Choose the question you need to answer
If the agenda is still changing, start with the planning worksheet. If the date and room schedule are settled, choose your outputs next, then work through coverage and audio. For post-event promotion, decide the audience and use before asking for extra versions.
Practical guides and planning tools
Plan an event video shoot
Turn the run of show into rooms, camera priorities, audio responsibilities and approvals.
Choose event video deliverables
Compare a recap, social clips and recorded sessions before you list the files you need.
Prepare the conference audio handoff
Give the organizer, AV team and camera crew one sheet for feeds, tests and backup decisions.
Choose the hours and rooms to cover
Map coverage to actual moments and overlapping rooms rather than the event’s total duration.
Plan how you will reuse event video
Match future audiences and uses to footage, permissions and a practical release schedule.
Bring this to your planning conversation
Bring the run of show, a list of rooms, the outputs you need, venue contacts and one approval owner. Flag sessions running at the same time and any audience, speaker or sponsor permissions that still need checking.
Put the plan into a project brief
Use the relevant worksheet before discussing the matching service. Keep questions, required outputs and open approvals together. You can also browse all guides to find another planning task.