One of the best ways for event planners to add value for their clients is to offer them the option of creating a video to capture event highlights. My company has arranged DVDs and videos for a number of our corporate clients and we recently recently shot another one. Based on these experiences, here are some best practices to keep in mind:
Get quotes from at least 3 suppliers and review samples of their work.
It may be surprising but there can be quite a range in what videographers charge.
Don't let a low budget stop you from considering the possibility of videos.
There are many film and televisions students who need projects for courses and to build their portfolios. For small team building events, event organizers or participants can capture footage on their digital cameras.
Remember to get all required copyright transfers and permission to use releases from the videographer, venue releases and model releases from anyone who will appear in the video.
If required in your jurisdiction, model releases should be a standard inclusion on event registration forms.
For best results, use 2 cameras.
One should capture the master shots and the other can be used for audience reactions and close-ups.
Clarify event details with the client.
For example, if the client plans to turn off the lights during show a slide show, it will be necessary to set up lights so that speakers and the head table are visible.
For complex videos and DVDs, create a storyboard to guide the videographer and provide a clear idea of what shots to capture.
For simpler videos, provide a detailed agenda with the correct spelling of all key players for sub-titles and captions.
- Put the cameras on risers and provide tables for mixers.
Do set-up, sound and video checks a few hours before the event.
Ensure that everything works, check all mikes and ensure that they feed through clearly to the videographer's mixer.
If the presenters or speakers are inexperienced, do a rehearsal after set-up.
If they are highly inexperienced or nervous about the camera, you will want to do a mini-presentation skills workshop that includes video familiarization exercises conducted by an acting coach in advance.
Provide the videographer with .jpgs of some event photos, the company logo, other key images and presentation slides in PowerPoint and PDF formats.
Some of these can be included in the presentation to offer greater variety in the visual elements.
- Give the videographer freedom to add creative sparks, including music and special effects in the mix during editing and customized packaging.
- Let the client view the rough video and request changes before the music, sub-titles and special effects are added.
Obtain the video footage in several formats.
Get a few DVDs, the master on a USB drive and a YouTube version. If the video is long, also request a shorter highlights version.
If you keep these tips in mind, here is an example of the kind of results that you can expect:
For more tips to keep in mind when working with event videographers and videos, also consult Create Picture Perfect Moments at Your Event, Change in Canada Copyright Act Impacts Event Photo Ownership and Planner Smarts: Who Owns the Photos from Your Event? on Cvent Event Blog.
Photo Credit: hainteractive