure to budget accordingly and work with a talented composer. From music to sound effects, ambient and sound effects, they all combine to make a multi-dimensional feeling polished corporate video.

  • Motion graphics and animation 🎨: Adding animated elements or custom graphics can make a video more engaging, but it can also add to the cost. Be sure to discuss this with your producer and determine what is feasible for your budget. Simple animation or complex 3d from scratch (not a template) can change the costs dramatically.

  • Professional voiceover 🎙️: Hiring a professional voiceover artist can add a polished touch to a video, but it can also increase the cost. Be sure to budget accordingly and select a voice that matches the tone of your video. Costs change based on the use of the video in terms of distribution as well as duration.

  • Additional crew members 🧑‍🎥: Depending on the size and complexity of the project, additional crew members may be necessary to ensure everything runs smoothly. Additional hands on-set can help accomplish more complex shots or get MORE shots in a given day of production (saving costs in the end).

  • Special effects 💥: Special effects can add a cinematic feel to a video, but they can also be expensive. Be sure to discuss the feasibility and cost with your producer before adding them to the project. Things like explosions, car crashes, etc. Small things like haze are an innexpensive special effect to elevate your production. 

  • Translation and subtitles 🌍: If the video will be shown to a multilingual audience, translation and subtitles may be necessary. 

  • Travel and accommodation 🚗🏨: If filming will take place in a different city or country, travel and accommodation costs will need to be factored in. Be sure to discuss this with your producer and budget accordingly.

  • Remember, it’s important to be transparent and realistic about your budget and scope when planning a corporate video project. Work closely with your producer to determine what is feasible and prioritize the elements that are most important to achieving your goals. 🤑🎥

Sample schedule for a corporate video shoot day:

The timeline for a corporate video shoot day can vary depending on the specifics of the project, but here’s a general idea of what you can expect:

🕖 Morning:

  • Crew arrives on location and sets up equipment
  • Actors or interview subjects arrive and go through hair and makeup (if necessary)
  • Camera and lighting tests are performed
  • Any last-minute adjustments are made to the set or script

🕐 Midday:

  • Filming begins!
  • Depending on the project, this could involve multiple takes of the same scene, moving to different locations, or filming different angles of the same shot
  • Depending on the length of the shoot day and the number of scenes to be filmed, there may be a break for lunch or snacks

🕝 Afternoon/Evening:

  • Filming continues!
  • As the day goes on, the crew may need to adjust lighting and camera setups to accommodate changing natural light conditions
  • Actors or interview subjects may need to change outfits or makeup between scenes
  • Once filming is complete, the crew will pack up equipment and clean up the set

Of course, the timeline for a corporate video shoot day can be adjusted to fit the needs of the specific project. For example, if there are multiple locations involved or if the crew needs to move to a different location mid-day, that can impact the schedule. It’s important to work with your video production team to establish a timeline that works for everyone and ensures that the shoot day is as efficient and productive as possible.

Tips for a Great Shoot Day:

🕖 Morning Tips

  • Send a Google Calendar invite to ALL crew members with a few key details: address, crew names/roles/mobile numbers, parking information (is there a loading dock? room number? parking ramp?). Many crew members are doing different events every day – so having all the top level details as to who should be where – and when – is highly appreciated by crew. 
  • To save time and minimize potential overtime charges, make sure the location is ready for the crew when they arrive, with enough space for equipment and actors or interview subjects to get ready. 
  • Keep snacks and coffee on hand for the crew, who are likely to be up early and working hard to get everything set up. 
  • Communicate clearly with the crew about any last-minute changes or adjustments to the script or set, so everyone is on the same page.

🕐 Midday:

  • Stay hydrated and well-fed throughout the day, and encourage your actors or interview subjects to do the same. This will help everyone stay focused and energized.
  • Hot lunch. No bagged / cold meals. Treat crew like family, and you will get the best and most creative ideas and output.
  • Keep morale high (and help your crew feel appreciated) by doing a Starbucks / Caribou Coffee run for everyone’s favorite drinks.
  • Make sure everyone has a clear understanding of what’s expected in each scene or shot, and provide feedback and direction as needed.
  • Keep things light and fun during breaks, and use the time to build camaraderie and keep spirits high.

🕝 Afternoon/Evening:

  • Stay flexible and adaptable, as things may not always go exactly according to plan. Be open to making changes and adjustments as needed.
  • Keep track of time to ensure that the shoot day stays on schedule, but also be mindful of not rushing through scenes or shots just to stay on track.
  • Thank your crew and actors or interview subjects for their hard work and dedication throughout the day.

Overall, the key to a successful corporate video shoot day is to stay organized, communicate clearly, and have fun. By working together and staying focused on the project at hand, you can create a video that exceeds expectations and captures the attention of your intended audience.

Now who is a part of this process?

Roles on a smaller project may include:

  1. Producer: The person responsible for coordinating and managing the project.
  2. Scriptwriter: The person responsible for writing the script.
  3. Director: The person responsible for the creative direction and vision of the project.
  4. Director of Photography (DP): The person responsible for the camera and lighting crew.
  5. Location Manager: The person responsible for identifying and securing the locations for the shoot.
  6. Casting Director: The person responsible for casting actors or models if necessary.
  7. Wardrobe and Makeup: The people responsible for styling the talent.
  8. Sound Engineer: The person responsible for recording and mixing the audio.

There are a LOT of roles:

On a slightly larger project, your crew may involve more roles like:

  1. Director: Oversees the creative vision and manages the production process.
  2. Producer: Coordinates the logistics and handles the business aspects of the production.
  3. Cinematographer/Director of Photography (DP): Manages the camera and lighting teams to create the visual style.
  4. Camera Operator: Responsible for operating the camera and capturing footage.
  5. Assistant Camera (AC): Assists the camera operator and handles camera equipment.
  6. Gaffer: Manages the lighting team and sets up lighting equipment.
  7. Grip: Sets up and maintains the equipment needed to support the camera and lighting.
  8. Sound Recordist: Captures high-quality sound for the production.
  9. Boom Operator: Holds and maneuvers the boom microphone to capture sound.
  10. Production Designer: Creates and manages the overall visual design of the production.
  11. Art Director: Works with the production designer to create the set design and props.
  12. Set Decorator: Sets up the furniture, decorations, and other visual elements on the set.
  13. Wardrobe and Makeup: Creates and manages the costumes and makeup for the actors.
  14. Script Supervisor: Ensures consistency in dialogue and action between takes.
  15. Production Assistant: Assists with various tasks on set, from managing equipment to helping with craft services.

Note that the specific roles and titles may vary depending on the production and the size of the crew.


What is the post-production process for corporate video production?

The post-production process for a corporate video involves several steps, including:

  1. 🎞️ Editing: This is where the editor will review and select the best shots to create a rough cut of the video, bringing the story to life!

    🎧 Sound Design: This includes adding sound effects, foley, and music to enhance the audio for the video, making it sound amazing! 🎶

    🌈 Color Correction: This is the process of adjusting the colors and contrast of the footage to make it look consistent and professional, making sure every frame pops with vibrancy!

    🎨 Graphics and Animation: This involves adding any necessary text, logos, or animation to the video, bringing the video to life with creative and captivating visuals.

    🎬 Final Cut and Delivery: This is the final stage of the post-production process, where the final video is edited, rendered, and delivered to the client in the desired format. 🚀

Throughout the post-production process, it’s important to maintain open communication between the client and the editor to ensure that their vision and goals for the video are being met.

Overall, the post-production process is a critical part of creating a professional and effective corporate video.


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planning and preparing, including identifying the project goals, determining the target audience, developing the creative concept, writing the script, selecting the location, casting talent, and scheduling the shoot.


actual filming of the video, which includes setting up equipment, lighting the scene, capturing audio and video footage, and directing the talent.


editing the footage, adding sound effects and music, color correcting, and adding graphics or animation. The final video is then rendered and delivered to the client in the desired format.

🎥 Plan it. 📹 Shoot it. 🎬 Edit it.

Concept development is where the magic of a video project begins! This is the phase where the client and the producer collaborate to come up with a killer concept for the video. Here are some fun action steps to make this happen:

  1. Brainstorm: Grab a whiteboard or a stack of sticky notes and start brainstorming ideas. Let your creativity run wild, and don’t be afraid to throw out some crazy concepts.
  2. Define the audience: Decide who the video is for. Consider demographics, interests, and behaviors of the target audience. This will help you tailor the video’s message and tone to resonate with them.
  3. Refine the message: After settling on a few concepts, refine the messaging to ensure that it aligns with the audience and that it’s clear and concise. This is a good time to draft a script or an outline to ensure the messaging is on point.
  4. Define the tone: The tone of the video can be fun, serious, inspirational, or anything in between. Define the tone that will resonate with the target audience and that aligns with the brand.
  5. Create a storyboard: Once the concept, message, and tone have been defined, it’s time to visualize the video. Create a storyboard to map out the visuals, scene by scene.
  6. Get client approval: Present the concept and storyboard to the client for approval. Listen to feedback and make any necessary revisions before moving on to the next phase.

By taking these steps, you’ll be well on your way to developing a winning concept for your corporate video project!