Attendees
Help future visitors understand the event.
For your business
This year's event, working for next year's.
Plan event footage for attendees, sponsors, future registrations and member communications, with the outputs, audio responsibilities and use permissions agreed before event day.
Who will watch the footage?
Sponsors and members
Agree the stories and permitted uses.
Speakers and board
Selected sessions and useful highlights.
Who will watch the footage?
| Audience | What they need | Plan for it |
|---|---|---|
| Next year's attendees | Proof it's worth the ticket | A recap filmed for the registration page |
| Sponsors | Visibility they can show their boss | Logo moments, booth interviews, a sponsor thank-you clip, if they're in the scope |
| Members | A reason to stay | Member stories and community moments |
| Speakers | Their session, done well | Selected session recordings, with their consent |
| Your board | What the event achieved | A short highlight for the annual meeting |
The organizer's checklist.
Organizer
Agenda, permissions and must-capture moments.
Venue AV
Room audio and the agreed feed.
Our team
Filming, interviews and scoped edits.
The organizer's checklist.
| Item | Usually handled by |
|---|---|
| Run of show and must-capture moments | Organizer |
| Room sound and the feed for recording | Venue AV team, coordinated with us |
| Speaker consent to be recorded | Organizer, in speaker agreements; we bring releases for interviews |
| Attendee photo and video notice | Organizer, in registration terms and on-site signs |
| Sponsor deliverables and logo use | Organizer, per sponsor agreements |
| Crew access, badges and load-in | Organizer and venue |
| Filming, interviews and edits | Our team |
| One approver for revisions | Organizer |
How to plan an event video shoot · Conference audio, planned
Settle these before the event.
Speaker agreements
Confirm recording and posting rights.
Sponsors and attendees
Agree uses, notices and releases.
Music and slides
Check what can be republished.
Settle these before the event.
- Speakers: some speaker agreements limit recording or posting. Check before you promise session videos.
- Sponsors: sponsor logos in your recap usually follow your sponsor agreements. Confirm what each sponsor gets.
- Attendees: a notice in your registration terms and signs at the venue; anyone interviewed or featured signs a release.
- Music and slides: we use licensed music; speakers' slides may contain material your organization can't republish.
Low light and big moments.
Light
Scout the room and stage conditions.
Positions
Coordinate camera access with the venue.
Overlaps
Another camera operator when moments coincide.
Low light and big moments.
Evening events bring dim rooms, stage lighting and moments that happen once: the award, the toast, the surprise. We scout the light, agree on camera positions with your AV team, and make sure the must-capture moments have a camera on them. If two things happen at once, that's a second camera operator.
Questions from organizers.
Scope, rights and timing, before the shoot.
Can we use the footage to sell sponsorships?
Yes. After full payment, your license covers any business use, including sponsor decks and next year's promotion.
Can sponsors use the footage too?
Your license covers your organization's business use. If sponsors want their own clips to use, we scope that with you so the rights are clear.
Can you film every session?
Full recordings of every session, and rooms running at the same time, are separate lines in the proposal. Most organizers choose selected sessions plus a recap.
Do you film every year?
We'd like to. Using the same crew each year keeps the footage consistent. Each event is still quoted on its own.
How soon is the recap ready?
On the schedule in your proposal. Short coverage usually comes with a 60-second reel the next day; longer events follow the agreed delivery timeline.
What should your business show next?
Tell us the goal and where the content will be used. A 15-minute call comes before your written proposal.