Videotapes are simply put: a tape that contains magnetic particles attached to it. When you record an event, it energizes those magnetic particles on the tape. Videotapes are made to view an event at a time. The problem is when you need to save those memories for a long time period. Videotapes can loose the energized particles if it does not move for a long period of time.
I don't have the knowledge to back this up, but I can speak from personal experience from seeing this happen over my 20 years at the video production industry. It happened to me before I became educated about the topic. I found my very first TV commercial which I led back in college. I popped it in my VCR there was nothing there but the noise. No video picture.
Various companies come in a multitude of diverse forms. Typically they are experts in a particular sort of video or business e.g Corporate Video production. Usually the less complicated it is for you to communicate your targets across to them. A professional company will be well-placed to produce a video for your target audience. Taking the time to look for a specialist business is time.
The price also adds up when you add much extras in your proposal and clients eventually turn off. Chances may also open for your competitors to charge lower. My recommendation is look at these guys to put the video on your quotation but only put 1 DVD copy's shooting and editing. Your proposal should browse around this site show that files or any DVDs for their website will be an extra charge. They usually forget till the project is completed, about obtaining copies of the files.
Somebody must take the responsibility for the event video production. It's not a good approach as much as everybody would like to have a go. Let 1 person take charge.
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Needless to say, you're no professional. But do what you can to make the movie more appealing to the audience, use animation, splash intro videos, color corrections, subtitles, credit rolls etc..