Event Video Deliverables Bangalore: Formats, Files, and Usage Rights

Event Video Deliverables Bangalore: Formats, Files, and Usage Rights

Understanding what you'll actually receive from your videography provider prevents disappointment and ensures deliverables meet your needs. Many Bangalore companies discover too late that their "event video" comes in formats incompatible with their systems, missing critical segments, or with usage restrictions limiting intended applications.

This comprehensive guide explains standard deliverable formats, file specifications, organizational structures, and usage rights to help you specify requirements clearly and receive exactly what your events need.

Types of Video Deliverables

Edited Final Videos

Highlight Reels (2-5 minutes):
Fast-paced compilations capturing event energy, key moments, and atmosphere. Typically set to music with minimal dialogue. Used for social media, event promotion, and general marketing.

Technical Specs:
- Resolution: 1080p minimum, sometimes 4K
- Aspect ratio: 16:9 (standard) or 1:1/9:16 (social optimized)
- Duration: 2-5 minutes typical
- Heavy editing with multiple cuts and transitions
- Music-driven pacing

Full Presentations (10-60+ minutes):
Complete coverage of keynotes, panels, or sessions with minimal editing. Used for on-demand viewing, internal sharing, and comprehensive documentation.

Technical Specs:
- Resolution: 1080p standard
- Aspect ratio: 16:9
- Duration: As long as original presentation
- Minimal editing (cutting technical issues, audience interruptions)
- Clear audio prioritized over creative editing

Individual Segments (3-15 minutes):
Specific portions of events edited as standalone pieces—individual speakers from panels, specific topics from longer presentations, customer testimonials, Q&A segments.

Technical Specs:
- Resolution: 1080p
- Aspect ratio: 16:9
- Each segment functions independently
- May include context-setting intro/outro
- Optimized for specific distribution purposes

Social Media Cutdowns (15-90 seconds):
Highly edited short clips optimized for social platform algorithms and attention spans. Key quotes, compelling moments, visual highlights.

Technical Specs:
- Resolution: 1080p
- Aspect ratios: Multiple (16:9, 9:16, 1:1)
- Duration: Platform-optimized (60s LinkedIn, 90s Twitter, etc.)
- Subtitles/captions often included
- Fast-paced editing maintaining engagement

Raw Footage

What It Includes:
All unedited video files from all cameras throughout event. This is the complete source material before any editing, color correction, or processing.

Why You Might Want It:
- Future re-editing with different focus
- Capturing moments editor didn't include
- Creating additional content later
- Archival purposes
- Internal documentation beyond public-facing videos

Storage Considerations:
Raw footage is massive—often 500GB-2TB+ for multi-camera multi-hour events. Requires substantial storage capacity.

Standard Practice:
Many providers retain raw footage for 30-90 days post-delivery but don't include it in standard packages. Available on request, sometimes at additional cost.

Supporting Assets

Graphics Files:
- Lower-third templates with speaker names
- Animated logo reveals
- Transition graphics
- End cards with CTAs
- Often provided as project files (After Effects, etc.) or rendered videos

Audio Files:
- Separate audio tracks from videos
- Individual microphone recordings
- Useful for podcast versions or audio-only distribution

Project Files:
- Editing software project files (Premiere, Final Cut, etc.)
- Allow future editing or adjustments
- Require same software to open
- Often not included unless specifically requested

Subtitles/Captions:
- SRT files with timestamped subtitles
- Separate from video for platform flexibility
- Useful for accessibility and social media

File Format Specifications

Video Codecs and Containers

H.264 in MP4 Container (Most Common):
- Pros: Universal compatibility, reasonable file sizes, plays everywhere
- Cons: Larger files than newer codecs, more processing power for high-res
- Use: Primary delivery format for most applications
- When Requested: 95% of deliveries

H.265 (HEVC) in MP4/MOV Container:
- Pros: 40-50% smaller files than H.264 with same quality, better for 4K
- Cons: Compatibility issues with older systems/devices
- Use: 4K delivery when file size is concern, newer systems
- When Requested: Premium productions, 4K deliverables, tech-savvy clients

ProRes in MOV Container:
- Pros: Highest quality, editing-friendly, minimal compression artifacts
- Cons: Massive file sizes (10-20x larger than H.264)
- Use: Master/archival versions, future editing, broadcast delivery
- When Requested: High-end productions, clients with editing needs

Resolution Options

1080p (1920x1080) - Standard:
- Sufficient quality for 99% of corporate applications
- Reasonable file sizes
- Plays smoothly on all devices
- Recommended default

4K (3840x2160) - Premium:
- Future-proofed for large displays
- Flexibility for cropping and reframing in editing
- 4x larger file sizes
- Requires more powerful computers for smooth playback
- Worth considering if: displaying on large screens, want maximum quality, have storage/bandwidth capacity

720p (1280x720) - Minimal:
- Outdated for new productions
- Only acceptable for tight bandwidth/storage constraints
- Not recommended for professional corporate work

Aspect Ratios

16:9 (Widescreen Standard):
- Traditional video format
- YouTube, Vimeo, website embedding
- Presentations and formal content
- Default choice for most deliverables

1:1 (Square):
- Instagram feeds, Facebook posts
- Mobile-friendly
- Eye-catching in social feeds
- Request for social media content

9:16 (Vertical):
- Instagram Stories, Reels, TikTok
- Mobile-first platforms
- Growing importance
- Request for mobile-social content

Best Practice: Request multiple aspect ratio versions from single shoot rather than cropping later, which compromises composition.

File Naming and Organization

Professional Naming Conventions

Poor Naming:

final_FINAL_v3.mp4
video1.mp4
Untitled_122024.mp4

Professional Naming:

2024-12-15_CompanyName_AnnualConference_Keynote_CEO_1080p.mp4
2024-12-15_CompanyName_AnnualConference_HighlightReel_v1_1080p.mp4
2024-12-15_CompanyName_AnnualConference_Panel_FutureOfTech_1080p.mp4

Naming Structure:
Date_ClientName_EventName_ContentType_Specifics_Resolution.format

Why It Matters:
When you have 20+ video files, clear naming enables quick identification without opening each file.

Folder Organization

Standard Structure:

/2024-12-15_CompanyName_AnnualConference/
  /01_Highlight_Reels/
    - HighlightReel_v1_1080p_16x9.mp4
    - HighlightReel_v1_1080p_1x1.mp4
  /02_Full_Sessions/
    - Day1_Keynote_CEO_1080p.mp4
    - Day1_Panel_Innovation_1080p.mp4
  /03_Individual_Segments/
    - Speaker_JohnDoe_ProductAnnouncement_1080p.mp4
  /04_Social_Media_Clips/
    /Instagram/
    /LinkedIn/
    /Twitter/
  /05_Graphics_Assets/
  /06_Raw_Footage/ (if included)
  /07_Project_Files/ (if included)

Why It Matters:
Logical organization saves hours when multiple team members need to find specific content months after delivery.

Usage Rights and Licensing

Full Ownership Model

What You Get:
- Complete copyright ownership transferred to client
- Unlimited usage rights for any purpose
- Ability to re-edit, repurpose, or modify
- No restrictions on distribution or platforms
- Right to grant usage to third parties (agencies, partners, etc.)

What Provider Retains:
- Typically only portfolio usage rights (with permission)
- May request credit/attribution when used

When Appropriate:
- Corporate events where you want maximum flexibility
- Content you may want to re-edit internally
- Situations where you might license content to partners
- Standard for most Bangalore corporate engagements

Typical Contract Language:
"Upon full payment, Client receives complete ownership of all Final Deliverables with unlimited, perpetual, worldwide usage rights for any purpose without restriction."

License Model

What You Get:
- Non-exclusive license to use videos for specified purposes
- Defined usage scope (e.g., "marketing and internal communications")
- Defined duration (perpetual vs. time-limited)
- Defined geographic scope (worldwide vs. India only)
- Specified platforms or channels

What Provider Retains:
- Copyright ownership
- Right to license same footage to others (rare in corporate work)
- Control over modifications or derivative works

When Appropriate:
- Provider retaining ownership for portfolio/showcase purposes
- Projects where provider contributes significant creative input
- Lower-cost arrangements where limited rights reduce price

Typical Contract Language:
"Provider retains copyright ownership. Client receives perpetual, worldwide, non-exclusive license to use Final Deliverables for business marketing, internal communications, and website/social media distribution. Client may not re-sell or sub-license footage."

Raw Footage Rights

Common Approaches:

Provider Retains Raw Footage:
- Most common arrangement
- Provider keeps raw footage for 30-90 days then deletes
- Available to client on request, sometimes at additional cost
- Provider maintains control over unedited material

Client Receives Raw Footage:
- Full package includes all raw files
- Client assumes storage burden
- Enables future re-editing without provider involvement
- Typically adds ₹15,000-40,000 to project cost

Music Licensing Considerations

Stock Music (Most Common):
- Provider uses licensed stock music from libraries
- License covers specific usage types (commercial, social media, etc.)
- Included in production cost
- May have platform limitations (check YouTube Content ID status)

Custom Music:
- Original composition for your event
- Full ownership or exclusive licensing
- Significantly more expensive (₹50,000-2,00,000+)
- Recommended only for flagship events or brand anthems

Famous/Popular Music:
- Extremely expensive and complex licensing
- Usually impractical for corporate events
- Avoid unless you have massive budget and licensing expertise

Delivery Methods

Cloud-Based Delivery (Most Common)

Platforms:
- Google Drive (most popular in Bangalore)
- Dropbox
- Frame.io (professional video review platform)
- WeTransfer (simple transfers)

Advantages:
- Fast access from anywhere
- Easy sharing with teams
- No physical media costs
- Supports large files

Considerations:
- Download time for large files
- Storage space on your end
- Link expiration policies (ensure 30+ day access minimum)
- Download speed dependent on internet connection

Physical Drive Delivery

When Preferred:
- Very large deliverable packages (500GB+)
- Limited internet bandwidth
- Archival master files
- Backup alongside cloud delivery

Media Types:
- USB flash drives (smaller projects)
- External hard drives (larger projects)
- SSD drives (fastest, most reliable, premium option)

Considerations:
- Additional cost (₹2,000-8,000 depending on capacity)
- Shipping time
- Physical media failure risk
- Client responsible for backup

Quality Assurance Checklist

Before Accepting Deliverables

Technical Verification:
- [ ] All files play correctly without errors
- [ ] Audio syncs properly with video throughout
- [ ] Resolution and quality match specifications
- [ ] Correct aspect ratios delivered
- [ ] All requested formats included

Content Verification:
- [ ] All promised segments included
- [ ] No missing critical moments
- [ ] Speaker names spelled correctly in graphics
- [ ] Branding matches your guidelines
- [ ] No inappropriate content or embarrassing moments

File Management:
- [ ] Logical folder organization
- [ ] Clear, descriptive file naming
- [ ] Complete deliverable package per contract
- [ ] Access permissions allow downloading
- [ ] Backup delivery method confirmed

Common Delivery Issues

Missing Segments:
Edited video doesn't include moments you specifically requested. Review contract deliverable list and request additions within revision period.

Wrong Formats:
Files delivered in format incompatible with your systems. Specify technical requirements clearly in initial contract.

Broken Files:
Files won't play or have corruption errors. Provider should re-upload clean files immediately.

Insufficient Resolution:
720p delivered when 1080p was specified. Unacceptable—demand proper resolution or partial refund.

Disorganized Delivery:
All files dumped in single folder with generic names. Reasonable to request proper organization.

Archival and Backup Considerations

Long-Term Storage Planning

Immediately After Delivery:
- Download all files to local storage
- Create backup copy on separate drive or cloud service
- Verify file integrity (files play correctly)
- Don't rely solely on provider's shared link (may expire)

Recommended Storage:
- Primary: Local external hard drive
- Backup: Cloud storage (Google Drive, Dropbox, etc.)
- Archive: Second local drive stored separately

File Retention:
- Edited videos: Indefinite (often reused for years)
- Raw footage: Decide based on likelihood of re-editing
- Project files: If received, keep for potential future edits

What to Keep vs. Delete

Always Keep:
- Final edited deliverables in highest quality received
- Graphics and asset files
- Any custom music or compositions

Consider Keeping:
- Raw footage (if you might re-edit)
- Project files (if you have editing capability)
- Multiple format versions (if storage permits)

Can Delete:
- Rough cuts and draft versions after final approval
- Duplicate formats if not needed
- Lower-resolution proxies if you have high-res originals

Requesting Custom Specifications

Common Custom Requests

Platform-Specific Encoding:
"Please encode for direct upload to YouTube without re-processing" or "Optimize for Instagram upload without quality loss."

Subtitle Formats:
"Include burned-in subtitles for social media versions, plus separate SRT files for accessibility."

Multiple Language Versions:
"Provide versions with English and Hindi subtitles/voiceovers."

Specific Graphic Treatments:
"Use our exact brand color codes (Pantone X, HEX #XXXXXX) in all graphics."

Archive Master:
"Provide uncompressed or ProRes master file for archival purposes in addition to distribution MP4s."

Communicating Technical Requirements

If your organization has specific technical requirements:
- Provide specifications in writing during contract negotiation
- Include sample files showing desired output if possible
- Confirm provider can meet requirements before finalizing agreement
- Test deliver sample early in project to verify compatibility

Ready to Capture Your Corporate Event?

Onewrk has been delivering exceptional corporate event video services in Bangalore for over 10 years. Our experienced team provides comprehensive deliverable packages with clear specifications, professional organization, and flexible usage rights tailored to your needs.

Get in touch with us today:
- 📞 Call: +919679513231
- 📧 Email: [email protected]
- 💬 WhatsApp: +919679513231
- 📝 Fill our inquiry form: Click here to fill the form

Let's discuss how we can make your next event unforgettable!