10 Things to Prepare Before Filming Your Conference

Why This Checklist Matters

After 50+ conferences filmed, I know one thing for certain: preparation accounts for 80% of the result. The best event videos don't come from improvisation - they come from thorough planning. Here's my complete checklist.

1. Venue Technical Details

Before the event, find out: What's the lighting like in the main hall? Where are the power outlets? Is there a balcony or gallery for overhead shots? What's the acoustics like? These things affect video quality more than an expensive camera.

2. Event Schedule & Run-Down

I need the exact timeline. When does the keynote start? When are breaks? When's networking? I need to know the key moments in advance so I don't miss them.

3. Filming Permissions

Venue, organiser, sponsors - everyone needs to know filming is happening. You need written consent from the venue and informed attendees. GDPR is real.

4. Audio Setup

70% of video quality is sound. Will speakers have mics? Can we get audio from the mixing desk? Or do we need our own wireless mics? This needs to be sorted at least 1 week before.

5. Branding Assets

Logo in vector format, brand colours, fonts. I need these for lower thirds, intro/outro screens. The sooner I get them, the faster I deliver.

6. Interview List

Who do you want in interviews? CEO? Keynote speakers? Attendees? Prepare a list + rough questions. This is how we get authentic, useful responses.

7. Backup Plan

What if the power goes out? What if the keynote speaker cancels? What if it rains and the garden party moves indoors? Having a backup plan eliminates chaos.

8. Deliverables Definition

What exactly do you want? Highlight video? Interviews? Full-length recording? Instagram stories? YouTube version? Defining deliverables upfront saves time and money in post-production.

9. B-Roll Opportunities

B-roll is the footage that gives your video atmosphere: food details, handshakes, arrivals, branding on walls. Tell me what's visually interesting about your event so I can capture it.

10. Post-Event Debrief

After the event, a short call: What worked? What could be better? Which moments stood out? This improves every future project.

Planning an event? Book a strategy call and let's plan it together →