Event video doesn't get a second take. A missed keynote moment or an award announcement shot from the wrong angle can't be reshot the next day - which makes pre-event planning far more important for event video than it is for a studio production, where a bad take simply gets reset and reshot.
Share the full programme, not just the highlights
We need the run of show - every session, every speaker change, every award - not just the moments you think matter most. Unexpected highlights often happen in the sessions organisers didn't flag as priorities, and a crew working from an incomplete programme is more likely to be repositioning cameras at exactly the wrong moment.
Confirm camera positions against the venue layout
A venue's seating plan, stage position, and lighting rig all affect where cameras can physically be placed without blocking sightlines for guests. We ask for a venue floor plan and, where possible, a site visit ahead of the event, so camera positions are confirmed before crew and equipment arrive rather than improvised on the day.
Decide on same-day edit and livestreaming upfront
Both require different crew and equipment configurations from standard multi-camera coverage. Deciding early means we can build the right setup into the schedule, rather than trying to retrofit it once the crew is already on-site - a same-day edit in particular needs a dedicated editor working throughout the day, which changes staffing plans from the outset.
Brief your speakers on microphone and camera awareness
Speakers who wander off a lavalier mic's range or step outside a fixed camera's frame create gaps in coverage that can't be fixed in post. A short briefing note to speakers about staying within the marked stage area solves most of these issues before they happen.
Plan for footage handoff and post-event delivery timelines
Agree upfront on what you need and when - a same-day highlight reel, a full edited recap within a week, raw multi-camera footage for internal archives - so post-production resources are allocated correctly rather than discovered as a last-minute request once the event has wrapped.
Frequently asked questions
How many cameras do we need for our event?
A conference might use 2-3 cameras; a large gala with multiple stages might need 4-6. We recommend the right configuration after reviewing your programme and venue layout.
How far in advance should we book event video coverage?
Four to six weeks is comfortable for most events, though larger productions with same-day edit or livestreaming requirements benefit from more lead time.
Can you handle multiple simultaneous sessions or breakout rooms?
Yes, with additional camera operators assigned to each room - this needs to be planned into the crew size from the brief stage.
What's the typical turnaround for a full event highlight film?
Typically 5-7 business days for a polished highlight film, with same-day options available for shorter recap reels.
