Capture great event videos with proper planning. A pre-event checklist helps you avoid issues, save time, and ensure quality footage. Here’s what you need to focus on:
- Set clear goals: Define the purpose, audience, and platforms for your video. Decide if you’re creating highlights, full coverage, or promotional clips.
- Prepare equipment: Test cameras, audio gear, and lighting. Always pack backups like batteries, memory cards, and microphones.
- Plan the venue setup: Check lighting, sound, and power outlets. Map out camera positions and coordinate with venue staff.
- Organise your team: Assign roles like director, camera operator, and sound engineer. Hold a pre-production meeting to review the shot list and schedule.
- Have backup plans: Be ready for technical issues, team absences, or schedule changes.
8 Step Checklist for Filming (BEFORE You hit Record!)
Set Video Goals and Plan
Having clear goals for your video is essential to guide every decision during production.
Define Video Purpose
The purpose of the video shapes choices around equipment, style, and resources. Whether you’re creating a highlight reel or capturing the entire event, knowing your deliverables is crucial.
"A well-made video can be used to showcase your event and your company in a way never before possible, which is why video marketing is so powerful. Set yourself up for successful event video production by establishing a detailed strategy beforehand." – Charter & Co.
When defining the purpose, think about:
- Main objective: Are you documenting the full event or producing highlights?
- Content focus: Will you feature keynote speeches, audience reactions, or networking moments?
- Video length: Are you aiming for short promotional clips or full event coverage?
- Post-event use: Will the video be for marketing, internal archives, or social media?
Choose Audience and Platforms
Understanding your audience and where the video will be shared helps tailor its style and technical specifications. Keep these factors in mind:
- How it will be viewed: On mobile devices, large screens, or at presentations.
- Platform specifications: Each social media platform has unique requirements.
- Audience preferences: Corporate events may need a polished look, while social gatherings might call for a more dynamic approach.
- Distribution methods: Will the video be embedded on a website, shared on social media, or kept private?
Once you’ve nailed down your audience and platform goals, you’re ready to create a shot list and storyboard to bring your vision to life.
Build Shot List and Storyboard
A well-prepared shot list and storyboard ensure you cover all critical moments while staying creative and organised.
Key Elements for Your Shot List:
- Technical details: Include camera settings, equipment, lens choices, movements, and lighting.
- Important moments: Plan for shots like:
- Opening ceremonies
- Speaker presentations
- Audience reactions
- Closing remarks
- Storytelling visuals: Capture elements like:
- Establishing shots
- Reaction shots
- Transition sequences
- Detail shots
The storyboard works alongside the shot list, offering visual references for the team. It helps identify potential challenges and ensures the final product aligns with the client’s expectations.
Equipment Checklist
Preparing your gear is a crucial step in event video production. Here’s a breakdown of essential equipment and testing procedures to ensure a smooth shoot.
Core Video and Audio Kit
Your main gear should include high-quality tools tailored to the event’s needs:
- Primary cameras: At least two professional-grade cameras to capture multiple angles and serve as backups.
- Lenses: A range of lenses for different scenarios:
- Wide-angle (16-35mm) for establishing shots
- Standard zoom (24-70mm) for general coverage
- Telephoto (70-200mm) for detailed close-ups
- Audio equipment:
- Wireless lavalier microphones for speakers
- Shotgun microphones to capture ambient sound
- An audio recorder for backup sound capture
- Support gear:
- Sturdy tripods with fluid heads
- Monopods for added mobility
- Stabilisation systems for smooth footage
Always have spare equipment on hand to prevent technical issues from derailing your shoot.
Backup Equipment Plan
"Just because your tools worked last time doesn’t guarantee it will work this time, so always take time to pull out all of your gear and put it through its paces a day or two before your shoot." – mhageman, Videomaker
Here’s a guide to essential backup items:
| Equipment Type | Minimum Backup Quantity |
|---|---|
| Camera Batteries | 3-4 per camera |
| Memory Cards | Capacity for 2-3x the event’s duration |
| Audio Batteries | 2 sets per device |
| Portable Hard Drive | Double the total expected footage size |
Pre-Event Equipment Tests
Testing your gear ahead of time is a must. Follow these steps:
1. Camera Systems Check
Run through these checks for each camera:
- Test focus accuracy across different focal lengths.
- Verify recording functionality.
- Format and test memory cards for speed and reliability.
- Check battery performance under expected usage.
2. Audio Equipment Verification
Ensure your audio setup is reliable by:
- Testing wireless microphone range in a similar environment.
- Identifying and addressing any interference issues.
- Checking battery life during continuous use.
- Recording sample audio to confirm quality.
3. Support Equipment Assessment
Make sure all support gear is working properly:
- Inspect tripod stability and smooth movement of the head.
- Test locks and adjustment mechanisms.
- Check all cable connections and adapters.
- Confirm monitor calibration for accurate visuals.
Proper preparation and thorough testing will help you avoid unexpected issues and keep your event production running smoothly.
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Venue Review and Setup
Check Light and Sound Quality
Evaluate the venue’s lighting and acoustics by reviewing both natural and artificial light, as well as any sound-related challenges:
- Windows and skylights: Observe how sunlight moves across the space throughout the day.
- Artificial lighting: Look for flickering lights or inconsistent colour temperatures.
- Acoustic challenges: Pinpoint areas with echoes or external noise issues.
Use a lighting and sound map to outline potential problem areas:
| Area | Lighting Notes | Sound Notes |
|---|---|---|
| Main Hall | Mix of natural and LED light with varying tones | Reverberation due to high ceilings |
| Stage Area | Spotlight angles may need adjustments | Noise from mechanical equipment nearby |
| Reception | Light fades in the late afternoon | Street noise from entrances |
Plan equipment placement carefully to ensure optimal coverage without interfering with the event flow.
Map Camera and Power Locations
Identify power outlets, measure distances, and note backup power options. Plan camera positions to guarantee clear sightlines, avoid obstructing guests, and stay close to power sources.
Coordinate these plans with the venue’s team to ensure smooth execution.
Align with Event Staff
Work with the event staff to confirm early access, technical needs, and emergency protocols. Develop a shared schedule for key activities:
| Time | Activity | Responsible Team |
|---|---|---|
| 07:00 | Equipment load-in | Production crew |
| 08:30 | Lighting setup and testing | Technical team |
| 09:30 | Sound check with venue staff | Audio engineer |
| 10:30 | Final camera position check | Camera operators |
| 11:00 | Event rehearsal | All teams |
Team Planning
Once you’ve sorted out equipment and venue logistics, it’s time to focus on organising your team to ensure everything runs smoothly.
Assign Team Roles
Make sure every team member knows their responsibilities. If you’re working with a smaller crew, some roles might need to be combined. Here’s a quick breakdown of typical roles and their duties:
| Role | Responsibilities |
|---|---|
| Director | Guides the creative vision and directs scenes |
| Camera Operator | Handles filming and framing shots |
| Production Manager | Manages schedules, logistics, and team communication |
| Sound Engineer | Records and monitors audio quality |
| Lighting Technician | Sets up and controls lighting |
| Assistant Camera | Maintains camera gear, adjusts focus, and manages lenses |
Pre-Production Meeting
Schedule a team meeting at least 48 hours before the event. Use this time to go over all the details and make sure everyone is on the same page. Key topics to cover include:
- Equipment needs and who’s responsible for what
- A detailed review of the shot list and timing
- Clear communication protocols during the event
- Access points and setup timelines
- Any special requirements for important moments
After finalising roles and plans, take some time to prepare for potential hiccups.
Backup Plans
Things don’t always go as planned, so having backup strategies is a must. Here are some common challenges and how to handle them:
- Technical Issues: Keep spare batteries, memory cards, and backup cameras on hand. Make sure you have a plan for swapping out equipment without interrupting the event.
- Team Member Absences: Line up pre-approved freelancers as a safety net. Cross-train your team so they can step into critical roles if necessary.
- Schedule Changes: Build extra time into the schedule to handle delays or last-minute adjustments. Focus on capturing the most important moments while staying adaptable.
"There’s no such thing as too much detail and there are no silly questions. Nailing your PPM will avoid any potential headaches from the outset, and getting it right will go a long way towards a smooth production process." – Genero
These backup measures work alongside your earlier planning to cover all bases. Make sure alternative shooting locations are identified, have backup power solutions ready, and stay in touch with event organisers to handle any unexpected changes.
On-Site Setup and Checks
Arrive 3–4 hours before the event to allow enough time for setup and testing.
Camera and Audio Setup
Position cameras as planned and configure the following settings:
| Setting | Recommended Configuration |
|---|---|
| Frame Rate | 25fps (UK standard) |
| Resolution | 4K (3840 x 2160) |
| Colour Profile | Rec.709 or S-Log3 |
| Audio Sample Rate | 48 kHz |
| Bit Depth | 24-bit |
| White Balance | 5600K (daylight) or 3200K (tungsten) |
Set audio gain levels and scan for interference-free frequencies. Keep audio levels between -12dB and -6dB to maintain adequate headroom.
Light and Sound Check
Adjust lighting based on the venue and ambient conditions. Focus on these key aspects:
- Colour Temperature: Match artificial light to natural light sources.
- Light Intensity: Ensure even exposure across all camera angles.
- Shadow Management: Avoid harsh shadows on speakers or performers.
- Audio Zones: Identify areas prone to echo or feedback.
Use acoustic panels to reduce sound reflections. Place microphones and speakers to ensure clear audio coverage while preventing feedback. After confirming lighting and audio, move on to test recordings.
Test Recording
Run test recordings to ensure everything is functioning properly before the event starts.
1. Camera Tests
Record 2–3 minutes from each camera position and check:
- Focus sharpness
- Exposure balance
- Colour accuracy
- Framing and composition
- Memory card performance
2. Audio Tests
Verify audio with these checks:
- Microphone levels for all sources
- Synchronisation between audio and video
- Backup recording systems
- Wireless interference issues
3. System Integration
Test the full production setup:
- Smooth video switching between cameras
- Proper audio mixing across channels
- Redundant recording systems
- Stable power supply
Make any necessary adjustments, secure all equipment, and neatly organise cables. Keep backup gear nearby but hidden from the audience’s view.
Conclusion
Planning ahead is the foundation of successful event video production. It allows your team to focus on creativity without being bogged down by technical hiccups. This checklist serves as a quick summary, highlighting the key areas of technical setup, team organisation, and venue preparation.
"Successful event videos don’t happen by chance. They require planning and an understanding of your goals, audience, and what you want to achieve." – Dangerworks
Smooth event video production rests on three core areas:
Technical Preparation
Thorough testing and a backup plan help avoid technical failures that could ruin your footage. Arriving early gives you time to test systems and make necessary adjustments.
Team Coordination
"Understanding and completing a pre-production checklist means a smoother flow on set, quicker decisions, and less time spent." – Evan Schullery from Tailor Made Media
Venue Management
Evaluate the venue to find the best spots for cameras and power outlets, and ensure effective communication with the event staff.