The Event Planner’s Guide to Videography

Event Videography Planning GuideWe work with both professional event planners, first-timers, and those within the corporate ranks who just got assigned the gig yesterday at EOB. It’s quite a task and if you’ve never worked with a videographer before, we hope this event videography planning guide will be of service to you whether you decide to personally book us or not.

The goal here is to give you a brief overview of what you can expect from event video service providers, the questions you should ask, the questions WE will ask, and a short explainer on some technology we employ to make your life easier.

All events are unique, so while this guide won’t cover everything, it will drastically reduce the downtime between the point of contact and a written estimate in your hand.

Content We Capture

We always aim to capture your content in an artistic manner in order to both convey professionalism and to help retain viewer interest. The types of shots we seek to capture for many events include:

  1. Candid interaction – typically close-up shots
  2. Timelapse footage
  3. Wide, establishing shots
  4. Product and/or signage
  5. Aerial footage (subject to Part 107 rules and regulations)
  6. VIPs

Click here for updated 2020 information on event video pricing, commonly-requested videos, and other useful information for event planners.

2018 Reel

Our 2018 event videography reel showing the different types of footage we can capture as well as highlights from a variety of different events.

Performing Arts

Into the performing arts? Our multi-cam setup has you covered there as well. Whether it’s dance, theater, or live music, we’re experienced in capturing it all!

Live Streaming

The SC18 conference news desk was broadcasted live to social media with our live-editing, multi-camera setup resulting in accessibility to important content from around the world.

FAQ

How Much Will This Cost?

A fair question, but difficult to answer without knowing the event logistics (who, what, when, where, how long, etc.) as well as the required production setup. Information on common videos produced from events can be found at this link.

What Production Setup Do You Recommend?

The easiest way to answer this is by determining what you plan to use the video for. Situations in which high production value is necessary include a video intended to be used as merchandise, for corporate advertising, if it contains high-profile individuals, or if in your corporate culture, you’re simply use to high quality videos. If however your video is intended for a relative small, internal audience or if the content is projected to have a limited life-span, bells and whistles may not be a justifiable expense.

We always record any event with a minimum of two cameras both for creative and technical reasons. The recent addition of our live-editing Tricaster system is also typically included due to the faster turnaround on deliverables it provides. Any event must also have quality sound and lighting infrastructure.

Lights? Audio? Staging?

These things are necessary for almost every event. If these production elements are not in place through the venue or a third-party AV supplier, they will be included in our estimate through our network of production associates. When contacting us, it’s important that you put us in touch with the individuals managing these things, so we can ensure an adequate setup with proper connections is available for our purposes.

Live-Editing?

The same technology used in any live TV broadcast can be used to combine multiple cameras, graphics, and pre-recorded material into a video edited as the event takes place. This effectively means we can have a video ready to go immediately after it’s done recording. While there’s always an option retained to tweak and edit or render it down to a more data-friendly format, the turnaround on deliverables is considerably faster than a traditional post-event edit.

What We Ask You

Tell Us About Your Event

Give us a rundown of what it is we’re filming as a lot of information we need can be derived simply from that. We also want to hear about what you hope to accomplish with your video(s) as well.

Event Logistics

We need to know the basics including the date(s), time frames each day, name and address of the venue, service requested, and a brief description of what it is we’re capturing.

Any Existing Event AV?

Are things like staging, lighting, and audio already accounted for by the venue or a third-party supplier? While not applicable to every event, they can add costs that can otherwise be avoided by connecting us with the service provider of any existing AV for your event.

Deliverables?

We’d like to know what type and how many videos you’d like produced. Furthermore, we’d need to know when deliverables are expected. Output resolution can be either 4K or 1080, and videos can be optimized for online use or in optical media. Need just the raw footage? We can provide that too and typically do so on an external hard drive shipped to your location.

Graphics?

Will your video need to include graphics either pulled from a live presentation (controlled by a presenter) or generated exclusively for the video itself? Our production services can account for either type of setup.

Live Stream or IMAG?

Will your content need to be live streamed or broadcasted to a projector screen within the event room itself?