In the second part of our blogs on what to look for in an event video service we continue to look at some of the key things to consider to get the best from filming an event. The idea of what is an event video is answered across part 1 and this second part of the blog.
Here we look at some of the considerations that an event videographer should take into account. It should help when thinking about how to plan an event video and ultimately mean that you can get on with organising your event while your event or conference videographer works on producing the best event video possible.
Key information your event videographer will need to know
Time, light and sound are three major considerations. Issues with these may sound trivial but they will have a major impact on the filming and outcome of your video.
Time – Setting up a camera and adjusting it for light and sound takes time. Think about the schedule of the event and if its spread across multiple rooms can the videographer get from one location to another in good time?
Light – There’s never enough! The human eye can switch between a dimly lit presenter and brightly lit projection screen but cameras fare much worse so make sure the stage is well lit. If its important to show the slides in the final edit then think about providing them separately to include in the edit rather then expect them to be filmed in situ during the event.
Sound – The video company should ask if there is a PA and sound guy, because if there is its possible to get a sound feed directly to the camera. If it’s a smaller event and no PA there are alternative options such as putting a clip microphone on each presenter. Working with a good events company is a great way to address these issues, here at CMA Video we recommend Lemoncake Events as a great option for organising an event.
Most of these are easily solvable as long as the video production company know in advance. As part of the whole event video service as your videographer to take a look at the venue beforehand and liaise directly with the sound company to make sure everything is all in hand.
As an alternative, the video company could bring more cameras and additional lighting but be aware that this will usually come at an extra cost so there may be budget impacts.
Are there any non-technical considerations I need to be aware of?
Weather – If its an outdoor event, the weather is always something that can make or break the filming. Do you have a contingency or at least a covered area for camera operators to be located in?
Communication – Is everyone aware and on board with video cameras being in attendance? It may sound obvious but we once had to film an explosion of confetti at a launch event but the person pressing the button didn’t tell us when they were pressing the button and by-passed the countdown that everyone else had agreed would happen. Luckily we still managed to get the shot!
Permission – If it’s a public event do you have permission to film members of the public? This is your responsibility to make everyone aware that filming will be taking place and informing them where you intend to use the final video. Your video production company should be able to advise on this if you need help. This needs to be especially tight if there are under 18s in attendance.
If the attendees have to register you can put a system in place at the registration point so that nobody ends up in being shown in the final edit that doesn’t want to be.
Interviewees – If you want specific people to be interviewed, are they aware beforehand that you will
want them to appear on camera. Generally there are two types of people in this world – those that see a camera and run a mile and those that just love being filmed! If it’s the latter then great but if it’s the former then the last thing they want is film crew landing on them asking for a soundbite. A bit of prior warning and even a quick brief on what you want them to say goes a long way.
Can you film a live feed?
This is something of a specialist element to the filming and its becoming much more accessible through the likes of Facebook Live. We’d need to liaise with whoever the AV company are and look at the set up of the event and the logistics of what is taking place. If this is something that you’re specifically looking for from your event video service then mention this at the very beginning as many event and conference videographers may not be able to provide this.
What do you want your viewers to do?
Think about what the purpose of the video is and what you want the viewer to do – is it brand awareness for them, a sales video so that they make a purchase or do you want them to see the whole event that they may have missed? This will affect the style of the edit of the final video production so try and have this in mind when you brief your event videographer at the very beginning.
Have you thought about an online strategy?
Think about the content that’ll be captured at your event. Can it be broken down into bitesize chunks? Instead of one video showcasing your event could it be a series of videos that builds up to next year. We’ve got plenty of proven ideas that can work for you and your event to promote it online and beyond. You’ll have a whole library of video assets so you might as well use them and get the best out of your event video service to get creative with your video content.
Interested in Our Event Video Service? Get in touch
Whatever you’re looking to do, talk to us or email us. We’ll be happy to help, have a chat and give advice on what direction to take.
We hope this has been useful and if you stick to the principles here and in part 1 you won’t go far wrong.