ow to Create a captivating Expo, Convention or Event video, it can be a challenging endeavour especially if you don’t have budget for a videographer. How to Create a captivating Expo, Convention or Event video, it can be a challenging endeavour especially if you don’t have budget for a videographer.
Side note:
As a past event manager who has organised events
for thousands – I do not recommend this option – but I also understand sometimes
there is no option but this.
So to ensure your video is a standout piece, here are some
steps and tips to help on you way:
1. Understand Your Vision and objectives for the video.
Before diving into planning, have a team discussion – if you have an events team, include them in this. Understanding your goals is imperative. Tailor your video plan to meet the events rollout and flow , whether the video is for training, capturing keynote speeches, or highlighting the glamour of a product launch, your outcome will determine how its shot.
This video will be a showcase of what your event was and how you want to market the next event, or next years event. So make a list of the shots and images (shot list) you need, “your must haves”. Once you have these then you or your videographer has free reign for the rest of the event to shoot what they want. A shot list can include (using a convention as reference) Venue set up , empty venue, guests arriving and paying or being scanned in, doors opening, guests networking and being social, event collateral like branding sponsors etc … it’s a long list, but an easy way of planning it is sequentially. Setup – what do I need – arrivals what do I need – lunches what do I need etc etc.
2. Visit the Venue in Advance:
Know the venue inside out. Plan camera angles, identify potential challenges, and address lighting considerations, lighting is key I cannot stress this enough!!! Prioritize safety, ensuring equipment placement doesn't obstruct walkways and isn’t in the line of guests sight.
3. Ensure Team Preparedness:
Create a detailed plan with clear responsibilities for each team member. If you are using different team members to shoot different things, have a print out of each shot list they are required to take and they can tick them off … events are extremely busy and stressfully and these things can fall through the cracks, having a physical shot list to check off makes life easier. Develop a comprehensive schedule, considering multiple sessions or room changes, to avoid missing crucial moments.
4. Know Your Equipment:
Familiarize yourself with all the equipment – this goes
along with “know your venue”, take your camera to the site inspection and shoot
some footage in each room to test the lighting. Pack spares for potential
malfunctions, if you are doing this yourself on a phone or even a personal camera
this can be tricky, but from a professional, things go wrong. Check audio levels – if you are using a phone
and are planning of doing interviews, invest in a lapel mic – there are audio
applications you can use to clean up audio in a pinch but crappy audio can kill
your video. Conduct a tech run-through before the event to ensure everything
works seamlessly.
At the end of the article I’ll list a few equipment must haves!
5. Arrive Early:
Arrive well in advance to perform last-minute checks, consult with the AV team, and set up equipment. Double check nothing has changed.
6. A rule of thumb for videographers is take two of everything:
Record two versions of audio and video to prevent technical glitches. Have extra memory cards or at least have a way to send your videos to the cloud etc while on a break. Back up all footage immediately after the event to ensure security against any potential losses.
It becomes tricky when you need to edit if you have shot
your event yourself videographers have access to a plethora of editing and
audio tricks and effects that you generally wont, there are some online cost
effective software’s but if budget was an issue for hiring a videographer, if
you have decent footage at least hire a hire a Content company to edit.
Embrace the challenges, you’ll definitely have them, the
pressures of event video production are large. Enjoy the adrenaline rush, and
let it drive you toward delivering a standout event video.
But as mentioned I don’t suggest shooting the event yourself. If you are the organiser, there is just too much going on – If need some advice or a little more information, our door is always open – contact Dean@epicpact.co.za lets chat.
Camera – that can at lest shoot 1920x1080p I’m assuming you
are shooting with your phone and it semi decent this will be fine – low light
might be an issue so check this is your test shoot.
Mic – invest in a lapel mic
Tripod – you might think you have the steadiest hand … you don’t…
shoot on a tripod .
Happy Shooting