Video Strategy
Part of Managing an outsourced video project
Agreeing on revision rounds with a video supplier
Define what each video revision round includes, who sends comments and when a change needs a new agreement.
Agree revision terms before editing starts. Define what the client reviews, what one round contains, when a response is due and how requests beyond the agreed work are handled. “Two rounds included” leaves too much open if one side expects a consolidated response and the other sends comments indefinitely.
Name what is reviewed
Specify the material presented at each review point: perhaps an outline, script, first cut, revised cut or final exports. These serve different decisions. A script review can catch a wrong claim before filming; a first-cut review can address sequence and missing explanation; a final-export check can confirm agreed changes and companion assets are present.
If revisions are offered only after filming, ask how an incorrect script or unavailable scene would be handled. Script approval also needs a clear treatment for errors that become apparent only in the cut. The actual agreement should resolve responsibility rather than assuming every later correction is included or chargeable.
Define one round
For each included round, agree on:
- Starting version:the labelled file or document supplied for review.
- Client response:who sends one reconciled set of instructions.
- Timing:when that response is due and the effect of delay.
- Supplier work:what changes will be made and when a revised version is expected.
- Close:how both sides confirm the agreed instructions were applied.
For example, a first-cut term might cover one consolidated response from the named client lead. It could also require the supplier to identify any request needing new footage before doing that work. This is wording to negotiate for a particular job, not a standard clause.
Keep the instruction list with the version reviewed. A labelled cut is easier to discuss than “the latest video” when comments arrive through several channels.
Defining a Revision Round: Key Elements
- Starting versionLabelled file or document supplied for review (e.g., first cut, script)
- Client responseOne reconciled set of instructions from the named client lead
- TimingResponse due by agreed date; delay may affect delivery timeline
- Supplier workChanges made as per agreed scope; revised version expected within defined timeframe
- CloseBoth parties confirm instructions were applied and round is complete
Distinguish a correction from new work
A missed agreed shot, wrong approved wording or faulty export may be a correction under the original scope; the contract and facts determine responsibility. Another audience, interview, storyline or cut may change the job. A small preference may fit an included round, but several such requests can still affect the work.
For a disputed or additional request, ask the supplier to identify the relevant scope, the work needed and the effect on fee and delivery. Authorised people should agree and record the variation before work proceeds. Australian Government contractor guidance recommends a written variation process; it does not set a universal definition or number of video revision rounds.
Correction vs. New Work: What’s Included?
- Correction (within scope)Missed shot, wrong approved wording, faulty export – covered under original agreement
- New work (outside scope)Additional audience, interview, storyline, cut, or multiple small preferences that change the job
Check the revised result
Ask reviewers to identify the moment, issue and intended outcome. “The approved product condition is missing when the result appears; restore it there” gives the supplier a decision to implement. A comment such as “make it punchier” needs clarification if shortening could change the claim.
Compare the next cut with the agreed instructions. If speech, on-screen text or timing changes, recheck affected captions, transcript and other versions. Confirm final exports separately from an editing preview. The round is closed when both parties can identify the reviewed version, agreed response and remaining issues.
Reviewing the Revised Video Result
- Identify the moment, issue, and intended outcome
- Confirm speech, on-screen text, and timing changes
- Recheck captions, transcript, and other versions if affected
- Confirm final exports separately from editing preview
- Both parties agree on reviewed version, response, and remaining issues
