Conference Videography Contracts and Pricing: What to Include and Consider

June 22, 2023
June 22, 2023 Eugene Kolkey


Have you ever attended a captivating conference and wished you could relive the powerful presentations, engaging discussions, and memorable moments? That’s where professional videography comes into play. Hiring a skilled videographer to capture your live conferences ensures that the essence and impact of your event are preserved for future viewing. However, when it comes to contracting videographers and determining fair pricing, it’s crucial to have well-structured agreements that cover all the necessary aspects. In this article, we will explore the key points to include and consider when hiring a videographer for conferences, ensuring you make informed decisions to create stunning event videos that leave a lasting impression.

Understanding Conference Videography Contracts

A well-drafted contract serves as the foundation for a successful videography collaboration. Let’s delve into the essential components of a conference videography contract.

Scope of Services

To begin, it’s crucial to define the specific services required for your conference videography. Do you want to capture the keynote speeches, panel discussions, audience reactions, or all of the above? Clearly outlining the scope of services ensures that the videographer understands your expectations and can plan accordingly.

Duration and Schedule

The duration and schedule of videography services are vital considerations. Are you looking for coverage during the entire conference or only for specific sessions? By establishing a clear timeline, including setup, event coverage, and breakdown, you can ensure that the videographer is available when needed and can capture all the important moments.

Equipment and Technical Specifications

When it comes to conference videography, having the right equipment is paramount. Specify the type of equipment required, such as cameras, microphones, and lighting, as well as any additional technical needs. This ensures that the videographer comes prepared with the necessary tools to capture high-quality footage.

Rights and Usage

Ownership and usage rights of the recorded conference footage are significant aspects to address in the contract. Consider whether you want exclusive rights to the content or if the videographer can use it for promotional purposes. Clarifying these rights helps avoid any potential disputes down the line.

Payment Terms and Schedule

Discussing the pricing structure upfront is essential for both parties involved. Determine whether you prefer a flat fee or an hourly rate for the videographer’s services. Additionally, establish a clear payment schedule, including any deposit requirements and milestones, to ensure transparency and avoid payment-related issues.

Cancellation and Rescheduling Policies

While we hope for smooth event planning, it’s important to include provisions for unforeseen circumstances. Specify the cancellation and rescheduling policies in the contract, including refund policies and any associated costs. These provisions protect both you and the videographer in case of unexpected changes to the conference.

Factors to Consider for Pricing

Determining fair pricing for conference videography involves considering several crucial factors. Let’s explore these factors to help you make informed decisions when negotiating rates.

Experience and Reputation

The experience and reputation of a videographer can significantly impact the pricing. Experienced videographers with a solid track record of shooting live conferences may charge higher rates due to their expertise. Researching reviews and testimonials from previous clients can provide valuable insights into a videographer’s capabilities and professionalism.

Services and Deliverables

The complexity of the videography services requested plays a role in pricing. Consider the level of intricacy involved, such as multi-camera setups, live streaming, or post-production editing. These additional services may require more time and resources, thus affecting the overall cost.

Equipment and Technical Requirements

The quality and capabilities of the videographer’s equipment are crucial aspects to consider. Higher-end equipment often results in superior video quality, but it may come at a higher cost. Additionally, certain conferences may require specialized gear or additional crew members, impacting the pricing accordingly.

Travel and Accommodation

If your conference is held at a location that requires the videographer to travel, it’s important to discuss the associated expenses. Travel costs and accommodation may need to be factored into the pricing, depending on the distance and duration of the event. Clear communication regarding these arrangements avoids any surprises later on.

Additional Services and Add-Ons

Consider whether you require any additional services or add-ons to enhance your conference video. For example, drone footage, on-site editing, or same-day highlight reels can elevate the overall production value. These services may be priced separately or bundled into the overall package, depending on the videographer’s offerings.

Market Rates and Industry Standards

Researching the current market rates for conference videography services is essential for negotiating fair pricing. Factors such as geographical location, demand, and videographer availability can influence rates. Consulting industry resources, professional associations, or fellow event organizers can provide valuable insights into typical pricing ranges, ensuring you stay within reasonable market standards.


Hiring a professional videographer to capture your live conferences is an investment that yields valuable returns. By understanding the key points to include in a conference videography contract and considering the various factors that influence pricing, you can ensure a successful collaboration that results in stunning event videos. Remember to review the contract with legal counsel before signing to protect the interests of both parties involved. With a well-structured contract and fair pricing, you’ll be on your way to preserving the magic of your conferences and sharing them with a wider audience.

Eugene Kolkey

Eugene Kolkey is a digital media managing director and founder of DreamStone Video LLC, a Los Angeles-based content creation company. With a Cinema and Television Arts degree, he delivers premium digital media services to a diverse clientele, emphasizing customer satisfaction, communication, and collaboration. His specialties include brand strategy, lead generation, customer testimonials, and internal communication. With over 15 years of experience in digital media management and an MBA from USC Marshall, Eugene & Team produce compelling videos that improve brand awareness and generate positive ROI of up to 600%.