5 Elements of Stellar Event 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 part of a marketing video production, which are shot in controlled environments—such as on a set or in a production studio—and often 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 part of your video marketing strategy, keep reading to learn how to create videos that set you up for 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. It requires a different type of preparation. You may not need to write scripts or find talent, but you’ll still need to scope out the location and coordinate with event planners to ensure you can properly document the event. Remember, the event must be compelling for live attendees, and video production may be an afterthought to the people planning the event. By communicating with the planners, you can go in with a plan that works for both them and you.

One of the most important things to keep in mind is that no matter how prepared you are, there’s always a chance something will go wrong. The event is organic, and people and technology may behave in unanticipated ways. Prepare alternate options for likely obstacles. For example, you may plan to use the audio system set up by the event staff, but bring your own microphone in case their mic fails. There are no retakes—come prepared.

5 Keys to Stellar Event Video Production

Event video production can feel overwhelming, and sometimes it’s not plausible to create a video in-house—especially for large events. In that case, consider hiring a professional video production company. If you do proceed in-house, follow these five tips to master the essentials and produce quality event videos.

1. Create a strategy for filming and distribution before the event

When it comes to event video production, go in with a clear vision for your final product. Without a solid strategy, it’s easy to lose sight of your goal during the event. Ask yourself well before the event:

• Will you create a highlight reel, or record the event 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 increase sales conversions?

A well-made video can showcase your event and your company in ways never before possible—which is why video marketing is so powerful. Set yourself up for success 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 to understand the event site. If possible, spend time there with setup and recording in mind. Consider:

• Where will the film crew set up?
• Will required equipment obstruct attendees or presenters?
• How will equipment be moved from transport vehicles to the venue?
• Where will gear be staged or stored if needed?
• Is sufficient power available, or will auxiliary power be required?

The better you know the venue, the easier it is to anticipate crew requirements and potential issues—leading to a smoother production.

3. Understand what equipment is needed

Once you understand the location, decide on your equipment needs. Focus on three categories:

1. Lighting: Is there ample natural light? At what time of day is the event, and what’s the forecast? Can you rely on the sun, or should you bring lights? If natural light is limited, what fixtures are available, and what can you add to improve quality?
2. Lenses: Where will you be positioned relative to your subject(s)? How much of the frame will they occupy? Shooting from afar may require a telephoto lens; close proximity may call for wider angles.
3. Audio: Does the venue have a sound system? Can you tap into it, or should you plan your own mics/recorders?

These questions mirror standard prep for other marketing shoots—with the added challenge of capturing a live event rather than working in a controlled environment.

4. Make a plan for every reasonable contingency

Providing video production services at a one-off, live event means you get one shot. Anticipate practical, probable issues and plan mitigations for weather, gear failures, traffic or load-in delays, and power problems. By handling these, you can focus on creating a video your audience will be excited to watch.

5. Maximize live audience experience to improve your event video

Plan thoroughly, but stay flexible and responsive on the day. Capture your must-have shots, then allow room for creative angles that match the event’s energy. The more spontaneous and engaging the live experience, the more it comes through on film—boosting watch time, engagement, and sharing.

An impactful, engaging event is a win-win: great for attendees and great for your eventual viewers.

Consider Professional Video Production Services for Your Event

From Facebook live streams to wedding recaps to professional sporting events, event videography spans a wide range of formats. Regardless of style, event videos let your business share its moments with a much wider audience—energizing the event and documenting your successes.

But event videos are a big undertaking: you only get one chance, and there are unique needs and challenges. If you don’t have the right equipment, feel overwhelmed by the scope, or want a seasoned team, consider hiring external support to help you hit your video marketing goals.

If you’re interested in filming your next event and want professional assistance, reach out to Charter & Co for support at every step.