How to Create an Event Video Effectively


Most conference organizers and clients require a record of their events through event video filming that covers the highlights, recording of presentations and creates films that can be viewed on-demand. This blog post gives you tips on how to organize an event video and how it is to work with a company that is into event video production.

  1. Decide on how the film is to be used

Will the film be a record of the event that can be viewed later on demand? Will the client showcase their conference through the use of the film? Can the film be used to recruit presenters, exhibitors, and delegates for subsequent conferences? Is the film required for all of these?

The answers to these questions allow the event video producers to arrange for crews accordingly and also specify the correct equipment that they would need for the shooting. They can also set their priorities, like wanting to interview exhibitors before they close up for the day.

If the video producer has received a good brief, it will allow him to capture the footage of all that you and your client consider important. It is equally important that producers are aware of what they do not need to film. At times, it may not be necessary to record the entire session, and the video producer can then look at shooting the audience, capturing the best angles that can be used more effectively for creating the highlights of the film.

  1. The event video company must be given a proper agenda

This must be given as soon as possible so that the video producer can make his plans for the activities of the day, so that sticky points are highlighted and easily captured. The order of running the conference can form a shoot list for a particular day.

  1. All delegates and presenters at the conference must make aware that they will be filmed

Some delegates are wary of being in films, even for brief periods, and other presenters may have confidential or copyrights that they do not want to be recorded or distributed. Inform the recording company of these problems to see that they do not include these in their recordings.  

It is important that all the presenters in the conference that are to be filmed, confirm, via email, that they are happy with the filming. If the film being produced is to show only highlights, then presenters must be advised that every presentation will not be recorded and only snippets will appear in the finished film. This way presenters will be more relaxed when a camera enters their room.

  1. Interviews and vox-pops must have a scheduled time

The backbone of an event video is often vox-pops and interviews, and as a result, they must never be an afterthought. The subjects being interviewed must be given a time slot, with buffers for possible over-runs and change-over that formal interviews will require. Film crews must have the time to go where they are needed, and this may require additional crew if lighting and mic have to be set up, as camera people are busy with the filming. If interviews run over lunchtime, film crews will also need to be fed, as days can be long, when presentations are to be recorded.

  1. Assign an interviewer

If an event has only one video crew, it is a good idea to have a person for conducting the interviews. Then the camera person can concentrate on getting the right shot, maintaining focus, and the required audio levels for the interview. Modern-day cameras have a shallow depth of field, and this can cause the subject to get out of focus, thus making any interview of no use.

  1. Have a room for formal interviews

The hustle and bustle of an exhibition can act as a perfect backdrop for vox-pops and interviews. All the same, formal interviews will require quiet settings and some extra time. It is best if use is made of a room that has proper studio lighting as well as branding for a backdrop. This can require extra crew or more time so that the video operator does not have to be away from the event. 

  1. Make time to watch the rushes

Videos are more effective if the client has a say in the end product. The budget and time must be found for going over the rough cuts of the film and the captured interviews, so that you can select the ones that matter, and discard those that may not work. Time coded rough cuts of all interviews allow for making a list of clips that you must have and which will be included in the final film.

If you require more information, contact the nearest video marketing agency and talk to them about your plans for an event video.

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