Shoot day logistics
Plan a Video Testimonial Filming Day
You have booked a room, a camera and half a day. Now four customers have to arrive at the right time, know what they will be asked, sign a release, and leave feeling it was worth the trip. Then the footage has to go somewhere other than a hard drive in a drawer. Enter your filming date to get the schedule working back and forward from it.
- Invitations three weeks out, releases before the day
- Interview slots with buffers between customers
- Footage uploaded and approved within the week
The problem, solved
Where shoot days come apart
A customer cancels the morning of the shoot
Travel, a sick child, a meeting that moved. Their slot is empty and their story is lost.
With StoryProof: Send the customer the collection link instead. They can record a video in the browser from wherever they are, with no app to install.
Other customers at the venue want to join
At a user event or an office visit, people see the camera and ask to take part, but there is no slot.
With StoryProof: Print the collection link as a QR code so walk-ups can record a short clip on their own phone while the crew keeps to schedule.
The footage lives on one hard drive
Weeks later, the files are on the editor’s laptop and nobody on the marketing team can find them.
With StoryProof: Video files you already have can be uploaded directly into StoryProof, so each finished clip joins the rest of the library.
Someone posts a clip before the customer saw it
An excited colleague shares raw footage on LinkedIn. The customer had asked to check it first.
With StoryProof: Nothing you upload goes public until it is approved, so clips can wait in the queue until each customer has signed off.
Four great clips, used once
The video goes in one announcement post, then disappears.
With StoryProof: Tag each clip by customer and topic, then choose it for the widgets on the pages it supports.
Flip the switch to see how StoryProof handles each one.
Timeline
Your shoot, dated
Enter the filming date. Tasks before it are preparation, tasks after it get the footage used.
Day -21
Invite customers
Ask a few more than you need, since some will drop out. Offer two or three time slots each.
Day -14
Confirm slots and send the release
Fix each customer’s time, and send the release form now so nobody signs it in a rush on the day.
Day -7
Send the themes, not a script
Share the three or four topics you will cover. Say what to wear and what to avoid, such as busy patterns or logos you do not want filmed.
Day -3
Check the room
Quiet, with no echo, natural light or space for lamps, and a separate place for the next customer to wait.
Day -1
Reconfirm and prepare the backup
Message each customer with the address and parking. Have the collection link ready for anyone who cancels.
Day 0
Film
Leave a gap between interviews for overruns and resets. Print the QR code for walk-ups. Collect any releases not yet signed.
Day +1
Thank everyone
A personal note to each customer, with a date for when they will see their clip.
Day +7
Upload the edited clips
Add each finished video to the library and tag it with the customer and topic.
Day +10
Customer review
Send each customer their clip. Approve only after they have agreed.
Day +14
Place the clips
Add each approved clip to the widgets on the pages it supports.
Dates are calculated in your browser and nothing is saved.
A half day with four customers
A sample running order. Adjust to your crew and venue.
In StoryProof
Get shoot footage into StoryProof
- You will need
- Edited clips from the shoot
- A signed release for each customer filmed
- 1
Keep invited customers as contacts
Track who was invited, who confirmed and who needs the backup link, in one smart list.
- 2
Upload each finished clip
Bring the edited videos into the library alongside your collected testimonials.
- 3
Hold for customer sign-off
Uploaded clips wait for approval, so approve each one only once that customer has agreed.
- 4
Tag and place
Tag by customer, product and topic, then choose clips for each page’s widget.
What happens next: Walk-up recordings made by QR code land in the same queue. Review them with the edited clips, since they are often the most natural footage of the day.
Before you start
What stays outside StoryProof on the day
Edit before you upload
Cutting interviews into clips is your editor’s job. Upload the finished files, not the raw footage.
No words are pulled from the video
If you want a written quote beside a clip, ask the customer for one or write it with their approval.
Releases are yours to manage
Use your own release form and keep the signed copies. See the release form page for the wording.
Backup recordings look different
A clip recorded on a phone will not match the crew’s lighting. Use it on a different page rather than beside the shoot footage.
FAQ
Questions people ask
Short answers to what usually comes up next.
How many customers can we film in a day?
Plan around one per hour with buffers. Squeezing more in rushes the conversation, and the clips show it.
Should we give customers the questions in advance?
Give the themes, not the exact questions. Customers who rehearse word for word sound stiff on camera.
Where should the shoot happen?
At the customer’s workplace if you can, because the setting adds proof. Your office works if it is quiet and you can light it.
What if a customer dislikes their clip?
Do not publish it. Offer one re-edit, and if they still are not happy, leave it unapproved and thank them anyway.
Still have a question? Ask the StoryProof team or book a demo.
Give your shoot footage a home
Upload the edited clips, approve them once customers agree, and place each one where it helps.
Last updated 2026-11-06.