How to film a corporate event or conference
I've filmed events and conferences across the UK and in across Europe – Budapest, Barcelona, Vienna, Zurich to name a few. And the same lesson comes up every time: a conference isn't one video in one location, it's 10 video shoots in multiple locations, all with different sound and lighting, and you only get one shot at them.
Here's what I've learned about getting it right.
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 angle coverage is preferable – that doesn’t mean you need three shooters. I will leave a wide safety camera recording a keynote speaker, and then work the room with a different camera and a selection of lenses.
A good rule to follow is: get a wide shot for context (speaker and audience), tight shots for connection and reaction, and medium shots for cutaways and audience energy. Audiences skip past static, single-angle conference footage — cutting between angles creates movement, and that is what makes a highlights reel watchable. If I have time I will try get three angles for everything important, wide, medium and tight – that gives enormous flexibility in the edit.
Lighting in conference halls can be challenging. The best continuous lighting for audience shots is when the lights go up for speaker changes, and when a video is playing, flooding the audiences’ faces with light.
For speakers, their background slides can ruin a shot, so side angles are often preferable. And sometimes your client will not want presentation data or graphs appearing in the video – worth keeping in mind.
How to shoot interviews
Ad-hoc interviews are great. But a managing partner at a conference has their own schedule to keep, and 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. Book your with them, send the questions by email in advance, and always ask what they are comfortable with, sitting or standing, looking at the lens, or looking at the interviewer.
For interviews, I shoot with two cameras, the b-cam is not monitored once I start recording, so it is focus-locked. I use Rode wireless broadcast-quality lav mics. And for lighting support, my minimum lighting would be daylight via a window and one wired fill light. I always take one powerful bowens mount light, and a portable battery operated light to every event. You can’t guarantee a good daylight lighting source, so two movable light sources is non-negotiable.
When it comes to scripted content, teleprompters are often called for. But keep in mind that they can reduce engagement and connection with between the interviewee and the audience, especially if the person delivering the lines sounds like they are reading a passage of text from a book. Having two cameras means you can cut out any pauses or re-takes and turn a fragmented delivery to camera into a seamless butter-smooth video.
But, and it is a big ‘but’… if your interviewee is delivering marketing-approved content in a second language, the teleprompter can turn out to be your best friend. It can reduce stress, reduce re-takes, keeping everyone on message, on schedule, and assist with overcoming any language difficulties.
Make friends and introduce yourself
There will often be an AV team who can hook you up with crisp audio – find them, make friends, and film them setting up / working for the highlights reel.
Always identify and befriend the show runner and find out if they are also film recording the event speakers – if so, you have your wide shots of the speakers in the can! Your focus is then on medium and tight shots, and the audience. Get some wide shots anyway – sometimes, you don’t always get the footage you’ve been promised!
Get to know the events team and ask them what they’d like you to capture, and anything that is off limits. It helps to let the events team know you are there to help, not to get in the way.
Each venue will have its own events manager. These people are usually very kind and can help you store kit, find toilets, park safely and show you the best spots to set up, find a glass of water, a sandwich, some duct tape or a cable extension – life savers!!
Sound is the difference between usable and unusable
Conference halls are brutal for audio: air conditioning, room echo, background chatter. Wireless mics on speakers and a get hold of the dedicated feed from the venue's PA, always.
If there’s not time to mic up delegates for testimonials, I use a shot gun mic or a Rode handheld mic. Delegates much prefer a hand held mic, in my experience.
Grab interviews and testimonials while the energy’s still there
The best testimonials happen in the coffee break right after a the first session of each day, not in a scheduled slot three hours later. Have a quiet corner scouted in advance, keep the setup quick to deploy, and catch people while their reaction is still genuine.
Be early and back up
Always show up half an hour before you are asked to be there. Trust me, it pays to be early.
Back up everything you shoot, every day, twice a day, to a rock solid Solid-state drive. Your cards stay with you and your kit, your SSD stays in your hotel room safe.
When to pack light
If you find yourself on a city tour with delegates, unsure if it’s going to rain, or if you will have to walk for 10 minutes or 10 miles, here’s what you need. One weather sealed camera, one zoom lens or a 35mm prime lens. One wireless rode mic and receiver. One monopod.
TOP TIPS: pack a back up recording device, your phone or a DJI Osmo. Strava your route – you can always retrace your steps and come back to get the building or landmark if you don’t have time on the tour.
Filming abroad? Build in contingency
International conferences add freight, customs, power standards, and venue challenges. Be prepared! For example, it pays to know the regulations on filming in the country you are going to – especially when working with drones.
Top top: FInd out where the nearest camera shops are to your location. Things break, mics fail, baggage gets misplaced.
Power tip: I always pack a UK six-point cable extention. So with one UK to EU plug adapter, I can plug in up to six items that have UK plugs. When flying – batteries go in hand luggage. Media, hard drives and laptop never leave your field of vision.
Turn it around, fast or slow?
A client might say that a highlights reel that lands a week later has missed the moment – that’s just not true. These days, delegates and marketing teams operate as content creators at conferences and events. You can’t compete with 100 delegates posting their phone footage and conference photos in the days after the conference. Let that chatter calm down on social media and LinkedIn.
Follow up with a polished, cinematic highlights reel, that’s worth the wait. If it is on brand and on brief, and published a week or two after conference, it can provide the marketing push with a second bounce – maybe even a turbo charge. And if you’ve worked hard to get every speaker, and as many engaged delegates in the video as possible, the watch count will be very healthy.
Quick answers
What footage should a conference video package include? A highlights reel, speaker and delegate interviews, testimonials, an explainer for non-attendees, a promo for future events, and a wrap-up reel. I always tell my clients to take advantage of geography – when’s the next time you are going to get that exec who lives on another continent in front of the camera?
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 get a way with one camera and two lenses. Far better to have two cameras, with three or four lenses.
How much should it cost? It very much depends on the deliverables. Some of my clients have come away with 9 months of content in the bag, from booking me to video 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.