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  • Writer's pictureCharles Seed

The Best 9 Step Guide on How to Film a Corporate Event in 2024

London Careers Fair at Tottenham Hotspur Stadium over 20,000 attendees a huge crowd of people at a careers fair
London Careers Fair at Tottenham Hotspur Stadium over 20,000 attendees at the event we filmed for our client UK Careers Fair
Huge buzzing careers event in a big hall filled with around 600 people
Huge Careers event at Edinburgh Assembly room again filmed for our client UK Careers Fair

Corporate events are prime opportunities for organisations to showcase their brand, engage stakeholders, and create lasting memories. Effective event filming goes beyond mere documentation; it's about capturing the essence of the occasion and delivering a compelling visual narrative. In this comprehensive guide, we'll walk you through the 9 steps to ensure that you capture every moment with finesse and professionalism. We take this 9 step document to every Probable Productions Corporate event shoot

Step 1: Pre-Event Planning

Define Objectives with client prior to event:

  • Clearly understand the goals of the event and the purpose of the video.

  • Identify key moments, speakers, and activities that must be captured.

Scout the Event Venue:

  • Visit the event venue ahead of time to understand the layout and lighting conditions.

  • Identify potential challenges and plan your camera setups accordingly.

  • You don't always get this chance before an event but i makes such a difference if you do.

Create a Shot List:

  • Develop a comprehensive shot list covering essential elements like keynote speeches, panel discussions, audience reactions, and any specific requests from event organisers.

  • This list will serve as your roadmap during the event.

  • Also run it by the event organiser so they can understand your vision.

Step 2: Assemble the Right Equipment

Choose the Right Cameras:

  • Select high-quality cameras capable of capturing clear and crisp footage.

  • In 2024, your videos have to be 4k and 10 bit colour.

Invest in Quality Audio Equipment for the event:

  • Ensure you have reliable microphones to capture clear and intelligible sound.

  • Consider lavalier microphones for speakers and a shotgun microphone for ambient audio.

  • Become friendly with the audio and light team at the event you might get an audio feed straight from their mixer.

Bring Sufficient Lighting:

  • Even well-lit venues may benefit from additional lighting to eliminate shadows and enhance visual clarity.

Step 3: Establish a Professional Team

Videographers and Assistants:

  • Assemble a team of skilled videographers and assistants with experience in event filming.

  • Assign specific roles to each team member, such as main camera operator, secondary camera operator, and audio technician.

  • The size of the event and event space will decide this. But at Probable Production we have captured huge multi day event with 2 or 3 person teams.

Communication is Key:

  • Establish clear communication channels among the team to coordinate shots and anticipate changes.

  • Its key that you develop a system of backing up footage. So you don't lose any audio or footage and it makes sense when the editor comes to edit the videos.

Step 4: Technical Setup and Rehearsal

Camera Setup:

  • Test and set up cameras, ensuring they are correctly calibrated for the venue's lighting conditions.

  • Check framing, focus, and exposure to avoid technical issues during the event. Especially during live speeches and panels.

Audio Check:

  • Conduct thorough audio tests to confirm that microphones are working correctly.

  • Test ambient audio levels and adjust as needed.

Rehearse Movements:

  • Practice camera movements, transitions, and changes in position to ensure smooth transitions between shots.

  • Anticipate speaker movements and adjust camera positions accordingly.

Step 5: Capture B-Roll and Establish Atmosphere

Document Venue Setup:

  • Capture footage of the venue before the event begins to showcase the setup.

  • Include shots of signage, branding, and any unique features.

  • For big events consider getting a drone up to show the scale and location.

Film Audience Reactions:

  • Capture reactions and interactions to convey the atmosphere of the event.

  • Include shots of networking, audience engagement, and applause.

Step 6: Film Keynote Speeches and Presentations

Strategic Camera Placement:

  • Position cameras strategically to capture both wide shots of the speaker and close-ups for emphasis.

  • Anticipate speaker movements and adjust angles accordingly.

Continuous Coverage of the event:

  • Ensure continuous coverage of presentations to capture the entire message.

  • Be prepared to switch between speakers smoothly to maintain a cohesive narrative.

Step 7: Capture Interviews and Testimonials

Identify Key Participants:

  • Identify individuals for interviews or testimonials, such as keynote speakers, attendees, or company executives.

  • Prepare a list of questions to guide the interviews and evoke insightful responses.

  • See if you can choose the interviewees before the event, email them with the questions before hand.

Create a Relaxed Environment:

  • Establish a comfortable setting for interviews to encourage genuine and relaxed responses.

  • Use natural lighting and minimal equipment to maintain an authentic feel.

Step 8: Dynamic Editing for Post-Production

Organize Footage:

  • Catalog footage systematically to streamline the editing process.

  • Create folders for each segment of the event to facilitate easy retrieval.

Craft a Compelling Story:

  • Edit footage to create a cohesive and engaging narrative.

  • Incorporate B-roll, interviews, and key moments to tell the story of the event.

Step 9: Delivery and Post-Event Reflection

Timely Delivery:

  • Ensure prompt delivery of the final video to event organizers or stakeholders.

  • Provide a high-quality, edited version along with any raw footage as requested.

  • Most clients want an event recap video or some sort of footage with 24 hours.

Gather Feedback:

  • Seek feedback from the event organizers, participants, and your team.

  • Use insights gained for continuous improvement in future event filming endeavors.

In conclusion, successfully filming a corporate event requires meticulous planning, technical expertise, and a keen eye for detail. By following this 9-step guide, you can navigate the complexities of event filming with confidence, ensuring that your video captures the essence of the occasion and leaves a lasting impression on both live and virtual audiences.

Smash your 2024 events with this 9 step blueprint for dynamic corporate event videos.

By Charles Seed Probable Productions Owner


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