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Event videos have a multitude of purposes and, according to how they are used, they also need to be carefully planned.

Any event organiser will tell you that events require a lot of time, careful planning and meticulous attention to detail. Every aspect needs to be considered, a lot of decisions need to be made and then there’s the budget to keep in mind.

Event videos need to be treated just as carefully as the food or the entertainment at an event.

This means thinking about it ahead of time, rather than it being an after-thought (which is the case, more often than not).

So what do you, event organiser, need to consider when it comes to event videos?

The purpose

First of all you need to decide what the video will be used for:

  • To drive ticket sales and promote the event?
  • To start off the event with a bang and excite attendees?
  • To capture the essence of the event and use for future promotions?
  • To live stream presentations?
  • To create educational tools for members, attendees or people who missed out?
  • Or simply to create engaging pieces of content for sharing?

You can choose more than one, but you need to clearly define a purpose for the video/s, otherwise you’re just wasting money and time.

Research

Make sure you do your research on video production companies to get the best value for money. Take into consideration their portfolio, client base, costs and how accommodating they are to your budget. Compare two or three companies and their rates and see what they can do for you.

Objectives and event details

Clearly define the objectives of the event and event videos.

Consider the audiences you want to reach and the platforms you want to publish the videos on (your video production company can help you with this).

Go through the event run sheet and identify important presentations, people, entertainment or installations that need to be captured on video. Make a list of everything you want included and anything that can’t be filmed.

Think about the possibility of conducting interviews or vox-pops before, during or after the event. Would any special person’s opinion be of interest to your audience? If so, come up with a list of questions and organise a time for the interview to occur.

Collate all of the above information and pass it on to your video production team and discuss it with them.

This will allow them (and you) to properly prepare for all aspects of the day and make sure it goes off without a hitch.

 

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