Video recording events

Video Recording for Meetings and Conferences

Just as you would plan your venue, menus, networking or dine arounds, planning your video recording is an important aspect of your event to plan and think about as you capture parts of your event or the sessions within your event program.

Video recording is becoming a very common event element. It allows you to archive the event and showcase your event by creating a highlight video or promo video for future marketing promotions. Of course, it provides an option for reaching individuals that are unable to attend by posting a link to a session or presentation on your website. What could you do if you have a remote audience that your message needs to reach? One solution could be to use live streaming, which allows the audience to log in with their personal devices in another part of the world and view your event in real time.

Preparing for Quality Video Recording Results

To get the best outcome for your recording, here are some things you want to consider:

  • Attire
  • Lighting
  • Audio
  • Define what you what recorded
  • Goal & use of the final product
  • Video formats

Video Recording Details

What to wear or what to advise your presenters to wear may impact the final look of your recording. Having a place to connect the microphone, such as their shirt or a collar rather than a scarf or a v-neck top, is a key detail. If you are using black drape for your backdrop, you may want to suggest colors other than black for dresses or suits. Using lighting will also help with this by creating dimension.

If you are recording your event, you will need stage lighting to brighten the stage and presenter faces so they can be visible for video recording. To achieve the best lighting look on stage, add backlighting that surrounds the sides and back of the person or group of people on stage to frame them. This creates a more defined look and will reduce shadows behind the person, while also adding more depth.

Having a clear audio feed will ensure high-quality audio output. Plan for rehearsal and sound check time with presenters to have the correct audio levels set for the camera. Microphone placement is an important detail. For example, you may have a panel discussion where panelists may use wireless lavalier (lapel) microphones, pass a wireless handheld, or have their own tabletop microphone. Proper placement of a lavalier and guidance on where to hold the handheld mic will result in a higher quality output. Your audio technician will assist with appropriate placement for maximum input.

Room noise from air handlers and other building mechanics are factors that can affect the final video product. This is something you may be able to work with your venue manager on to make adjustments to their systems.

Capturing applause and editing it in at appropriate points on your final product will enhance your video and show the energy experienced during the live event.

Knowing what you are recording and what you want to be recorded is a significant detail in the planning process. Does your recording need to be of the speaker or what is on stage only, or should it include presentations and videos that are on screen? A camera can be set to one look to capture the whole stage, though this does not give you the same variety that having a camera operator to pan or zoom in on a speaker will. Having two cameras allows for smooth transitions between shots. For example, if someone is being introduced and walking on stage, one camera could do a wide shot while the other is doing a zoom in, so you are not only capturing the walk across the stage.

A recording that includes presentations or videos that are displayed on the screen for the live audience, mixed with live shots of what is going on in the room is called a switched feed. This is often used for training or education videos on a website.

In addition to knowing what you want to capture during your event, knowing what you are doing with the recorded file following your event is key. Knowing that ahead of time will help determine the format you need your production partner to provide.

Is your recording for archival purposes only? Are you posting on your website, or a video sharing site like YouTube immediately following the event or session? Will you be using it to create an inspiring highlight video to attract attendees to future events? Whatever your goal or purpose may be, having thought through the considerations above will allow your production team to capture ideal views and content to fit your needs.

Discover how CLE Productions Video Services can capture your next event.