File sharing for event videographers: a delivery plan
The order for sending event films: a preview cut to watch, notes on stills and PDFs, the final film, then source files.
File sharing for event videographers works best as a sequence of links, each with one job: a preview cut the client can watch, notes on the stills and PDFs, the final film, and the source files after approval. Watching a cut and commenting on a frame are different jobs, so they go in different places. This plan gives the order, the setting for each step and what the client does at each stage. For the whole video job from rough cut to source files, the file sharing for video editors guide goes further.
Why event films need a sequence
An event film arrives in pieces. There is often a same-day highlight, a longer edit, a second cut for a sponsor, and the raw clips someone asks for weeks later. A single shared folder mixes those up. The client downloads the wrong cut, or replies about a version you replaced last week.
Step 1: send the preview cut as a video transfer
Upload the cut as a video transfer. A video uploaded to Tarkle plays in the browser, so the client can watch it before anything is downloaded. You choose whether the page offers a download. A transfer that allows downloads shows a Download button beside the title, and a view-only transfer plays the video with no Download button. When a transfer has a watermark turned on, the video shows your workspace name over it.
Send the highlight and the full edit as two transfers, each with its version in the title, so the client never has to guess which one is current. For the delivery stage on its own, read how to deliver video to clients.
Step 2: collect notes on stills and PDFs, not on the film
Client feedback works on images and PDFs. Put the colour stills, the thumbnails or the running-order PDF on a feedback board and send its link. The client can pin a comment on an image or on a page of a PDF, then click Finish review and choose Approve this work or Request changes. Reviewers do not need an account to leave feedback.
A board holds one kind of file, so PDFs and images go on separate boards. Video does not go on a board: the Website and Video options are shown in the Get feedback dialog but cannot be selected. For notes on the film itself, ask for one list of timecoded lines in a single email thread, such as "01:12, trim the second line", and reply with the next version link.
On Free, each workspace can have 5 active boards. Pro and Agency have no limit on active boards.
End each review email with a question that has a yes or no answer, such as "Reply approved and I will export the final." It gets a faster answer than "let me know your thoughts."
Step 3: send the final film
The final is usually the largest file of the job. Uploads and transfers go up to 1 GB on Free, and up to 200 GB on Pro and Agency. A transfer with downloads allowed gives the client a page to watch the film, with a Download button. A direct download link starts the download as soon as the link opens, with no page in between, so use it when one person only needs the file. A view-only transfer cannot be used as a direct download link.
If the final is close to the size limit, upload it a day early. A failed upload an hour before a deadline is the worst time to find out.
Step 4: share source files after approval, as a separate transfer
Project files, media and fonts are a different product from the finished film, so they get their own transfer. Put a password on the link, which requires a password before anyone can open the transfer, and an expiry date that gives the client a set window to download. Tell the client the date. Transfer status shows whether a transfer was delivered, viewed or downloaded, so you can follow up on facts. If plans change, you can disable the link in one click.
The four links at a glance
Stage | Tarkle tool | What the client does |
|---|---|---|
Preview cut | Video transfer | Watches in the browser, downloads only if you allow it |
Stills and PDFs | Feedback board | Pins comments, then chooses Approve this work or Request changes |
Final film | Transfer with downloads, or a direct download link | Downloads the film |
Source files | Separate transfer with a password and an expiry date | Downloads the package before the date |
Questions event videographers ask
Can a client comment on the video itself?
Not on a feedback board, because boards take images and PDFs. The video and audio sharing page covers the playback side: reviewers can watch a cut without downloading it first. Comments on the film go in one email thread with timecodes, and comments on stills and PDFs go on the board.
Does the client need an account?
No. Reviewers do not need an account to leave feedback, and the person downloading a large file needs no account on Pro and Agency.
What if the couple and the planner both need the film?
Send each person their own transfer when they need different files. The file sharing for wedding planners guide covers that split for couples and vendors.
What to remember about Tarkle
Tarkle covers each step in one place: a video transfer for the preview, a feedback board for stills and PDFs, a transfer or direct download link for the final, and a password and expiry date for the source files. Free allows uploads and transfers up to 1 GB, and Pro and Agency up to 200 GB. Start for free and send your next preview cut.