Guide to Hiring a Videographer or Video Production Company for a Live Conference/Convention

June 22, 2023
June 22, 2023 Eugene Kolkey

Planning a live conference or convention requires meticulous attention to detail. One crucial aspect that can greatly enhance the event is hiring a skilled videographer or video production company to capture the essence and highlights of the gathering. In this guide, we will walk you through the key factors to consider when hiring a videographer or video production company for your live conference or convention. By keeping these factors in mind, you can make an informed decision and ensure a successful video recording that meets your objectives and exceeds your expectations.

Coverage Duration and Conference Duration

The first step in hiring a videographer or video production company is to determine the coverage duration needed per day for the conference. Will you require coverage for the entire day, or are there specific sessions or events that should be prioritized? Understanding the coverage duration helps in planning the logistics and budgeting appropriately.

Additionally, consider the overall duration of the conference. Is it a two-day or three-day event? This information will help you align the videographer’s schedule and ensure they are available for the entire duration of the conference.

Number of Videographers

The number of videographers required depends on the complexity and scale of the event. Consider the desired camera angles, including close-ups, wide shots, and reaction shots. Think about any specific requirements you may have, such as capturing audience reactions or showcasing the ambiance of the venue.

Furthermore, discuss whether editing will be needed and if you would like a promotional video highlighting the conference’s best moments or complete footage of guest speakers for archival purposes or online sharing with attendees who couldn’t attend live. This will influence the number of videographers needed to ensure comprehensive coverage of the event.

Audio Considerations

Capturing high-quality audio is essential for any live conference or convention video. Determine how the audio will be captured, whether it’s through an audio mixer or a dedicated sound technician. Assess the need for a sound person who can monitor and adjust audio levels, ensuring clear and crisp sound throughout the recording.

Be aware of potential issues related to inexperienced audio technicians that may affect the recording quality. Ensure that the videographer or video production company you hire has a team or access to professionals with expertise in audio capture to guarantee excellent sound quality.

Lighting Requirements

Lighting plays a crucial role in creating visually appealing and professional-looking videos. Assess the lighting conditions at the venue and consider any limitations or challenges that may arise. Inadequate lighting can result in overexposed or underexposed speakers or variations in lighting levels across the stage, affecting the overall video quality.

Collaborating with the venue’s lighting technician beforehand can help ensure proper lighting levels for filming. By coordinating with the lighting team, you can optimize the visual aesthetics of the recorded footage and create a visually stunning end product.

Projection Screens and Presentations

Evaluate the use of projection screens during the conference and how they may impact the filming process. Consider potential issues, such as washed-out or overly bright projection screens, which can disrupt the overall visual experience.

To mitigate these challenges, discuss potential solutions with the videographer or video production company. Adjusting camera angles, using close-ups of speakers, or incorporating edited JPEG images of PowerPoint slides during post-production can help maintain the visual coherence and clarity of the recorded footage.

Equipment and Technical Expertise

When hiring a videographer or video production company, it is crucial to inquire about their equipment inventory and technical capabilities. Ensure they have professional-grade cameras, audio recording equipment, lighting gear, and any other necessary tools to capture high-quality footage.

Verify their experience and expertise in handling the specific requirements of live conference or convention videography. A skilled videographer will be adept at navigating the complexities of a live event, managing multiple cameras, capturing dynamic shots, and adapting to unforeseen circumstances seamlessly.

Portfolio and References

To gauge the videographer’s or video production company’s professionalism and reliability, request a portfolio or demo reel showcasing their previous work. Take the time to review their style and approach to determine if it aligns with your conference’s vision and objectives.

Additionally, ask for references or testimonials from past clients. Hearing about their experiences working with the videographer or video production company can provide valuable insights into their work ethic, ability to meet deadlines, and overall client satisfaction.

Contract and Pricing

To ensure clarity and avoid misunderstandings, it is essential to define the scope of work and deliverables in a written contract or agreement. Clearly outline the expectations, including the coverage duration, number of videographers, and any specific requirements.

Discuss pricing and payment terms, taking into account any additional costs for extra services or equipment. Confirm the rights to the footage and any usage restrictions, such as sharing on social media or distributing to attendees. Having a well-defined contract safeguards both parties and establishes a foundation for a successful working relationship.

Communication and Collaboration

Effective communication and collaboration are paramount when working with a videographer or video production company for your live conference or convention. Evaluate their communication skills and responsiveness, ensuring they are open to collaborating with your team and other event vendors, such as the AV team or event coordinators.

Discuss the workflow, timeline, and coordination logistics to ensure a smooth and seamless filming experience. Maintaining open lines of communication and fostering a collaborative environment will help create a harmonious working relationship and achieve the desired outcomes.

Post-Production Services and Deliverables

Inquire about the post-production services offered by the videographer or video production company. Understand the extent of their video editing capabilities, including color grading and audio enhancement. This ensures that the final product is polished and professional-looking.

Discuss the expected turnaround time for the edited footage and the format in which it will be delivered. Whether it’s digital files, DVDs, or online platforms, clarify the deliverables to align with your post-event plans. Additionally, inquire about any additional post-production fees or options for customization, such as adding graphics, captions, or subtitles.

By considering these factors when hiring a videographer or video production company for your live conference or convention, you can make well-informed decisions that result in a successful video recording. A skilled videographer will capture the essence of your event, meeting your objectives, and delivering high-quality footage that you can cherish and share with your attendees.

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%.