What You’re Really Paying For in a Video Quote
We get it - video can look expensive on paper. But that number isn't arbitrary. It reflects real time, labor, gear, and creative infrastructure that makes a final product work - across platforms, for different audiences, and under real deadlines.
Here’s what that actually looks like line by line:
1. Pre-Production
This is the most underrated part of the process and where most of the invisible work happens. It includes:
Creative development and story shaping — often this means hours-long Google Meet sessions with our core team, throwing ideas around until something clicks. We ask tough questions, challenge weak spots and build a concept that can hold weight before it ever gets presented to the client.
Scripting or treatment writing — where tone, rhythm and structure begin to take form. This shapes the voice of the project, even in unscripted formats, and sets editorial expectations early.
Budgeting and scheduling — matching ambition with reality. This includes outlining day rates, gear needs, and how we structure the flow of a shoot so no detail falls through.
Talent outreach or casting — identifying on-camera voices that feel aligned with the brand. This includes coordinating schedules, preparing non-actors, and ensuring there’s a sense of comfort and trust on set.
Location scouting and permitting — finding spaces that support the story, work logistically and legally, and allow the production to flow without interruption. This also includes securing permissions and access with time to spare.
Shot lists and call sheets — the roadmaps for production. These documents outline what’s being captured, when and by whom, so everyone moves efficiently and intentionally.
Planning meetings with clients and crew — setting expectations early across creative, logistics and delivery. These touchpoints help reduce surprises and keep everyone aligned.
You’re not just paying for hours - you’re paying for our ability to anticipate problems before they cost you.
2. Production Crew
A typical lean doc-style crew might include:
Director — responsible for the creative direction of the shoot. They lead the story vision, guide talent performance, shape tone and ensure that the footage aligns with the intended message.
Producer — handles the logistical planning and on-the-ground coordination. This includes crew management, scheduling, keeping the day on time and supporting both the creative and technical teams to stay aligned.
DP (Director of Photography) — oversees the visual look of the project, from lighting to composition. They set the tone with the camera and lighting and work closely with the director to bring the story to life visually.
Camera Operator — executes the DP’s vision. When a second camera is used, it allows for multiple angles during interviews or live action, which gives editors more to work with in post and helps shape stronger, more dynamic narratives.
1st Assistant Camera — manages focus pulls, media cards, lens swaps and gear maintenance so the DP can focus on the frame. On doc shoots with movement, this role is essential.
Sound Mixer — monitors and captures clean, broadcast-quality audio while adapting to unpredictable environments. They handle multiple lavs, boom ops and backups, ensuring audio never becomes the weak link.
Gaffer — lights quickly and efficiently to maintain natural, cinematic looks. They help shape the tone of a scene using practical lighting tools.
Production Assistant — supports the team across departments: managing batteries, organizing gear, wrangling talent and anticipating what’s needed before it’s asked.
Drone Operator — The operators we hire must hold a Part 107 FAA certification and know how to fly safely and legally in compliance with airspace regulations. A good drone op brings high production value and provides aerial context without wasting time on set.
These roles might flex depending on the scope, but each position has purpose. The right crew keeps the day moving, solves problems before they stall momentum and makes sure nothing critical slips through the cracks. They’re skilled people who know how to make tight days efficient, who show up on time with the right gear and solve problems fast.
3. Gear
What shows up on set varies depending on the project, but typical line items include:
Camera package (Sony FX9, ARRI Alexa, etc.) - High-end camera bodies that balance image quality with flexibility for different shoot conditions. These are reliable, professional systems designed for cinematic or documentary capture.
Lenses (prime sets or zooms) - The choice of lens affects how a scene feels and what’s in focus. Prime lenses offer sharpness and speed, while zooms allow flexibility during live coverage or interviews.
Lighting kits (key lights, fill, modifiers, etc.) - Good lighting creates mood, directs attention and ensures consistency. We use kits that allow us to build natural, flattering setups quickly and adapt to changing environments.
Grip equipment (stands, flags, sandbags) - The infrastructure that holds everything in place. From stabilizing lights to controlling spill and shadows, this gear is what lets lighting and camera departments work safely and efficiently.
Audio kits (lavs, booms, mixers, recorders) - High-quality audio capture gear that ensures we get clean sound under unpredictable conditions. Includes wireless lavaliers for interviews and boom mics for ambient coverage.
Hard drives and data backup tools - We always offload footage to multiple locations. Backup systems protect your investment from drive failures, and our workflow ensures everything is logged and ready for post.
You're not paying for flashy toys. You're paying for reliability and quality under pressure.
4. Post-Production
Where all the pieces come together. A full edit pipeline might include:
Logging and organizing footage - Before any editing happens, footage is imported, labeled, and organized into a usable structure. This ensures a smooth editorial process and makes it easy to locate key moments across multiple cameras or interview takes.
Editing rough cuts, fine cuts and finals - The core editorial stages. Rough cuts focus on structure and story. Fine cuts polish pacing and rhythm. Final cuts bring in approved music, graphics, and locked audio.
Color correction and sound mixing - Enhances the visual tone and polishes the audio. Color ensures consistency across scenes and makes the image feel intentional. Mixing balances voice, music and ambient sound.
Title cards, lower thirds, motion graphics - Adds necessary context and branding while maintaining clarity. These elements help guide the viewer and elevate the production value.
Music licensing - We license tracks to ensure the music used is legal and cleared for all intended uses. The right music can carry emotion and pacing, but must match both story and brand tone.
Review rounds and revisions - Builds in collaboration. Clients have time to weigh in on cuts and provide feedback. We anticipate this process and build it into our timelines.
Versioning for different platforms - The final piece of delivery. A single video often needs different aspect ratios or runtimes depending on where it will live—YouTube, Instagram, internal decks, etc.
Edits aren’t just about assembly - they’re where tone, clarity and pacing are shaped. The process includes layering voice, music, pacing and narrative arc to serve both creative and strategic goals.
5. Creative Strategy and Story
This is the most important part of any project. Before the cameras roll, we dig into the why:
What’s the real message?
Who’s this for?
Where will it live and what should it do?
This strategic layer guides every choice that follows. A good production partner doesn’t just execute - they collaborate, ask better questions, and help you shape a message that resonates with the people you need to reach.
The Takeaway:
If a quote feels high, ask what’s actually inside it. And if a quote feels cheap, ask what’s being left out. Real video work takes people, time and intention. When done right, it creates impact that outlasts the budget.
Want to talk through what the right video could do for your brand? Check out our FREE Video Production Planning Guide, and we are always here for a free consultation when you are ready to get started.
