Event Filming: What to Arrange Before Your Conference
Every event manager knows that the key to a successful conference is preparation. Booking conference videography is a key piece of preparing for your event because event filming is the difference between a conference being a one-day event or something that lasts for months or years. Your event videographer is responsible for capturing your event for live and/or future viewing, which can also have ripple effects for social media.
Before your conference, you will need to decide whether you want it to be livestreamed as a hybrid conference, or only recorded for future uses, such as highlights reels, short form content or archive videos. We at Inclusive Digital are now experts in corporate event filming and offer a wide variety of conference video production services tailored to your event. Through our pre-event meetings, we will decide together on how to accomplish your goals for the video production at your conference.
In terms of what we need, we are very flexible and will always do our best to accommodate your needs or the venue you have chosen, although some are better-suited than others (for further information, see my previous article on how to choose a venue). We need access to the venue ahead of time so that we can set up for the event. Usually, this can happen concurrently with your team setting up, so there aren’t additional costs from the venue. Typically, for a large event with multiple cameras and livestreaming, we will need about four hours to rig our equipment and one and a half to two hours to derig after the event is done. We will need somewhere to park and offload our equipment, although we usually arrange this ourselves. However, if the venue has building security teams, we will need to be introduced to them ahead of time, or at least have the security informed of our arrival. Uninformed security teams cause delays to entry, which can lead to rushed rigging.
We need somewhere inside the chosen conference room/s to set up our camera or cameras, often toward the middle in the back for a good shot. If we are livestreaming or handling AV at the event, we will also need a trestle-sized table at the back of the room from which to work. Almost everything else can be accommodated and worked around. Bad in-house audio and Wi-Fi can be addressed by using our own equipment.
Although filming is one of the key factors of an event’s long-term effect on its audience and the wider world, it can be one of the easiest factors to prepare for. Inclusive Digital works hard to meet your filming needs so that you can focus on what you do best; running your event.
