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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.

Celebrating World Photography Day By Showcasing The Photography Skills Of Our Team

In celebration of #worldphotographyday on 19th August, we take a look at some of the stunning photographs that a selection of our talented team have personally taken.

Whether on their travels abroad, whilst exploring local landscapes or experimenting with household items, the team at Dead Ready Productions are multi-talented and are always looking to hone their skills. We asked them to provide their favourite photographs and explain the background to each.

The Dead Ready Gallery


Emerald Lake, Canadian Rockies

Creative Director, Chris Tongue, was on holiday at Emerald Lake in the Canadian Rockies when British Columbia was hit by an unusually high number of forest fires. Chris comments:

“The smog messed with the colour spectrum creating a unusual light quality, but I had arrived at the lake early in the morning on a particularly still day and was able to get this almost symmetrical composition.”

Sunwapta Falls, Jasper National Park, Canada

Taken by Creative Director, Chris Tongue, whilst on holiday in Canada, this is a classic Instagram vs reality shot. Chris comments:

“I was surrounded by photographers as I took this photo, but you would never know as I had ducked off the bridge where all the tourists walk past and scaled the ravine. I managed to find the prime spot for the perfect front-on composition.”

Barr Cream Soda Can

Project Manager, Emily Sowerby, was inspired to take this striking image whilst working as a studio photographer. Emily comments:

“I was feeling rather creative and got the urge to experiment with food photography using items from the office fridge. Using my Nikon D7000 and Bowens Lighting Kit, my aim was to use soft pastel colours, like candy floss that you see at a fairground, and a soft aperture to create this ‘pop art’ style.”

Milk Bottle & Straw

Turning mundane items into art is something Project Manager, Emily Sowerby, was inspired to do with this milk bottle and straw. Emily comments:

“Using my Nikon D7000 and Bowens lighting kit, I wanted to experiment with food photography by using soft pastel colours and a soft aperture. I wanted to create a visually striking image from something that might otherwise be ignored. Displayed in our coffee area alongside my Barr Cream Soda Can photo, they bring a playful, fun vibe to the office.”

Painshill, Surrey

This was the first photo taken by Nick Thornthwaite, Head of Live Action, as he explored Painshill in Surrey. Nick comments:

“There are so many viewpoints around the park, but it was Autumn so all the leaves had started changing colour. I particularly loved the way the branches framed the hillside in this view, so I used my Canon 6D and a 24-105 f4 Canon lens to capture the moment.”

Stag, Richmond Park

Using his Canon 6D with a Tamron 70-200 2.8 lens, Head of Live Action, Nick Thornthwaite, visited Richmond Park during rutting season to take this photo. He comments:

“Rutting season is when the stags tend to get a lot more active which often results in them wearing foliage on their horns. The sun had just started setting when I arrived at the park and it gave the whole area a stunning golden glow.”

The photographs adorn the walls of the Dead Ready Productions office in Surbiton, showcasing the skills of the team and creating a bright, colourful and inspirational working environment.

Have You Considered Supporting Your Video Production With Stylish Photography?


In addition to video, animation and graphic design services to help businesses promote their services or products, there are three specific types of photography that Dead Ready Productions provide, all of which can take your video production to the next level. These include:

Event Photography

Our photographers thrive at exciting and dynamic occasions, capturing moments of magic that emphasise the success of your events. Integrate photography with our video services to save time on briefing multiple crews and maximise cost-effectiveness.

Lifestyle Photography

Tell your brand story by adding context to your products with a lifestyle shoot. Our photographers delight in working with clients to devise innovative and exciting contexts that emphasise the benefits you can bring to your customers.

Studio Photography

In the studio, you have complete control of all elements that create a perfect photograph. Whether you’re shooting a product or a portrait, we ensure that your subject is captured with poise and energy that influences your audience.


If you have a video brief that would benefit from still photography, or you would like to find out more about the services Dead Ready Productions can offer your business, simply get in touch via the button below or by calling +44 (0)208 339 6139.

World Photography Day

Combining Your Event Filming With Event Photography To Maximise ROI

Running a big event such as a conference, launch party or awards show is obviously a lot of work involving a lot of organisation and liaising with a plethora of people.

Commissioning a multimedia agency such as Dead Ready Productions to handle both your event filming and your stills photography can help for numerous reasons – the most significant being time efficiency and cost saving that will both improve your ROI.

Most production companies offer a discount for combi-packages like this, as the camera team are able to assist each other whilst shooting and in some cases share equipment and associated costs.

It also brings the benefit of providing you with a single production coordinator, saving you time by avoiding multiple briefings to different parties. Further cost savings can be applied due to the way that recent camera technology is bringing these related disciplines ever closer together.

To shoot a modern event video it’s often appropriate to use the same DSLR camera that still photographers use. This is due to it’s discreet, lightweight handling and incredible performance in low light.

It’s taken a while to convince clients that these cameras are up to the job, but with DSLR cameras now being used to shoot popular TV shows like House MD, the results speak for themselves.

This overlap in functionality means that the more highly skilled camera operators can now multitask – even to the extent of performing both the role of photographer AND videographer on one shoot.

Naturally, this results in less coverage than assigning a dedicated operator to each role, but if budgets are tight, clients have the option of paying for one person to deliver both pro stills and video.

At Dead Ready Productions, we advise that it’s usually best to give an operator one specialty to focus on, in order to concentrate on delivering excellent stills or video without the distraction of switching hats.

However, even if your event requirements are for a crew of twenty photographers and swarms of videographers, you can realistically expect a 10-15% discount by coordinating both teams through the one production agency – and that’s likely to make a significant saving on your bottom line without compromising a single shot!

If you would like to find out more about the video, animation, photography and graphic design services Dead Ready Productions can offer your business, please feel free to get in touch via the button below or by calling +44 (0)208 339 6139.

Photography and Event Filming