Know your rates - you might even prepare a rate card before the initial meeting. However, it has to be recognized that your group may have been offered a fixed price. For community media, this is probably typical. If the price is lower than your rates, give a discount.

Before the meeting, review what you will say and what questions you will ask.

Find out precisely what the client will do to support the production. This might include arranging interviews; helping with interview questions; interviewing; assisting with preparing a location and shot list, or writing the script and narration.

Discuss the linked forms which list possible components of the video such as narration; music; interviews; titles and credits.

After you have fully discussed the video, it's good idea to prepare a collaboration agreement or memorandum of understanding.

Make sure you specify how many times the client can make changes to the video - the approval schedule. It's a good idea to get each component - treatment, script, narration - approved as you go.

A Sample Video Production Planning Form

A Production Schedule Form