What It’s Like to Work With a Videographer (From Your Side of the Table)
If you’ve never hired a videographer before, the whole process can feel a little mysterious. What actually happens once you send that first email? What do you need to provide? And how do you make sure everything goes smoothly?
Let’s pull back the curtain and walk you through what the video production experience looks like — from your point of view as the client. Think of this as a friendly “what to expect” guide so you feel confident before we even hit record.
Step 1: Reaching Out
Everything starts when you send an email or make a call. From there, most videographers will set up a discovery call to learn more about your project.
This first conversation is where we learn what you’re trying to achieve. Do you need a brand story? Training videos? Social content? It’s also where we start looking at the details — how many shoot days might be needed, what kind of locations and talent are involved, what equipment the project requires, and what resources will need to be in place.
All of those details matter when it comes to cost. Until the scope of your project is understood, It’s difficult for the videographer to provide an accurate estimate. The first thing clients always want to know is what it’ll cost, and they’re quick to ask. “I need two videos, 3 minutes in length, what do you think that’ll cost?” Unfortunately it’s not that simple. Will we need one day, two days? How many locations? What does the final product look like? Any special editing required?
That’s why the discovery call is so important. It’s where we build the foundation of the project — and where I gather everything I need to create a fair and accurate estimate for you. If you want to learn more about pricing and how to save yourself some money, read this blog —-> Video Production Costs in Boise: What You’re Really Paying For (and How to Save)
Step 2: Do Your Homework on Style
Every videographer has their own style — their own “eye.”
The way shots are framed, the pacing of edits, the music choices — all of this is shaped by the videographer’s creative instincts. And no two videographers will produce the exact same video, even with the same script and location.
That means before you hire anyone, you should really look at their past work. Does their style fit your brand? Do their videos carry the tone, mood, or energy you’re hoping for?
When you decide to move forward, you’re essentially saying: “I trust you to bring my vision to life, in your style.” The best results happen when clients lean into that trust and let the creative process unfold.
Step 3: The Contract
After the discovery call, you’ll get an estimate and a contract. Typically shoot days aren’t reserved until that contract is signed.
Now, some videographers will also require money up front — usually 50% down before the cameras ever roll. That’s industry standard. My process is different: all I require is the signed contract.
For me, it’s about trust. I want clients to feel secure knowing they’re not handing over money before they’ve seen anything. The contract itself is the agreement — it says, “I’ll do this work, and you’ll pay this amount.”
That contract is our mutual promise. On the videographer’s side, it’s a commitment to show up, direct, shoot, and deliver a professional product. On your side, it’s a commitment to pay once you’ve received what was agreed upon.
Inside the contract, there are a few details you should always pay close attention to:
Shoot Days – You’re paying for time. More shoot days = more budget.
Revisions – Most contracts include one round of revisions. Extra rounds add cost and extend the timeline.
Raw Footage Ownership – By default, the videographer owns the raw footage. If you want it, negotiate that up front, because it affects how things are shot, stored, and priced.
Payment Terms – Know when payments are due and how they’re structured. Clear expectations here avoid surprises later.
It might not be the most exciting read, but taking the time to go over this document will make everything smoother. Understand that these contracts are negotiable. Take the raw footage for example. You can absolutely ask for the raw footage. Most videographers will provide it for a fee, but it’s important to negotiate upfront. It’s a little uncomfortable when after the project is complete a client asks for the footage. The videographer didn’t shoot the video in a manner that’s client facing. It’s shot with their particular edit style in mind. It’s probably a massive amount of data that needs transferred a certain way. And they didn’t charge you accordingly. Now a whole other negotiation needs to take place, and it’s just… not great. So read the contract! Make sure you’re getting everything you want and need. When expectations are clear, everything goes smoother.
Step 5: Shoot Days
Shoot days are the most visible part of the process, and they can feel intense if you’re not used to them. There’s gear everywhere, people moving in and out, and a lot happening all at once.
Here’s the truth: no shoot day ever goes perfectly according to plan. Weather changes, people run late, equipment acts up. But if you’ve hired a professional, you probably won’t notice any of that.
My first boss put it best: “The difference between an amateur and a professional is that with an amateur, the client knows when things are going wrong. With a professional, the client never does.”
That’s the mark of experience. Professionals solve problems quietly, adjust quickly, and keep the day moving so the final product isn’t affected.
Your role on shoot day? Relax. Be available, provide feedback if something doesn’t feel right, but let the videographer direct. Professionals will welcome your input, but they’ll also run the show so you don’t have to.
Step 6: Editing, The First Draft, And The Invoice
Once filming wraps, everything moves into post-production. For my business, I set a 30-day turnaround time for delivering the first draft. Sometimes it comes sooner depending on my workload, but 30 days is the standard I commit to in every contract. If you need something faster, remember to make that clear before you sign that contract! A surprise deadline can’t always be met.
When I deliver that first draft, I also send the invoice. This goes back to how I work on trust: I don’t ask for money up front. Instead, I want you to see the kind of product you’re getting before payment is due. To me, that feels fair — you know exactly what you’re paying for, and I know I’m working with a client who values professionalism.
For me, nothing else happens after the first draft until that invoice is paid. Revisions don’t begin, highlight reels aren’t created, and final files aren’t delivered until that step is taken care of.
This isn’t about being strict — it’s simply how professional creative businesses stay healthy. Cash flow is what keeps everything running smoothly. Invoices don’t just cover cameras and software — they cover travel, insurance, production expenses, and yes, even things like rent or mortgages. Just like you rely on your paycheck to arrive on time, videographers rely on timely payments to keep projects on schedule and business running efficiently.
The good news? It couldn’t be easier. Invoices can be paid online with a credit card — just like any other purchase you make on the internet. It’s fast, secure, and takes less than a minute.
When payments come through on time, projects stay perfectly on track: edits move quickly, communication flows, and the final videos are delivered exactly as promised.
So if you want to keep your project running smoothly (and make your videographer’s day), paying that invoice promptly is one of the simplest and most impactful things you can do.
Step 7: The Revision Process
Once the first draft is delivered and payment is taken care of, the project moves into revisions — the stage where feedback, fine-tuning, and final touches happen.
Most videographers include one round of revisions in their agreement, and that’s often all it takes. The goal of this phase isn’t to reimagine the video from scratch, but to polish and align it with your vision — things like trimming moments, adjusting pacing, swapping a shot, or refining a transition.
Here’s where communication really matters. The best way to approach revisions is to have one point of contact on your team gather all feedback into a single, organized list. That prevents confusion, overlapping notes, and the “too many cooks in the kitchen” problem that can slow everything down.
Revisions can also include creative elements like music swaps or small graphic tweaks. Music is subjective — if a track doesn’t feel right, most videographers can provide access to their licensed library so you can choose something different. Similarly, if you notice a typo in an on-screen title or want a different color grade to better fit your brand, this is the time to speak up.
Once your notes are received, the videographer updates the edit and delivers the final version — polished, approved, and ready for distribution. If additional changes are requested beyond that first revision round, they’re typically billed separately, but that’s rarely needed when communication is clear from the start.
Pro Tip: The more detailed and consolidated your feedback is, the faster the turnaround and the better the final product. Organized notes are a gift to your editor.
Wrapping Up
Video production is a partnership built on trust, communication, and preparation. A professional videographer manages the moving pieces — directing, problem-solving, and editing — while the client provides clarity, organization, and timely feedback.
When both sides do their part, the process feels effortless: smooth shoot days, clear expectations, and a finished video that not only looks great but tells a meaningful story.
🎬 3 Things to Do Before You Hire a Videographer
1. Watch their work.
Make sure you genuinely connect with their style and storytelling approach before signing anything.
2. Be ready to collaborate.
Gather your ideas, locations, and team members early so production days run efficiently.
3. Budget for quality.
Understand that pricing depends on scope — more time, locations, and deliverables will affect cost. A clear discovery call sets the stage for accurate estimating.
🔗 Related Reading & Helpful Resources
If you’re planning a video project, these resources will help you understand the process and prepare like a pro:
🎥 How Video Pricing Is Determined
Learn what factors go into cost — shoot days, editing time, locations, and how each affects your project’s scope.💼 Monthly Retainer Packages
For businesses producing regular content, retainers help you save money and keep your visual storytelling consistent month-to-month.🏔️ Boise Video Portfolio
See how storytelling, cinematography, and creative direction come together across different Idaho projects.📅 Book a Discovery Call
Ready to get started? Schedule a quick chat to plan your next video project.
