Choose the videos you need
“Film the event” can mean a complete record of every presentation, a two-minute highlights film, short social clips, speaker interviews, a livestream or material for a future brand video. Each needs a different approach to filming and editing.
List the deliverables, audiences and deadlines before deciding how many cameras are needed. A conference archive needs uninterrupted coverage and readable slides. A highlights film needs movement, reactions, details and transitions. Same-day social content needs an editor, approved graphics and a way to move footage while the event is still running.
Plan camera coverage from the run sheet
Mark the moments that can’t be repeated: an opening address, award, product reveal, demonstration or live performance. Keep a camera on each critical moment. A roaming operator can capture close-ups and audience reactions, while a continuous wide shot covers the stage if the operator has to move or loses the view.
Identify who can change the schedule and how the crew will hear about it. Events rarely run exactly to time. A message that the next speaker is starting early is useful only if it reaches camera and sound before the walk-on.
Our Infosys livestream case study shows how we prepared the Sydney host’s camera and audio feed for an event run by a remote broadcast team.
Venue plans help, but sightlines change when screens, staging, lecterns, branding and guests arrive. Confirm camera positions, platforms, cable paths, restricted areas and power with the venue before doors open.
Plan the sound recording
Speak with the event audio team and confirm what will be available from the mixing desk, how it will be supplied and whether audience questions, videos and remote speakers are included.
A desk feed should not be the only recording. Routing can change, a channel can be muted or a connector can fail. Record essential sound independently where appropriate, keep reference audio on cameras and capture room ambience for applause and atmosphere. Someone should listen through headphones to check that the right audio is being recorded.
Film audience reactions and venue details
For a highlights film, the editor needs footage of the audience as well as the speakers. Film arrivals, signage, venue details, conversations, applause, demonstrations, sponsor activity and reactions from guests.
Plan where those shots can be captured without disrupting guests. At formal or sensitive events, a smaller footprint or longer lens may be more appropriate. The crew should understand how visible they are expected to be and which people or areas must not be filmed.
Backup cameras, audio and power
An important announcement shouldn’t depend on one card, one audio feed or one power source. Prioritise backup recordings for the parts of the event that can’t be repeated.
- Record critical audio to more than one destination.
- Keep a safe master angle through important moments.
- Carry tested batteries, media, cables and adaptors.
- Use mains power where practical with battery protection.
- Check recordings and begin backing up media on site.
Prepare for a fast edit
If content is required that night or the next morning, prepare the edit before the event. Approve music, logos, fonts, durations, aspect ratios and opening or closing graphics. Decide who can approve the cut and what happens if they are unavailable.
Send labelled footage to the editor throughout the event so editing can start before the end of the night. Tell the camera team which moments are priorities and get those recordings to the editor first.
What to include in the event video brief
Send the production team the run sheet, venue plan, deliverables, speaker details, publishing deadlines and examples of the intended style. Flag sensitive moments, sponsor obligations, slide requirements and who is authorised to make decisions on the day.
For travel, access and location checks, see our guide to shooting a video in Sydney.
Our event video production service can cover presentations, conferences, interviews, highlights and rapid-turnaround content. Send us the schedule so we can work out the crew, equipment and editing time required.