Dead Ready Productions

+44 (0)208 339 6139

The Ultimate Planning Guide To Filming Your Conference Presentation

When organising videography for your conference, you first need to be clear on the type of video you want to create.

To ensure your video delivers above and beyond, there are some key considerations you should take into account beforehand, which will help your production crew both on the day and during the editing process afterwards.

Providing your production crew with certain information before your event, will ensure they are as prepared as possible for the big day!

In this article, we explain the key considerations you should take as well as the information you should supply to your production crew, in advance of your conference, to ensure you get the most out of your event.

Pre-Event Key Considerations

Confirm Your Objective

It sounds obvious, but knowing exactly what you want to achieve by filming your event is hugely important, and yet often overlooked. Are you looking to record the event for an audience unable to attend on the day?

Provide a recap for those who were in attendance? Or are you looking to create a promotional video to boost sales and marketing for your next event? Just three examples, but all benefitting from a different filming approach.

Create A Filming Schedule

Try to avoid ‘winging it’ on the day and deciding what to film while the event is actually in progress. Working with your video supplier to develop a filming timetable beforehand that corresponds to your event programme will help you to make sure that you’re getting all you need and can highlight any logistical issues – particularly when multiple cameras are involved and more than one type of video is being created.

It’s not unusual for requirements to change on the day and the crew will need to be flexible, but a schedule provides an important starting point.

Consider Combining Videography And Photography

One of the challenges of running an event is having to deal with many different suppliers. Using the same team for both video filming and for stills photography can help with this, saving you time when it comes to briefing people on what you need, and generally simplifying the process.

Of course, you need to be absolutely sure that the team you’re working with has the capability to deliver on both fronts.

Decide How To Use And Distribute Your Video

Many don’t think about this until the video has been created, but it’s worth considering – will it go on your webpage, social media channels, how will you notify people when the video is ready?

Knowing the answers to these questions beforehand can influence the filming approach taken by the crew, and will lower the risk of hold-ups and delays in post-production since the distribution strategy has already been agreed.

Review Previous Experiences

If you’ve worked with video production teams at events before, make the most of this and think about what worked and what you would like to do differently. Focus less on the process but more on the outcome of the video – did it achieve what you wanted it to and why/why not? Refining the process is an important part of ensuring that each video surpasses the one before.

Having provided video and photography services for a wide range of events, both across the UK and Internationally, the team at Dead Ready Productions are no strangers to working with a brief that’s less than fully developed, but we can work with you to ensure the end result exceeds your expectations.

Pre-Event Information To Supply Your Production Crew

Nine times out of ten you will have an audio visual team at the venue operating a sound desk and managing microphones on the stage, in addition to the camera crew. Clean, high quality audio is absolutely essential when filming a conference presentation, so ensuring everyone involved shares their contact details prior to the event is key.

Arranging a pre-conference call between the camera crew and the audio visual team is also the simplest way to ensure that both parties are aware of what’s needed and can communicate with each other without any issues both pre and post the event should they need to.

Agenda And Slide Content

It’s useful for the production crew to know the event agenda in advance as it will allow them to plan the day with maximum efficiency. It’s also helpful to give them as much information as possible about the content of the slides – how intricate and detailed are they; are there animations and/or videos involved? Are they in a format other than PowerPoint? Will the crew be able to get hold of the original PowerPoint files on the day?

The answers to these questions may affect the filming approach. Of course, not every presenter uses slides, so it’s useful to know if that is the case as well.

Number Of Presenters

If there will be more than one speaker talking at a time, or a panel discussion, this will have implications for the number of cameras needed, the positioning of those cameras and the approach to audio recording on the day.

Be sure to confirm the number of presenters prior to the event and update your production team if there are any changes, no matter how last minute, so they can make the necessary alterations to the set up.

Audience Involvement

Everyone loves an interactive presentation, with the exception of an unprepared camera crew! If there’s a great deal of audience involvement and you want to feature this in the video, then you need a minimum of two cameras and you need to consider how audio will be handled.

A roving handheld or boom microphone is the most common solution as this type of microphone is critical to getting clear audio for the video – you just have to make sure there are people in position to move these microphones swiftly to where they are needed.


A common misconception is that the biggest lighting challenge for the camera crew is the amount of available light in a conference venue. In practice, it is usually the contrast between a very bright screen and a dimly lit lectern or podium that causes the biggest challenge.

A regular occurrence at conferences is having a very narrow spotlight on the stage, which in most cases the presenter will promptly step out from under and then deliver the rest of their presentation from the shadows. There are various ways to deal with these issues, so knowing the lighting set up at the venue will allow your production crew to come prepared.

Room Layout

Knowing the layout of the room is very useful, particularly for multi-camera shoots, as it allows different camera positions to be considered. If time permits, a pre-shoot location recce, where the room is set up as it would be on the day, is the best way to do this.

Filming Notices 

Check if any of your presenters have any sensitive or copyright material in their presentations which should not be recorded. It also helps to inform them if you are filming their presentation in full, or simply capturing a few snippets for inclusion in a short promotional film.

Ask anyone who is filmed directly at the event to sign a release form as this will help avoid any issues at a later stage when you come to share and promote your event. Template release forms can be provided by the production company in advance, which you can tailor to your event.

If you are in the process of arranging a conference and you were considering filming the presentations, then we hope these useful tips have been helpful.

If you would like to discuss how Dead Ready Productions could help with filming your event, please feel free to get in touch via the button below or by calling +44 (0)208 339 6139.

Conference Filming: Edited Video vs Live Webcasting

Many of the conferences we film pride themselves on providing trendsetting, up to the minute information, through groundbreaking keynote speeches and presentations.

This content is most valuable at the very moment it’s being delivered, and so often a key requirement for our clients is that video from their events can be posted online and made available for viewing by an outside audience as quickly as possible.

Of course, if immediacy of video delivery is your top priority, nothing can beat live webcasting. In recent months we’ve had a growing number of requests for this approach, whereby presentations are broadcast online as they take place, and can be viewed either by users who have signed up to watch, or a completely unrestricted audience.

While many of our clients are interested in live webcasting, many are unsure how to decide whether to use it instead of traditional edited content.

As is often the case with video production, there’s no right or wrong answer, but here’s a few things to consider that will help you decide which route to go down:

1. Cost

In either case prices can vary siginificantly, but generally speaking live webcasting costs tend to rise more steeply as production values increase.

A single-camera, low-resolution webcast works out relatively cheaply, but as soon as you bring in multiple cameras and HD broadcasting, the additional equipment and personnel required mean the price can rise considerably.

For more complex projects, edited video is usually more cost-effective.

2. Venue Connectivity

If you’re planning a live webcast, you’ll need to make sure the venue where your event is taking place has a strong internet connection, with a very high upload speed. If you plan to broadcast in high definition, this requirement becomes even greater.

A wired connection is preferable to wifi, and it needs to be reliable – a single dropout will effectively ruin your webcast.

3. Your Audience

If your conference caters to a niche audience – is it worth providing a live webcast when the people who would be most interested are already there? An edited video on the other hand enables that audience to re-visit the presentations after the conference has happened.

In addition, it’s worth considering whether providing a live webcast may even discourage people from spending money on attending the event at all.

4. Your Speakers

It’s important to ensure that speakers at the event are comfortable being filmed in any case, but some may feel differently about live webcasting given that there’s no opportunity for them to vet what is broadcast to the world – it’s worth checking with your speakers beforehand to ensure they’re happy with you going down this route.

5. Quality/Style of Video

Although it’s possible to stream a live webcast using multiple high definition cameras, and with added graphics and effects, it cannot match the flexibility afforded by editing after the event. Furthermore, it’s more difficult and costly to achieve the same level of quality.

6. Duration

With a live webcast, you’re broadcasting the entirety of someone’s presentation – and so you’re largely in their hands when it comes to retaining audience engagement and interest.

If they’re a polished speaker then that’s great, but if they make mistakes or go off-track, there’s no opportunity to remove that from the video.

With edited video, you can also condense the presentation down to only the most interesting content and ensure the video is only as long as it needs to be.

7. Urgency

While live webcasting cannot be beaten for speed, how important is it to you to provide footage as it happens? A lot of people don’t realise just how quickly video can be edited after the event as well – there’s no reason why footage filmed in the morning can’t be online and viewable by the afternoon.

As with any type of video production it’s crucially important to consider your budget, your audience, technical requirements and what you’re actually trying to achieve – it sounds simple but it’s worth taking the time to really make sure you’ve thought these through before deciding what route to go down.

If you would like to discuss how Dead Ready Productions could help you to further enjoy the benefits of video for your business, please get in touch via the button below or by calling +44 (0)208 339 6139.

Conference Filming and Editing