5 Elements of Stellar Event Video Production

Video Production

What Is Event Video Production?

Have you ever watched a live sporting event or a televised presidential debate? A wedding video after the event? What about a Facebook live stream of a high school or college graduation ceremony? While quite different from each other, these are all examples of event video production. 

When shooting event videos, you bring the cameras to the action to capture the event as it unfolds. This differs drastically from most videos created as a part of a marketing video production, which are shot in controlled environments, such as on a set or in a production studio, and feature professional actors. This style of video marketing can be incredibly impactful, as it allows a wider audience to witness — and even feel included in —- your event, even if they were unable to attend. 

Examples of business or brand events you may consider recording include conferences, product launches or releases, corporate or employee training, and groundbreaking ceremonies. Basically, if something happens that you think more people need to know about, consider including event video production as part of your marketing strategy.

If you’re thinking about including training video production for events as a part of your video marketing strategy, keep reading to learn more about how to create videos that will guarantee success.

How to Approach Event Video Production for Maximum Impact 

While event video production may seem like it should require less preparation than videos shot in a studio, like commercials or social media marketing videos, this couldn’t be further from the truth. Rather, they require a different type of preparation. While you may not need to write scripts or find talent, you’ll still need to scope out the location and coordinate with event planners to ensure you’ll be able to properly document the event. Remember, the event must be run in a way that is compelling for live attendees, but video production may be an afterthought to the people planning the event. By communicating with the event planners, you can go into the event with a plan that will work for both them — and you.

One of the most important things to keep in mind when planning video production for events is that no matter how prepared you are, there’s always a chance that something will go wrong. Never forget that the event is organic, and people and technology may behave in unanticipated ways. As a result, you should try to prepare alternate options for some of the most likely obstacles. For example, you may plan to use the audio system set up by the event staff, but you should bring your own microphone in case the house microphone fails. Remember, there’s no ability to shoot retakes, so it’s imperative that you come prepared.

5 Keys to Stellar Event Video Production 

Event video production can feel overwhelming, and sometimes it’s just not plausible to create a video in-house. This is especially true when working with a particularly large event. In that case, you may want to consider hiring a professional video production company for help. However, if you do decide to move forward with creating the video in-house, follow these five tips to master the art of creating quality event videos.

1. Create A Strategy for Filming and Distribution Before the Event 

When it comes to event video production, it’s essential that you go into the event with an idea of what to expect, as well as a vision for your final product. Without a solid strategy, it can be easy to lose sight of your final goal throughout the event. Ask yourself the following questions well before the event to ensure you know what you need to get day-of:

  • Do you intend to create a highlight reel of the occasion, or are you looking to record the event from start to finish? 
  • Who is your target audience? 
  • How will the event video fit within your existing content strategy? 
  • How will you drive views of your video? 
  • How will your event video help you make more sales conversions? 

A well-made video can be used to showcase your event and your company in a way never before possible, which is why video marketing is so powerful. Set yourself up for successful event video production by establishing a detailed strategy beforehand.

2. Know Your Location Inside and Out

As you prepare for corporate video production at the event, it’s essential that you understand the event site. If possible, you should spend some time there, researching the location with setup and recording in mind. As you familiarize yourself with the location, consider the following:

  • Where will the film crew set up? 
  • Will required equipment be in the way of attendees or presenters? 
  • How will the equipment be moved from transport vehicles to the venue?
  • Where will they be stored if that is necessary? 
  • Is enough electricity available from the venue, or will auxiliary power be required? 

The better you know and understand your venue, the easier it will be to accurately anticipate crew requirements, as well as potential issues that may arise, resulting in a smoother event video production process.

3. Understand What Equipment Is Needed 

Once you have a better understanding of the event’s location, you can make decisions regarding your equipment needs for your event video production. Here are the three main equipment categories to consider in preparation of your event video: 

  1. Lighting: Is there a lot of natural light? If so, what time of day is the event and what does the weather look like that day? Can you rely on the sun, or should you prepare lighting? If there isn’t a lot of natural light, then what is the lighting situation like? Is there anything you can or should do to enhance your video’s quality?
  1. Lenses: Where will you be located in comparison to your subject/s? How much space will your subject/s take up? Use this information to determine which lenses to pack. If you need to shoot from farther away, you may want to bring a telephoto lens, whereas if you’re right up front, you may be better off with a wider angle lens.
  1. Audio: Does the venue have a sound system set up? Can you utilize their system or should you plan to use your own? 

Most of these questions are the same as those you’d ask yourself when preparing for any other marketing video production, with the added challenge of shooting within a live event rather than in a controlled environment. Consider how this shoot will be both similar to and different from other videos you have already shot.

4. Make a Plan for Every Reasonable Contingency 

When providing video production services at an event, remember that you’ll only have one shot to record a one-off, live event, so it pays to anticipate potential difficulties. Remember Murphy’s Law, but don’t become paralyzed or overwhelmed by trying to anticipate every possible thing that could go wrong. Instead, focus on specific failures or circumstances that can be anticipated and either avoided or easily managed, such as inclement weather, gear failures, and delays in arrival at the venue. By anticipating and managing these obstacles, you can focus instead on creating a video your audience will be excited to watch.

5. Maximize Live Audience Experience to Improve Your Event Video 

While it’s important to thoroughly plan before an event video production, remember to stay a little flexible and spontaneous day-of. At the end of the day, it’s important to get each shot since this is a video production with a specific strategy, but you also want to avoid being too rigid. Allow yourself to pursue some more creative angles, especially those that match the energy of the event. The more spontaneous and engaging the live event is, the more it will come through on film, which can improve watch times, engagement, and sharing. 

Remember, an impactful, engaging event is a win-win: good for the live audience and the consumer of your video content. 

Consider Professional Video Production Services for Your Event

Ranging from Facebook live streams to wedding recaps to professional sporting events, event videography covers a wide variety of videos. Regardless of the style, all event videos give your business the opportunity to share its event with a much wider audience through video marketing — which can bring more energy to the event itself, and help you document the business’ successes and accomplishments. 

However, creating an event video is a large undertaking, as you only get one shot, and it comes with a unique set of needs and challenges. If you don’t have the proper equipment, feel overwhelmed by the size of your event or feel unprepared for any other reason, you may want to consider hiring external support to help you achieve your video marketing goals.

If you’re interested in video content during your next event, but want the assistance of professionals, consider reaching out to Charter & Co for support at every step along the way.


Ready to take the next step?