Effective Communication and Collaboration in Conference Videography: Ensuring a Smooth Process

June 22, 2023
June 22, 2023 Eugene Kolkey


Imagine organizing a live conference where every moment is perfectly captured and immortalized in a stunning video. Effective communication and collaboration play a crucial role in achieving this goal. As an event planner, you have the power to ensure a seamless process that leads to outstanding conference videography. In this article, we will explore the key aspects of communication and collaboration that contribute to producing the best conference video. Get ready to discover practical tips, real-life examples, and valuable insights that will take your event planning skills to the next level.

Preparing for the Conference

Understanding the Event Vision and Requirements

To lay the foundation for exceptional conference videography, it’s important to understand the event vision and requirements. Communicate thoroughly with your videographer to ensure a clear understanding of your goals, themes, and desired outcomes. By scheduling pre-conference meetings and asking detailed questions, you can align the videographer’s approach with your expectations. For example, if your conference focuses on empowering women in leadership, you can discuss specific moments or panel discussions you want to capture to highlight that theme.

Establishing a Communication Plan

A well-defined communication plan is the backbone of effective collaboration in conference videography. Develop a comprehensive plan that ensures clear and consistent communication throughout the event planning process. Determine the preferred communication channels, such as email, phone calls, or video conferences, and establish a timeline for regular updates and progress reports. By having open lines of communication, you and your videographer can address any concerns or changes promptly, ensuring a smooth videography experience.

Conducting Site Visits and Technical Rehearsals

One of the challenges of conference videography is working in an unfamiliar venue. To overcome this, schedule site visits with your videographer to familiarize yourselves with the surroundings and identify potential challenges. By doing so, you can plan ahead and ensure that the videography equipment, lighting, and audio setups are optimized for the venue. Additionally, conduct technical rehearsals to test the equipment and anticipate any potential issues. This allows you to make necessary adjustments and ensure a flawless videography experience during the conference.

Collaborating with Event Team Members

Coordinating with Speakers and Presenters

Speakers and presenters are the heart and soul of any conference. Collaborate with them to capture their key moments effectively. Engage in open communication to understand their preferences, such as specific angles or shots they would like to include in the video. By establishing a rapport, you can create a comfortable environment that allows speakers and presenters to shine on camera. For example, if you have a keynote speaker with an impactful message, discuss with the videographer how best to capture their stage presence and deliver their powerful words to the audience through video.

Collaborating with the Production Team

A successful conference video requires seamless collaboration with the production team. Coordinate with them to ensure that the videography seamlessly integrates into the overall production. Communicate about camera positions, transitions, and audio/video cues to create a cohesive experience for attendees and viewers of the video. For example, if there are panel discussions, communicate the desired camera angles and capture close-ups of the panelists as they engage in meaningful discussions.

Establishing Clear Communication Channels

During the conference, clear communication channels are crucial for effective coordination. Implement wireless headsets or radios to establish real-time communication between you, the videographer, and the event team. Designate a dedicated communication point person who can relay information and coordinate tasks. This ensures that everyone is informed and aligned, maximizing efficiency and minimizing miscommunication. For example, if a last-minute change in the

schedule occurs, having clear communication channels allows you to quickly inform the videographer and adjust the videography plan accordingly.

Ensuring Smooth Communication During the Conference

Adapting to Changing Conditions

Live conferences are dynamic events where changes can occur unexpectedly. It’s important to remain flexible and adaptable. Communicate and coordinate with your videographer to adjust camera positions, lighting setups, or other videography requirements based on the changing conditions. By doing so, you can capture the best moments without disruptions. For example, if there’s a sudden change in the session order, communicate with the videographer to ensure they are ready to capture the newly rearranged sessions seamlessly.

Documenting Key Moments and Feedback

To enhance your future conference videography endeavors, document key moments and gather feedback from event team members, speakers, and participants. Capturing the highlights throughout the conference allows you to create compelling video content that showcases the impactful moments. Additionally, conducting post-conference debriefing sessions provides an opportunity to discuss successes and areas for improvement. By gathering feedback, you can refine your videography approach and ensure continuous growth. For example, ask for feedback from event team members and speakers on the quality of the video coverage and how it aligned with their expectations.


Effective communication and collaboration are the keys to producing the best conference video. By understanding the event vision and requirements, establishing a communication plan, collaborating with event team members, and ensuring smooth communication during the conference, you can create a seamless videography experience that captures the essence of your live conference. Remember to adapt to changing conditions and document key moments and feedback to continually improve your videography services. Embrace the power of communication and collaboration, and watch your conference video come to life, showcasing the incredible moments and impactful messages that your event has to offer.

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%.