Posts Tagged‘event video production’

Event Video Tips: Present Like A Pro

Event video interview screenshot

Speaking on camera can be a nerve-wracking experience for anyone, but you don’t need hours of expensive media training to make a strong impression when the director shouts ‘action!’

Below we look at some simple, practical steps you can take to ensure that when the cameras start rolling you can be confident of giving a good account of yourself and your organisation.

Keep it short. Keep it simple.

Event videos are short, as are people’s attention spans, so don’t try to cram too much in. Most video’s will only run to a couple of minutes in length and may contain several other interviews so you’ll need to deliver all you have to say in around thirty seconds. How many words is that you ask? Not many. Around seventy. The same number as are in this paragraph in fact!

Think about who you’re talking to and what’s in it for them.

If you were a delegate or exhibitor what would be the three things you’d want to know? These are the only things you need to mention. Nothing more. This isn’t a wedding, there’s no need for endless speeches and thank you’s!

Try and relax.

Easier said than done we know, but it is possible to manage those jitters. Ask the crew to stage your piece as an interview. Having someone else to respond to and focus on whilst talking should help make you feel less self-conscious and the conversational tone will also help to give you more authority on camera. Brief your interviewer beforehand on the key messages you want to convey so they can provide suitable prompts and keep you on track once the interview is underway.

It’s also good to remember that this isn’t going out live. You can do multiple takes if necessary so don’t worry about making mistakes!


It may sound obvious but it’s an incredibly effective way of engaging an audience and will immediately make the viewer warm to you. It also sends out a message that you’re confident and in control, exactly the qualities your future attendees want to see. If you’re looking pensive or worried the viewer will start wondering why and very quickly disengage with what you’re saying no matter how fascinating it may be!

Stop slouching!

Open and inviting body language is another very simple way of creating a positive impression in the minds of the viewer, so take a deep breath, relax your shoulders and uncross those arms. Keeping your focus on the interviewer should help loosen you up and will also stop nervous fidgeting and other bad habits from creeping into your performance!

Show some enthusiasm!

There’s nothing wrong with conveying your excitement about the event so don’t worry if you find yourself gesticulating a little as you talk. After all, enthusiasm is contagious!

Still feeling nervous about talking on camera? Let us help put your mind at rest. Contact

Event exhibitor with wearable technology

Delegates vs Exhibitors: the right video messages

Event exhibitor with wearable technologyWhen creating event videos it’s worth remembering that potential delegates and exhibitors will have very different expectations. So it’s important to think about who your video is for and how it can best address their specific requirements. Whilst it’s possible to produce one video that will appeal to both groups you might also consider whether creating two videos, one for each market, would be more effective.

The following guide should help you decide which approach will work best for you and ensure that whoever you’re speaking to, your event video will tell them exactly what they need to know.

Video messaging for delegates

Inspire Me!

Potential delegates are looking to be inspired.

They want to come away from your event feeling re-energised and excited about the future of their industry so it’s vital that you highlight all the opportunities your event presents to learn about new techniques, technologies and working practises.

They’re also going to want to network with the brightest and best in their field so don’t be shy about name-dropping the big key-note speakers, organisations and individuals who will be in attendance.

Location, Location, Location London-Somerset-House

Your location can also be a real draw so don’t overlook this aspect of the decision making process. If you’re London based it’s easy to forget the appeal that a day in the capital can hold for delegates visiting from other parts of the world, particularly if your venue is culturally or historically significant.

A few spectacular shots of the host site in your video can provide the much coveted ‘wow factor’ that your rivals may be lacking.

What’s for lunch?

Finally don’t forget that potential delegates will be looking to enjoy themselves in-between all the learning and networking. Don’t shy away from including some footage of the entertainment and perhaps more importantly the cuisine. It may seem like a minor issue, but no-one is going to turn up their nose at a good lunch (particularly if their organisation will be picking up the bill!).

Video messaging for Exhibitors

Will it pay off?

That’s the first thing potential exhibitors will be asking themselves. Above all they’ll want to speak to the big decision makers in their industry so it’s vital that you establish quite promptly that your event will present them with this opportunity. An organiser statement is a great way of conveying this information.

Keep it short and to the point, hard facts are what is required here, so focus on the numbers and calibre of those attending and avoid the platitudes about ‘exciting times for the industry’!

Anything for an easy life.

Exhibiting can provide no end of logistical headaches for an exhibitor so it’s worth establishing in your video that you’ll do everything in your power to make the process as painless for them as possible. This is one of those cases when you don’t want to just give them your word for it either.

A quick vox-pop with a current exhibitor who can vouch from personal experience that you are a joy to work with will have far more impact.

Haven’t I seen you here before?

One of the most effective ways of proving the value of your events is being able to point to other exhibitors who time after time, year after year, keep coming back for more. Try and identify some ahead of time who would be happy to speak on camera about why they keep attending. Their answers will go a long way to addressing the concerns and queries of those watching and can go a long way towards convincing them to take the plunge and make a booking.

Get in touch with to discuss how Impact Video wil make sure your next event video is effective!


Event Video Producer at work

Event Video Production: Content Objectives explained

Event Video Producer at workVideo content objectives mustn’t be confused with marketing objectives. The latter is what we want to achieve with the video, and the former is making sure we get the footage we need to do it. With content objectives we are getting down to the brass tacks of the shoot; equipment, subjects and scheduling.

Coming up with content objectives isn’t difficult because it simply means taking your brief one step further alongside your production company. If the event video brief is to show how many guests a new auditorium can hold, one of the content objectives will be a wide shot of the auditorium full of people. Another content objective might be an interview with a key figure that explains why the scale of the room is important. A third could be a welcome speech given to guests in the foyer before the event.

There is, however, more than one way to skin a cat, and so prioritising content objectives is very important.

If time is tight we might have to choose between a time-lapse of the auditorium and that interview explaining its significance. Both will satisfy the objective, but which is the priority? Planning an event video is a series of decisions like this. The client who wants everything could end up with nothing if the video team is stretched too thinly.

If it’s more important to show how many people are at the event, maybe we should save that interview with the artistic director for another time, and focus on the welcome speech where we can see the guests in situ? Maybe we won’t know if we have time until the day, but so long as we are prioritised we can make decisions on the day.

Here is a list of prioritised content objectives for the generic event video described above.

  • One close angle on the key speaker throughout their welcome speech, capturing every word.
  • A variety of wide angles on the key speaker, showing the audience engaging with them in the foreground, to be used in a montage.
  • Interview with the artistic director explaining the function of the new auditorium.
  • VIP guests arriving.
  • Exterior footage ascertaining the location, context and time of the event.
  • Guests networking after the speech.

Even this simple list tells us that the priority is the welcome speech. Only once we have this will we look to capture the remaining content objectives. We can also plan use of A and B cameras if necessary with this information.

What’s more, our client will be free to relax and enjoy the event without worrying about directing the video team!

man stepping on chewing gum

5 Common Event Video Mistakes & How to Avoid Them

1. A Poor Briefchewing gum

Without a doubt the most frequent and harmful mistake made in producing event videos is a poor brief. Whether it’s too general or overly ambitious, almost all problems that arise with event videos can be avoided with a well thought out brief that has been discussed in depth with the video agency.

In a brief, clear content objectives are required for the crew on the day, as well as clear marketing objectives for the video itself. See our article on how to write an event video brief for detailed breakdown on what an agency needs to know pre-shoot.

2. Poor Scheduling

Scheduling the shoot relies on clear communication between agency and client, and must be developed together. The agency knows how long things will take from a technical standpoint, but only you know your event schedule, so it’s essential to be realistic.

3. Under Resourcing

Your agency will make sure they have all the necessary resources to capture your content objectives on the day. However, a very common problem is a last minute change of plan where two interviews must take place simultaneously, leaving the camera team under resourced and unable to capture key content. If you know the content objectives will be unpredictable its important to book adequate resources to cover all scenarios. Your agency can advise you on this.

4. Creating for no audience/wrong audience/yourself

It’s important to remember which target audience you are creating the video for. A common mistake is to get so excited about what you think is great about your event that you forget what appeals to your target audience. This is particularly likely if you are trying to emulate a competitor and end up going way off brand.

5. Generic Footage

This mistake is harder to avoid and as much the responsibility of the agency as the client. It’s so easy to fall into cliché shots of champagne pouring and smiling attendees, and to forget what is unique about your event. This is a trap that even experienced event video producers can fall into. Avoid it by really drilling down on what makes your event different, and choose an agency whose portfolio work shows ingenuity.

6. Over Producing

Often we are so proud of the work we’ve put into an event that we forget viewers are not as infatuated as we are. A very common mistake for event videos is that they are too long and try to pack too much in. Length should be agreed before the shoot, however we often find that the client has underestimated how much information they actually wanted to include. At this stage you have to kill your darlings, so to speak, and remember that attention spans are not what the used to be.

Crowd at music event

How To Pick The Right Event Video Agency

crowd2In event video production, long-term relationships will yield countless benefits, not least savings on cost and time. But know that once you begin working with a video producer you commit your brand to their unique interpretation, so it’s incredibly important to pick the right event video agency from the off. Below are some key factors that will help you pick the agency to ride off into the sunset with. Broadly we can separate these factors into pre-meeting and meeting.


Study their previous work and get an idea of their visual style and approach. Even if there is no close equivalent to you in terms of event, if you like their style it’s worth going further.

Practically its important to establish how they work in terms of timelines; how quickly can the video be turned around from shoot to delivery? It’s important to be wary of timelines that sound too good to be true because either they’ll miss them or they’ll deliver a sub par service. At the same time, if your priority is very regular content, there are certain agencies that will go the extra mile to meet that demand.

A good agency will always be thinking long term straightaway, and will bring you opinions about a sustainable video strategy.

Will you have a dedicated point of contact in the agency? Is that the person you are talking to, or are you going to be passed off to someone else and have to re tell the whole story? At Impact we make sure that the first person you deal with will be with you throughout.

This is about as far as you can go without meeting the agency, but it’s certainly not far enough to decide if it can work long term.



Set up a meeting and be prepared to ask a lot of questions. You need to establish a number of qualitative and quantitative points about how this relationship can work. If the agency is worth their salt, they will answer most of your questions without you having to ask them.

Try to see if they understand your business and your needs, both long and short term. Of course it’s your job to communicate what’s most important to you, but are they really listening, do they care? Following on from this, a good agency should be knowledgeable on every stage of video strategy from concept to distribution channels.

Find out if they have ideas even at this early stage. Although a first meeting is primarily about understanding your needs and your business, any good agency will already have a ton of ideas spinning around their heads, so don’t be afraid to ask to hear them. This will help establish if you are on the same page and can work together long term.

At Impact Video we love nothing more than conversations about video, so get in touch for a no-strings chat about your event video goals and find out how we can help. Email 

Notepad, camera, lens, photos, pencil

How To Write An Event Video Brief

planWriting an event video brief is about looking beyond your event. As all efforts in the run up to your event focus on its smooth execution, the planning of an event video is about the story you will be telling after everyone has gone home. When your video production company knows this story in advance, it means a smoother shoot, faster delivery, and more effective video.

Developing this story is easy; you just need to ask yourself a few simple questions that you probably already know the answers to.

(And if you don’t we’ll help you find them)

What’s the Output?

Are we looking at a two-minute video that shows event highlights, or a comprehensive record of everything that happened? This of course means working out who you want to see your video and how you’ll get it on their screens. Identifying and analysing your target audience in detail will help you to define almost everything about the video from this point onwards.

Investors and press may just want to see the highlights of the event, whereas future attendees may want to experience the full event through the video. Both scenarios are creating value, but for different target audiences. Defining the parameters of the video also helps a video production company work out things like what equipment we’ll need, the size of the team and how quickly we can get the video to you after the event. If you want to produce multiple videos that’s great to know at this stage too as we can save you time and money further down the line.

What are the objectives of the video/s?

We simply can’t ask this question enough because every time we do, we discover something new and useful about how the video will take shape. Starting with clear, top level marketing objectives like ‘increase future attendance’ we can drill right down to the raw emotional impact we want to induce in a viewer, like ‘a sudden surge of inspiration’.

By intimately knowing your objectives we learn exactly what we need to capture to satisfy them.

Key Content/Storyline

It might sound obvious but what is the story of the video, and does it differ from the broader story of the live event itself? For example, an event video for a music festival might tell the story of the fans, or the story of the musicians. Depending which, we would set an entirely different set of content objectives for the shoot. Once we know your story we can set out content objectives clearly.

Always list these in order of priority; e.g. keynote speech, audience reactions, sponsor branding. Not only does this help to schedule the shoot, it means the video team can make creative, autonomous decisions on the day while sticking to brief.


Previous Work

If you have produced video work before, yourself or with another company, always include links to this work with explanations of what you liked and didn’t like. This is one of the best ways to illustrate what you are looking for, especially when time is tight. Even sending examples of other people’s work can be incredibly useful.


Why Impact Video?

We have experience producing event videos all across the creative industries, including fashion, theatre, festivals, and not for profits. Our unique sense of style and verve, on top of our ability to communicate brand and tell stories, means our event videos stand out from the crowd.

Get in touch with to discuss your next event’s video production.

Impact Video Production team

Event Video Production: 7 Essential Shooting Tips

Speaker from behind at conferenceEvent video production can be very demanding for videographers. Not least because the initial brief is often very loose: ‘capture the atmosphere’ or ‘film what you find interesting’. The most important thing to remember is; nobody else cares whether you’re getting the shots you need or not. Nine times out of ten you’re there as an add-on, to capture the main event without disrupting anything or anyone. With this in mind we’ve compiled some event video essential shooting tips.

1. Be nice

As anyone in the business will attest to, staying positive and polite will serve you well. If you step on someone’s toes; apologise, keep smiling and keep working. If you get bawled out by someone important, just get on with it – a thick skin is a must. In event video production your job is to blend into the surroundings while being right where the action is, so be gracious at all times. You are much more likely to be granted favours if you keep a smile on your face.

2. Be flexible

You are nowhere near the most important person in the room so be prepared to have your plans and preparations scuppered by last minute changes. The priority is for the event to run smoothly and the videographer should do everything possible to adapt to any on-the-fly requests. Excuses or stubbornness might be justifiable but in the end you will be judged by your final product and how pleasant you are to work with.

3. Be prepared

For anything! Low light, background noise, whatever you have to deal with. Not bringing a versatile kit won’t stand with your client. So find out everything you can about the space beforehand; the light, the ambiance, the run of show. Even if interviews weren’t included in the brief, come prepared with your mic and lights. Be prepared to work autonomously too.

4. Be patient

The biggest pitfall in reactive event video production is shooting too much. When there’s no specific brief the temptation is to get total coverage of the event, but this can result in double or triple the editing time. Consider each shot before you hit record, are you really going to use this angle, or can you get a better one? Editing in your head while shooting is an important skill for event video production.

5. Push the client

Often a client can shy away from capturing a certain moment or scene if they think it’s invasive. It’s your job to encourage them to make it happen. If you can see it will help in the video to get that interview, or get back stage, tell them how important it is. Often they just need a little push, or don’t realise how valuable a certain shot could be to the event video. In this sense you need to lead the client on what is and isn’t worthwhile. Sometimes that means saying no too.

6. Don’t be shy

If you don’t ask you don’t get: as true for event video production as anything. It’s no gig for shrinking violets; when a client asks why a certain shot isn’t in the rushes, the last thing you want is to regret not being more forward.

7. It’s easier to ask forgiveness than permission.   wink


Get in touch with to talk about your next event video production.




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