Buck at a live event in TorontoVideo coverage for live events is a great way to keep a record of what happened because, if it goes well (which it should if you plan right), you'll be glad you had it recorded. That being said, if you're going to do it, don't leave too much to chance!
1) Give a schedule to the video team - email or send a schedule to let the video team evaluate the time they have to set up, especially between presentations, if there are a full day's worth. If the itinerary isn't carved in stone, perhaps it can be discussed before the final version gets sent out. Better planning up front may mean a bit more money initially, but much less in post production. This is especially important if there are 'breakout' sessions happening simultaneously with very little time to set up gear from room to room.
2) Hire the video team for a site visit - they may include the visit because it is in their best interest or they may charge a little extra, but a site visit will go a long way and minimize any surprises. Believe me, I've encountered many! People don't often think much about cable-routing or noisy corridors because they do not know what questions to ask. Ask the right questions, get the right answers and save yourself from both on-site and post-production nightmares!
3) Ensure all presenters and public speakers know it is going to be recorded - some speakers are represented by bureaus and may not want to be recorded. They should know about the available microphones and the limitations of the technology. For example, a speaker who refuses a lapel mic (it happens) may drift away from a podium and not be heard well on the recording. Ask the speakers if they are 'standers' or 'roamers' because the microphones must be selected and planned beforehand (wireless lapel microphones require their own article!!)
4) Have all materials available to the video team before editing - nothing is more time-consuming and costly than not having materials available, exactly the way you want them to appear, available at the time of the edit. One question about titling* can hold up the production for a day or more! Late-arriving PowerPoint presentations must be edited for screen and converted to still images for the edit and if they are prepared beforehand, it will save a lot of time for the editor (and look great on video). * Choose the font you want before editing!
5) Allow enough time for a proper edit - there are way too many details involved in an edit of an event to rush it. Rush jobs are 'rough jobs'. Allow enough time for rough edits (to evaluate), correspondence and proper titling. This will help the project flow along nicely and avoid any frustrating snags for the editors.
Tip - a proper video team will have audio recorders as back-up just in case something happens to the video. The cost is minimal and should be a part of the whole package - a small price to pay for seamless audio! (see below)
Did you know - videographers often use 'cutaways' when shooting video? A cutaway is a visual change from the main action to another action, such as an audience reaction shot or wide shot of the whole room - to establish the size of the crowd. This ensures proper coverage and good material in post production. Also, if something were to interrupt the video, the audio would be seamless and not interrupt the message.
Have a great event!!
- Buck Moore
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