How to film a conference
A conference isn't one video shoot — it's ten, in different rooms, with different light and sound each time, and you only get one take at every one of them. Here's what I've learned filming conferences and corporate events across the UK and Europe, from planning the deliverables before you pack a bag to catching testimonials while the energy's still real.
Plan the deliverables before you plan the shoot
Before a single camera goes in the bag, I map out what the client actually needs: a highlights reel for socials, testimonials and interviews with delegates and speakers, a conference explainer or promo for next year's event, and a wrap-up reel to play to delegates during the closing session. Each one needs different shots. Work backwards from the deliverable and you won't miss the footage you need.
Shoot it like it won't happen twice — because it won't
Multi-camera coverage is preferable, though that doesn't mean you need three shooters. I'll leave a wide safety camera at the back of the room recording a keynote speaker, then work the room with a different camera and a selection of lenses.
A good rule to follow: a wide shot for context (speaker and audience), tight shots for connection and reaction, and medium shots for cutaways and audience energy. If I have time, I'll try to get three angles for everything important – wide, medium and tight – which gives enormous flexibility in the edit.
Lighting in conference halls can be challenging. The best light for audience reactions can be found when the lights go up for speaker changes, or when a video is playing and floods the audience's faces with light.
Be careful shooting slide content – sensitive graphs that show up in footage can make a clip unusable, so side angles of speakers are safe options.
How to shoot interviews
Ad-hoc interviews are great, but a managing partner at a conference has their own schedule to keep – if you haven't pre-arranged an interview with an approved list of questions, it's much harder to get them in front of the camera.
Schedule your shoots, send the questions by email in advance, and always ask what they're comfortable with: sitting or standing, looking at the lens, or looking at the interviewer.
I usually shoot with two cameras. The B-cam isn't monitored once I start recording, so it's focus-locked. Shooting with two cameras means you can cut out pauses or retakes and turn a fragmented delivery into a seamless, butter-smooth video. But if your interviewee is delivering marketing-approved content in a second language, a teleprompter can be useful. It reduces stress and retakes, keeps everyone on message and on schedule, and helps overcome language difficulties.
Rode wireless broadcast-quality lav mics always for the interviewees. And for lighting support, my preferred setup is a window plus one fill light. I always pack a Bowens-mount light and a smaller battery-operated light for every event – you can't guarantee a good daylight source, so two movable lights is non-negotiable.
Make friends and introduce yourself
There will often be an AV team and a showrunner – find them, exchange whatsapps and make some new friends.
Get to know the events team and events manager too, and ask what they'd like you to capture, and if there’s anything that's off limits. It helps to let them know you're there to assist, not to get in their way.
Sound is the difference between usable and unusable
Conference halls are brutal for audio: air conditioning, room echo, background chatter. Use wireless mics on speakers, and always try to get the dedicated audio feed from the venue's PA (see AV team).
If there's no time to mic up delegates for testimonials, I use a shotgun mic or a Rode handheld mic.
Grab testimonials while the energy is still there
The best testimonials happen in the coffee break right after the first session of the day, not in a scheduled slot three hours later. Scout a quiet corner in advance, keep the setup quick to deploy, and catch people while their reaction is still genuine.
Be early and be prepared
Always show up half an hour before you're asked to be there – trust me, it pays to be early.
Back up everything you shoot, every day, twice a day, to a solid-state drive. Your SD cards stay with you; your solid state drive stays in your hotel room safe.
When to pack light
If you find yourself on a tour with delegates, unsure if it'll rain, or whether you'll walk 10 minutes or 10 miles, here's the bare bones of what you need: one weather-sealed camera, one zoom lens or a 35mm prime, one wireless Rode mic and receiver, and one monopod. And spare batteries!
Top tips: pack a backup filming device (your phone will suffice), and use Strava to track your route – you can always retrace your steps to get a building or landmark you didn't have time to capture on the tour.
Filming abroad? Build in contingency
International conferences add freight, customs, power standards and venue challenges. It pays to know the filming regulations in the country you're visiting, especially for drones.
Things break, mics fail, baggage gets misplaced. Find out where the nearest camera shops are to your location.
Turn it around, fast or slow?
Some people might say a highlights reel that lands a week after the conference has finished has missed the moment – that's just not true.
These days, delegates and in-house marketing teams operate as content creators at conferences and events; you can't compete with 100 delegates posting phone footage and photos in the days after.
Let that chatter calm down on social media and LinkedIn. Follow up with a professional cinematic highlights reel and it will be worth the wait.
And if you've worked hard to get every speaker and as many engaged delegates as possible into the video, the watch count will be very healthy.
Quick answers
What footage should a conference video package include? A highlights reel, speaker/delegate interviews, testimonials, an explainer for non-attendees, a promo for future events, and a wrap-up reel.
How long should a conference highlights reel be? 60–90 seconds for social media; up to 3 minutes for a website or internal use.
How many cameras do you need to film a conference? A solo shooter can just about get away with one camera and two lenses. Far better to have two cameras and four lenses.
How much should it cost? It depends heavily on the deliverables. Some of my clients have come away with 9 months of content, from booking me to film a 3-day conference.
I've done this for global professional services firms, in the UK and all over Europe, and I'd love to do it for you too. Get in touch and let's talk about your next event.