Planning an event can be a time-consuming and energy-draining task; while the end result is worth it, one key element frequently gets overlooked until the last minute; Videography.
The mechanics of how the event can be captured on film often (and rightly so) isn't the first thing on your mind when planning it, but it should be somewhere in the top five.
Whether you're organising a corporate function, a product launch, or a conference, professional videography can create lasting content that serves multiple purposes, from marketing and promotion to internal communications and documentation.
However, integrating videography into your event planning requires more than hiring a videographer. It would help if you considered everything from venue layout and lighting to audio setup and music restrictions. In this guide, we'll walk you through the essential factors to keep in mind to ensure your event is filmed effectively and smoothly.
Consider the Venue Layout
The layout of your venue plays a significant role in the quality of your event footage. Before finalising your venue or even arranging your event floor plan, consider how the space can accommodate filming while keeping the safety of your attendees in mind.
Balancing great shots with minimal disruption
Your videographer will need ample space to set up equipment like tripods, cameras, stabilisers and room to move around. Identify key spots within the venue that provide the best angles for capturing essential moments like keynote speeches, performances, or audience reactions. Ideally, these spots should offer a clear line of sight without obstructing attendees' views or paths.
Consider multiple filming locations
If your event involves multiple areas or stages, ensure that the videographer has a strategy to capture footage from different vantage points. A roaming videographer can cover more ground, but you'll also want stationary cameras placed at strategic points to capture wide, uninterrupted shots.
Ensure safety for attendees and crew
It's also essential to consider how to keep both your guests and video crew safe. Cameras, cables, lighting equipment, and other filming tools can present tripping hazards if not managed properly. Ensure any setup around walkways or exits is safe and adheres to fire safety regulations. Creating designated "videographer zones" can help mitigate these risks.
What is the Lighting Like?
Lighting is one of the most critical aspects of capturing high-quality footage. Ideally, your venue should have plenty of natural light, as this looks the best on camera. However, many venues—especially indoor spaces such as conference halls, clubs, or hotels—don't always provide the optimal lighting conditions for videography.
Natural light versus artificial light
It is a great advantage if your event is held in a space with large windows or access to natural light. Daytime events benefit from soft, even lighting, making the footage visually appealing with minimal effort. However, if your event is scheduled for the evening or is in a mood-lit venue, your videographer will need to bring extra lighting equipment to compensate.
Challenges with mood lighting
Venues like clubs, restaurants, or theatres often use dim, coloured, or mood lighting to create a particular atmosphere. While this may work for the in-person experience, it can be challenging for videographers. Darker environments often produce grainy or unclear footage, while coloured lighting can distort natural skin tones. Make sure to discuss these potential issues with your videographer in advance. They may bring additional lighting equipment, such as LED panels or portable lights, to brighten essential areas without disrupting the event ambience.
What Will the Audio Be Like?
Clear audio is just as crucial as crisp visuals when filming an event. Capturing professional-quality sound can be challenging, particularly in busy or noisy environments where background noise can overpower important speeches or interactions. For a successful filming experience, it's essential to have a solid audio plan in place.
Taking an audio feed from the PA system
It's best to ensure that your videographer can capture high-quality sound directly from the PA system or mixing desk for events with speakers, presentations, or panel discussions. This is often the cleanest and most effective way to record sound, as it takes an audio feed directly from the microphones used at the event.
Most professional videographers will bring the necessary equipment to connect to the venue's mixing desk, such as audio recorders or XLR cables. Suppose your event features multiple microphones (for example, during a panel discussion or Q&A session). In that case, the sound engineer at the venue can often mix the audio into a single output, which can then be fed directly into the videographer's equipment.
Capturing ambient audio
In addition to the main audio feed, videographers may want to capture the ambient sound from the room, such as applause, laughter, or other audience reactions. This can be achieved by strategically placing additional microphones or audio equipment around the venue. Capturing this secondary audio layer can add depth to your final video, making it more engaging and immersive for viewers.
Consider separate spaces for interviews
If your event involves interviews, testimonials, or vox pops (short, informal interviews with attendees), it's a good idea to designate a separate, quieter space away from the main event. Background noise from speakers, music, or crowds can drown out voices and make post-production editing difficult. While this won't be possible for every event, a side room or lobby area can be used to capture interviews with minimal interruption.
Will There Be Music at the Venue?
Music can set the mood for your event, but it can also create complications when filming—particularly if you plan to share your video online or use it for commercial purposes.
Copyright concerns with music
If your venue plays copyrighted music in the background during your event, it may cause issues when you try to publish or distribute the video. Platforms like YouTube or social media sites quickly flag copyrighted music, which can lead to your video being taken down or muted. This could severely limit your ability to share the content, primarily if your video is intended for promotional use.
Challenges with certain venues
Unfortunately, some venues—especially bars, restaurants, or nightclubs—may be unable to turn off or change the background music. In such cases, you'll need to work with your videographer to minimise the impact of the music in your final footage. One solution might be to record interviews or key moments in areas where the music isn't as loud or use royalty-free background music in post-production to cover any copyrighted material that was captured during filming.
How Will You Gather Permission?
When filming at an event, it's essential to consider how you will gather permission from the people who appear on camera. Depending on the size and nature of your event, you may need to obtain release forms from attendees or speakers to ensure you have the legal right to use the footage.
Obtaining release forms
Release forms are essential if your video will be used for commercial purposes or shared publicly. They give you the legal right to use someone's image or likeness in your final video. Without these forms, you could face legal challenges if someone objects to being filmed or appearing in your content.
How to manage this process
For smaller, more intimate events, you can distribute release forms during the registration process or ask attendees to sign them when they arrive. For more significant events, you should include a clause in the terms and conditions of your ticketing process informing attendees that filming will take place and that by entering, they are consenting to be filmed. Displaying clear signage at the venue is also an excellent way to inform guests that they are being recorded.
For speakers, panellists, or anyone who will be featured prominently in the video, ensure that you have explicit permission from them and consider getting written release forms signed before the event begins.
We hope you've enjoyed our Beginners Guide to Event Videography
Planning an event with filming in mind requires careful coordination and communication with your videographer, venue, and attendees. By taking into consideration the venue layout, lighting conditions, audio setup, potential copyright issues with music, and obtaining necessary permissions, you can ensure that the filming process runs smoothly and the final product meets your expectations. Event videography is a powerful tool that can enhance your event's reach and impact, but it's crucial to approach it with a clear strategy and detailed planning.
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