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You’re probably familiar with the power of conference videography to promote your event. And, if your event runs over several days, then you’re probably aware that conference videography is the perfect medium to maintain excitement with live video feeds and interviews. But it also helps to think of video as a long term asset that can be used after your event is over. Keynote speaker videos and testimonials are a prime example of event video content that can bring people back to your website. If the content is substantial enough you could introduce a paywall.
Yet in order to get the maximum use out of your videos you need to know exactly how you are going to use them and plan for it; conference videography should not be an afterthought but an integral part of your event.
Sure you hire a professional video production team because they’ve done it before and they know what needs to be done to make the videos look professional, but they can only work with the ingredients you provided. So it helps to consider some of the fundamental decisions you make about your event that will set the limits to what can be achieved in the editing room. Some of these might be obvious and this list is by no means comprehensive, but hopefully it will provide some ideas for making the most out of your conference videography budget.
If you are wanting a bright, colourful video then organising your event in a hotel conference room with no windows and little space to set up lights is not a good start. Maybe you want to turn the keynote presentation into a podcast? A small room with poor acoustics and no AV setup is not ideal. The venue needs to accommodate the shoot. This means:
Make sure the acoustics are good. Rooms designed for meetings are generally not ideal for keynote speakers.
Choose a well lit venue or one that accommodates a lighting setup, preferably with a lighting grid.
Choose a venue with well established AV infrastructure. A soundboard and HD cabling is fundamental. For projecting a live feed what sort of projection system is provided and what video formats does it accept?
If your testimonials and interviews are important to your conference videography then make sure that the venue is large enough that you can allocate a quiet space where these can be conducted, preferably away from the action. If you’re looking at a multicamera shoot then it helps to have parking close to the venue with an area to gather equipment. Multicamera shoots particularly can involve a lot of equipment.
We have been in situations where some of the presentations we need to shoot are running concurrently and the client has paid for only one videographer. Or suddenly the client requires a promo but there was no time allocated for b-roll. So be sure to:
Allow time for interviews, testimonials and b-roll
It’s best to schedule the presentations you want video for at separate times of the day, or pay to have more than one videographer to cover all the presentations simultaneously.
Allow time for setup and packing up, especially with multicamera shoots.
Make the schedule available, clearly indicating what, when and where you want to shoot.
It’s really important at the outset to consider the format of videos you want and how you will use them. Examples on what to consider:
Do you want the power point slides included in the presentations in a split screen or window? Then you don’t want the presenter to move across the stage. In that situation we suggest having a lectern.
For multicamera shoots you need to allow spaces for the camera. This can be tricky especially if you want to avoid blocking people’s view, while also getting the coverage that will work in the edit. You’ll need to talk to the videographer about this early.
If you are wanting the presentation broadcast live on a big screen then for best results you’ll want a venue that has the AV infrastructure to accommodate up to 4K.
If you are looking at adding captions this will also need to be accommodated in the composition of the shot.
The one takeaway message.
That might be a lot to think about, but if there is one take away from this is that it helps to get the videographers involved as early as possible. It will make a real difference if you discuss your needs even before you lock in a venue, that way you can be sure that you’ve got everything covered and you’ll get the most out of your conference videography production budget.Back to home