How to Brief a Documentary Production About Your Organisation
Explain why the documentary is being made, who it is for, the story and people involved, how it will be used, the access available, sensitivities, budget, timeline and approvals.
To brief a documentary production about your organisation, explain why the film is being made and who it is for, the story and the people who can tell it, how and where the film will be used, the access the crew will have, any sensitivities, the budget, timeline and approval process. A documentary works best when the organisation is clear about its purpose while giving the production team room to find the real story.
For organisations in Ghana marking an anniversary, documenting a programme or explaining their work to funders and the public, a documentary can be a lasting asset. A clear brief helps it stay true to the organisation and useful to its audiences.
Purpose
Explain what the documentary should achieve. Possible purposes include recording the organisation's history, showing the impact of a programme, supporting fundraising, recruiting staff or volunteers, informing partners or reaching a public audience. Rank them, because they lead to different films.
Audience
Describe who will watch it: funders, partners, staff, beneficiaries, students or the general public. Consider what each audience already knows about the organisation.
The story
Outline the story you believe the film can tell, and the moments, milestones or changes that matter. Be open to the production team finding a different or stronger angle through research and interviews. Documentaries are most compelling when they are honest, including about challenges.
People
List potential interviewees: founders, staff, beneficiaries, partners and external observers. Note who has agreed to take part and any who require particular care. Confirm that participants understand how the film will be used.
Access and archive
Explain what the crew can film, such as programmes, events, facilities and daily work, and any restrictions. List archive material available: photographs, earlier video, documents and press coverage. Note who owns it and whether it can be used.
Sensitivities and consent
Identify sensitive topics, vulnerable participants, confidential information and cultural protocols. Agree how consent will be obtained and recorded, particularly for children or vulnerable people.
How the film will be used
Describe where it will be shown: events, website, social media, broadcast, festivals or private screenings. Specify the versions needed, such as a full-length film, a short version and social clips, plus subtitles or translations.
Budget and timeline
Give the budget and the date by which the film is needed, including any launch event. Allow time for research, filming, editing and reviews.
Approvals and editorial control
Agree who reviews cuts, how many review rounds are included and how factual accuracy will be checked. Discuss editorial independence openly. A film that feels like an advert is less persuasive than one that feels honest.
Rights
Agree who owns the finished film and raw footage, music licensing and how the organisation and production company may use the film in future.
Our Swiss-Ghana Jazz Experience work for HEMU included a documentary film, and PR369 was the Ghana-based production partner for the research project Traditional Ghanaian Rhythms.
PR369's Creative service covers documentary production, digital storytelling and cultural consulting. Email info@pr369.com with your organisation, the story you want to tell and how you plan to use the film. We will begin with a strategy conversation.
