WHAT TO DO WHEN A CLIENT HOVERS AT VIDEO VILLAGE

In filmmaking and video production, Video Village is the area where directors, producers, and select crew members monitor each scene as it unfolds on set. This hub enables the creative team to make quick, informed decisions and keep the shoot on track. However, a client who lingers too long in Video Village can alter the dynamic, often because they wish to be hands-on or assure themselves of the project’s progress. Their presence stems from genuine investment—clients want transparency, reassurance, and control, especially over budget, timeline, and the final look of their project. Recognizing these motivations can help you approach their involvement with empathy, turning potential tension into collaboration.
You can keep the production process running smoothly by establishing clear expectations with your client before cameras roll. During pre-production meetings, discuss everyone’s roles on set, including how much input the client will have and what’s expected in Video Village. Explain the workflow, clarify what feedback is most helpful and when, and provide practical guidance on when to ask questions. By defining these boundaries early, you cut down on uncertainty that leads to hovering, while making clients feel valued. Setting up a comfortable Video Village—with chairs, monitors, and refreshments—lets clients feel welcome and cared for without distracting the crew from their work.

APPOINTING A CLIENT LIAISON

Assigning a dedicated point of contact is one of the most valuable ways to balance client participation and team focus. Typically, a producer or assistant director can act as this liaison, fielding questions, relaying updates, and serving as the main interface between your client and the rest of the team. This structure ensures the director and crew stay focused on creative and technical details, while the client remains informed and engaged. Regular, concise updates help avoid information overload and eliminate the anxiety that can lead to hovering. You can also schedule dedicated check-ins, where behind-the-scenes progress is shared, or even invite the client to witness test shots or dailies at specific intervals.

ADDRESSING INTERRUPTIONS DIPLOMATICALLY

Addressing interruptions in Video Village requires diplomatic communication. When a client intervenes with feedback at disruptive times, gently guide them to share their thoughts during agreed-upon breaks. This not only maintains the pace of production but also preserves a sense of professionalism. Encouraging clients to participate constructively fosters an environment of trust: invite their questions at specific times, thank them for their input, but make it clear when your crew needs to focus.

Setting these boundaries—and sticking to them—builds mutual respect and keeps the creative process moving forward.

KEY STRATEGIES FOR MANAGING HOVERING CLIENTS

Key strategies for managing clients who hover at Video Village include:

• Defining everyone’s roles and boundaries in pre-production, so there are no surprises on set.
• Creating a client-friendly Video Village, complete with comfortable seating, clear sight lines, and light refreshments.
• Appointing a producer or assistant director as a dedicated client liaison to streamline communication.
• Offering frequent, short updates so clients always feel informed, but not overwhelmed.
• Handling interruptions tactfully, always redirecting feedback to appropriate moments.

BALANCING COLLABORATION AND CREATIVE FLOW

Learning how to manage a client’s presence in Video Village is about blending client involvement with a productive work environment. By communicating openly, you diffuse tension and set the stage for a smoother shoot. Encourage transparency and participation, but reinforce boundaries when necessary to ensure your team can work effectively. With clear roles, proactive communication, and a client-centered approach, you make every production more enjoyable and efficient. This balance not only delights your client but also empowers your crew to do their best work.