The conference went well and the hall was full. Weeks later the video arrived. The main sponsor's speech has weak, echoey audio, there's no clear shot of the minister cutting the ribbon, and the marketing team wanted a short clip the next day that nobody asked for. This keeps happening, and most of the causes start before the event and can't be fixed after it.
What should you agree with the film crew before the event?
Start with a list of what you want to receive, then let the crew work out the number of cameras and people from that. "Film the event" is a broad request that ends in hours of footage nobody knows what to do with.
- A short highlight video of the event, plus a vertical version for social media.
- Full recordings of the speeches or sessions, or only some of them.
- Short interviews with speakers or attendees.
- Selected, edited photos, and roughly how many.
- Quick material for posting the same day or the next.
- A live stream, if needed, which is a separate job with its own equipment and internet connection.
What information do the videographers need?
The event schedule down to the minute, the names of important guests with their photos, and the moments that can't be missed. The ribbon cutting, the agreement signing and the sponsor awards each happen once, and the videographer has to know in advance when they happen and where to stand to catch them.
Assign one person from your team as the crew's contact on the day, someone who knows the faces and can say, "That's the partner's CEO, we need a photo with him." Send the speakers' presentation files if you can, since they help in editing later.
How do you get clear audio for speeches and sessions?
The most reliable option is to take the audio straight from the venue's sound system, meaning the mixer that all the microphones run through. A camera mic at the back of the hall picks up echo, audience chatter and the AC.
Coordinate the film crew with the venue's sound technician before the day, and test the connection at the rehearsal. If there are interviews, book a quiet corner for them away from the main hall and the catering area. For more detail, read audio for company videos.
Do you need attendees' consent to film?
It's good practice to tell attendees the event is being filmed, in the registration message and on a sign at the entrance. Ask speakers for permission to publish recordings of their talks before the day.
Rules vary between countries and between kinds of events, so check what applies to you. Children, patients and closed events call for more care and written consent. If anyone asks not to appear, respect it and let the videographers know.
Does your event need a live stream?
If part of your audience can't attend, or the talks themselves are the main value of the event, a live stream is worth considering. If the goal is to document the event for posting later, a good recording followed by editing gives a better result for less money.
Streaming needs setup separate from regular filming: a dedicated, stable wired internet line for the stream (the hotel network that hundreds of attendees share won't do), a device that combines and switches between cameras, someone monitoring the stream the whole time, and a plan for what happens if the connection drops. Run a full test stream at least a day ahead, in the same hall, on the platform you'll use.
You can also combine the two: stream the main session only and record the rest of the event the usual way. That balances the cost against what the remote audience actually needs.
What is the timeline from preparation to delivery?
The timeline below is an example for a mid-sized one-day event, and it shifts with the size. Each stage should have a specific date that both sides agreed on.
- Two weeks beforeDeliverables list, number of cameras and budget
- A few days beforeFinal schedule, names, venue visit, coordination with the sound tech
- Event dayEarly arrival for setup, file backups before leaving
- Within a day or twoSelected photos and a short clip for posting
- Within days to weeksHighlight video, full sessions and final photos
What do you receive after the event, and in which formats?
Agree in advance on file formats, how they'll be delivered and how long they'll be kept. The highlight video should come in a horizontal version for the website and YouTube and a vertical version for reels, and the photos at full resolution for print plus a smaller version for posting.
Ask about the raw files. Are they handed to you, or kept by the production team, and for how many months? A year later you may need a shot from the event for a company video. Set the number of revision rounds on the highlight video and who approves it on your side, so posting isn't held up by a long chain of approvals.
Good event material keeps working for months afterward, as short clips from the talks and photos for your content. See reel ideas for businesses to make use of it.
We film conferences and events and produce highlight videos and photos as part of our media and video production service. Send us your event schedule and date and we'll suggest the number of cameras and the right deliverables list.
Questions our partners ask
How many videographers does an event need?
It depends on what you want delivered. A highlight video and general photos usually need one videographer and one photographer. Recording full sessions from two angles, or a live stream, needs additional cameras and people.
When will I receive the event video?
Agree on that before the day. Many companies ask for selected photos and a short clip within a day or two for quick posting, then the full highlight video and sessions within days or weeks depending on the size.
Written by the Visual Innovate team, the people who build, host and follow up systems, websites and apps for our clients in Jordan, Saudi Arabia, Oman and Egypt.
