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How to prepare a good video report from an event in 6 steps
Reading time: 5 min.
The key to remembering your event
Events are a great opportunity to share your experiences, build relationships with customers and other stakeholders, and are also a great way to promote your brand. One of the most effective and at the same time most attractive ways of documenting and sharing event coverage, which will ensure that your event does not end when it closes, is to create video material. In the article below, I will discuss 6 steps that will help you prepare an interesting video report from the event. How to prepare a good video report from an event in 6 steps? You will find out in the article below.
How to prepare a good video report from an event in 6 steps - practical tips and tricks
1. Planning and preparation for the event
Start with solid planning and preparation. Identify the goals you want to achieve with video coverage, such as increasing brand awareness, engaging viewers or generating potential sales leads. These goals should be identical to the goals of the event itself, so as to become its extension. Then, create an action plan, specifying who will be responsible for each task, what equipment will be needed and what will be the main points of the event you want to capture on film. At this stage, it is worth considering whether you will be able to create such a relationship with your own resources, or whether it would be better to use an advertising agency with experience in this type of projects.
2. Creating a script and planning shots
Before starting the implementation, create a script yourself or commission an advertising agency to prepare a script and a list of planned shots that you want to capture during the event. Determine what the main moments you want to record will be, such as speakers’ speeches, product presentations, award presentations, artists’ performances or even participants’ reactions. Don’t forget about atmospheric shots, so-called “cuts”, which will help reflect the mood and energy of the event, and will also make the report more attractive to the viewer.
When creating a scenario, do not forget about the goals of your event and the people for whom you plan to make the video. Each group of recipients may have different needs and pay attention to different aspects of the film, both in terms of content and the setting of the video itself. Remember that something you like may not necessarily be liked by the target group you want to reach with your film.
3. Choosing the right equipment
If you have already planned the place where the event will take place, the event plan as well as the script and shot list, the next key step for the quality of the video coverage is the selection of appropriate equipment. If you do not want to take advantage of the offer of an advertising agency, for example JM Publicity, which will provide the creation of a video report from A to Z, but implement it yourself, remember a few important issues when selecting equipment.
Don’t have a professional camera? That’s okay, you can use a high-end smartphone or a digital SLR camera, which can also provide high image quality these days. Make sure you also have additional accessories such as tripods, microphones and extra batteries or a power bank to help you achieve smooth and professional recording. If you don’t have the right equipment and using iPhone Pro doesn’t seem “prestigious” to you, but you still want to record with your band, you can rent the equipment. There are more and more companies on the market providing such a service.
When choosing equipment, remember also the circumstances in which the recording will be made. There are cameras and lenses that can cope better or worse in various conditions, and the thing about events is that it is difficult to plan them like a recording studio, because the first place will always be the event itself and its script and setting, not the video report. Therefore, you must take into account that recording, for example, an event taking place in a concert hall may require equipment that performs well in low light conditions, while an outdoor event may require equipment that performs well in natural light conditions.
4. Remember about proper lighting and sound
Lighting and sound are crucial to the quality of video coverage. Even though the event itself is the main character of the day, make sure that the places where you will record are lit as best as possible given the specific nature of the event, and that the microphones will properly “collect” the sound. Avoid recording into the sun, which may cause overexposure, and avoid noisy moments that may interfere with the audio recording. If possible, use additional lighting and an external microphone to improve image and sound quality. If during an event, people performing on stage speak into a stage microphone, you can also record the soundtrack directly on the equipment of the person responsible for the sound system, in the form of a WAV or MP3 file.
5. Recording and editing
When recording, try to be as discreet and natural as possible to avoid disrupting the event. Be flexible and adapt to changing conditions, recording key moments and participants’ reactions without causing them discomfort or artificiality.
After recording, it’s time to edit the material. Check the recorded materials, their compliance with the script and shot plan, and then assemble them into an attractive and coherent whole, adding opening credits, back credits, sound and graphic effects, animations, beams with the signatures of the presented people, etc. A simple report should not be difficult to assemble even in free programs, but if you care about quality, remember. You can always use the help of specialists provided by an advertising agency, such as JM Publicity.
6. Promotion and sharing
After editing, post-production and rendering of the material, it’s time to promote and share the video report. Depending on the goals of the story and the people who are to be its recipients, share it on various platforms, such as a website, social media, YouTube or a company newsletter. You can do this publicly or privately. In public publications that anyone can access, also use hashtags and tags to increase audience reach and engagement. Also remember to properly tag the speakers and partners who participated in the event. Don’t tag them unless they consciously agree to do so. Many people forget about this and, in good faith or euphoria after seeing a nice report, they may lose more than they gain.
7. Summary
Creating an interesting video coverage of an event is a great way to promote your brand and build customer engagement. Planning and preparation, choosing the right equipment, creating the script and shots, taking care of lighting and sound, recording and editing, and promoting and sharing are the key steps to achieving success in this area. Follow the above tips and your video coverage of the event will not only be interesting, but also effective in attracting viewers’ attention and interest. And remember, if your resources do not allow you to produce such material internally, you can always use the support of an advertising agency, for example, such as ours.
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