4 a.m. Wake-up, it's Time for Event Video Production


A life in video production can be an inspired frenzy, but we wouldn't have it any other way!

In order to dedicate expert level team work and talent to every project, we have to plan our days as efficiently as possible, down to the last minute. So we'll take you on a journey way behind the scenes to show you how all the magic happens. Here's a tiny glimpse into a recent 15-hour day of controlled chaos supporting a one-day summit (starting with how we planned ahead.)


The Day Before:

Making a list and checking it twice…

The first thing we do is make a list of everything our team and the client’s team could possibly need for the shoot—so nothing is ever left behind. This list is usually the result of several client discussions. It goes a little something like this:

✓ Assemble gear & equipment   

✓ Charge cameras and batteries

✓ Secure parking via app

✓ Gas up vehicles

✓ Dry run and/or meeting with client on location

✓ Check angles, lighting, and audio and live streaming feeds

✓ Meet venue staff to ask about loading options  

✓ Double-check permits

4 a.m.

Wakey, wakey, eggs and bakey! We typically eat a carbo-nutritious breakfast because no one knows when we’ll be able to eat again.


4:30 a.m.

Get dressed for the day. It’s all black...always. Basic black is the typical uniform of choice. Why? Because it's our job to disappear into the darkness backstage.

5:15 a.m.

Team members arrive at our production studio. We triple check our personal "To Do" and gear lists. Then we load the vehicles and head out. We try to be at the venue to unload by 7 a.m. so we have time to get our bearings straight and set up gear.

6:45 a.m.

Arriving a little early, we unload and begin lugging everything in, while a team member volunteers to grab everyone some much-needed coffee and tea.

7 - 8:30 a.m.

We greet all the staff at the venue, touch base with client, set up cameras, and run cables, audio and video feeds. We then scout the best place for the client's requested breakout sessions and testimonial shoots based on what's available by way of natural lighting (cloudy day or sunny day?) and how we'll need to improvise with the natural light we have.

8:30 - 9:30 a.m.

By this time in the morning, most gear is set up and headphones, walkie talkies are on. We do sound checks on all audio feeds from the venue to our cameras to ensure everything is working properly. Then we have a team meeting to solidify:

  • Who will be working on what camera and at what angle

  • Hand signals to use during the filming when talking is not possible

  • Re-check the schedule of sessions and presentations so the team knows when they need to be where

  • What kind of shots we need— wide angle, tight, medium close, etc...

  • Exposure and color balance each camera so all footage from all cameras match seamlessly

  • Shot list required for B-Roll throughout the day

9:30 - 9:50 a.m.

Finally! A quick break before everything starts.

10- 12:30 p.m.

Our team films the kick-off greeting, keynote speech, and first set of corporate event sessions as they happen. Some members gather B-roll (extra footage) of attendees interacting and milling about, details, skyline, venue shots, etc...

12:30 - 1:20 p.m.

Lunch. We eat some pizza and rest our feet. Being focused on the constant movements, interactions and sounds going on across several event spaces requires a lot of stamina—believe it or not—so this is a chance to re-charge. Some team members get more B-roll footage of the attendees' lunchtime gatherings.

1:20 - 3:40 p.m.

After lunch, we film the remaining sessions, including breakout sessions, interviews and workshops. Then the team continues to film B-roll. We film 5 testimonials with a camera, microphone, and reflectors. It ain't over yet!

3:40 - 5:15 p.m.

Some team members break down gear and pack it away while others continue filming B-roll. We check in with the client before leaving to make sure all "I's" are dotted and "T's" crossed.

Grab the vehicle from the parking garage, lug equipment out to the street, load the vehicle, and prepare to sit in traffic.

5:15 - 6:30 p.m.

TRAFFIC! We hurry up and wait, hurry up and wait. Rinse. Repeat. Arrive and unload gear.

6:30 - 8:00 pm

Now is the time at which we download all the footage from multiple cameras and microphones to make sure it’s safe and secure on computer and computer back ups.

Plan to rest up. Post-production begins bright and early tomorrow. We need to ensure the client makes good use of the event footage while it’s fresh in their audience’s minds.

Last step: check out some of our work, discuss ideas for the edit, and take a breath. It's going to happen all over again next week!

That's our story but we also want to share what this means for our clients.

There are massive amounts of marketing opportunities when producing event videos.

Filming an event doesn't always occur to people but it really should be part of the standard event planning checklist. You are likely to gain your money back ten-fold when you set aside the budget for high-quality event video production.

Here's how: 

  • Video is an extremely effective way of attracting your target audience to an upcoming event. Sharing footage from last season's event along with the feedback of attendees gives prospects a strong and compelling story for why they should attend and what's in it for them.

  • Video cuts through the noise. In a sea of emails and digital invitations, you can tell someone that your event is "THE most important event of the year" but they won't likely believe it's worth the time until they see why.

  • It's a known fact, video in email crushes engagement numbers so if you want to keep your audience engaged while they wait for the big day, short video snippets and teasers could be the answer to a successful marketing nurture campaign

  • Live streaming can turn an event that may have only touched 100 people in one room into a mega-conference via thousands of viewers watching online. Instant scale. Minimal effort.

  • Post event possibilities are endless. Cut sessions into micro moments and pepper video-based tips across your social strategy. Create a suite of customer testimonials. Develop on demand webcasts. Use high value video clips as sales tools. And so on and so forth....

Professionally filming your event will not only produce great marketing materials for your brand, it will capture some positive memories of your company culture.

If you have an event coming up and you need some help producing an event video, please contact us and we can start planning today!