The only thing better than a flawlessly executed event is a professional video capture to share the experience with those who were unable to attend – and memorialize your success.

With the age of technology and social sharing, videos are becoming more instrumental in corporate events. There are a variety of reasons for recording a live event and our technology experts put together some key tips for planners who are considering this option. 

Step 1: Identify the Purpose of Your Video

It is important for your stakeholders to identify the core purpose(s) for the video. Your audio visual production team will use this information to make recommendations for the solution, and ensure the proper support is provided.

One Camera, or Two, or …?

Consider your program agenda. Will there be any panels? Are there audience activations or entertainment elements to capture? Limiting yourself to a single camera means you will only have the option of a wideshot of the stage. A second camera gives you the ability to switch between the wideshot and a close-up view of the presenter(s). Adding a third camera will give you the ability to simultaneously capture the audience to your video viewers will feel like they were there too.

Who Will Be Watching Your Video?

Is this video recording for internal or external purposes? If your use is internal only, you may be able to get away with less editing requirements, depending on the end-use. Post-show video editing can add up to thousands of dollars, so determining the look you want will help with your budget projections. 

Whether your video is for internal or external purposes, the final product will be subject to copyright laws. The background music that is played during the event, as well as any videos, will need to be edited out or your video may be taken down from the streaming site due to copyright infractions. For more information on what you are and aren’t allowed to use, check out this article on Music Licensing and Copyright Laws.

For general background music, there are several royalty-free stock sites where you can purchase music or video content for as low as $15. Your editor will usually make these purchases on your behalf, or you can make them yourself.

How Will Your Video Be Used?

Your production team needs to understand the end-use for your video to ensure they deliver you with a product you are happy with. A highlight sizzle reel will be managed differently than an instructional video for educational purposes.

Is the goal of your video to show off the event so you can market future experiences?

Are you creating a training tool for employees and/ or clients? Or are you simply trying to document the event for future planning purposes? 

Where Will Your Video Be Stored?

Raw video footage is large, and will require file compression to get the files to a manageable size. If you want to avoid any editing costs, then be prepared to have your recording delivered on a hard drive. 

If you are using internal editing sources, it may still be worth the cost to have the audio visual production team compress the files for you so they are easier to handle and transfer during the editing process. 

What Does Your Video Turnaround Timeline Look Like?

The video editor may need to sort through hours of footage in the editing process. If your event ends on a Tuesday afternoon, and you want the final recording by Wednesday morning then this means the editor will need to work all night to get you your product.

Be up front about your turnaround timeline so the editing team can plan accordingly.

Keep in mind that a rushed deadline may give you less say in the editing process and eliminate the option of additional edits.

Step 2: Verify That Your AV Setup is Compatible With Recording

Even if you have hired a separate video crew, the audio visual production team will still need to be aware of any recording at the event. First, the recording crew will need an audio input into the event technology system to ensure a clear audio capture. 

Proper stage lighting is also critical. A general stage wash solution is recommended for all events, but is even more important when recording since the camera capture darkens the setting of the room. Shadows will be more pronounced in your video, and the camera will need to be color-checked to ensure there are no issues on the final recording.

Another consideration is the location of the videographer and the camera. If the cameraman is going to be on a riser then this element should be added to your event diagram.

Step 3: Create a Shot List And/ Or Storyboard

If you are considering a video recording of your event then you likely have some specific moments or elements that you want to be captured. Start a list of these capturable moments and strategize with the video and production team to ensure your highlight list is captured appropriately.

Step 4: Identify Possible Editing Needs

Do you want a simple edit with a title slide added to your video, or do you need extensive video editing with multiple revisions and the input from multiple stakeholders? The latter is going to require more editing time and a larger budget. 

You could reduce editing time by recording a live switched feed that displays both the video capture and slides, but this will not give you any control over when slides are introduced to the video. Discuss your options with your audio visual production crew prior to finalizing your solution, and be upfront about your budget needs.

That’s a Wrap!

As you can see, there are several considerations when it comes to video recording your event. The most important takeaway here is that communication with your audio visual production team is crucial. 

Are you interested in recording your next live event? Contact the AVT Productions team today to learn more about our unique processes and how we can help with your event needs.

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