Intellor Logo

Conference recordings (part 3): Pre-recorded conference video for events

Candice Evans

Creating professional video content for an important conference event is not an overnight task. Whether you’re outsourcing the production or managing it all in-house, the following guidelines should help when you need to develop quality conference video.

Tips for creating quality conference video 

Define the video’s purpose – What message are you trying to convey through the conference video? Who is the audience and what is your relationship to them? Will this be informational or a call-to-action? Is it part of a larger presentation, the beginning or continuation of a series, or a standalone piece?

Script and storyboard – Once you know your desired goals and target audience, turn that information into a cohesive story. Draft a script or brief outline of talking points, then roughly describe or sketch what you visualize “on screen” from beginning to end. It’s an effective way to communicate your vision to others.

Think about how different shots may support your story. If you have more than one camera, consider blocking some scenes from different angles. Even if only one person will be talking, different angles keep things looking fresh and interesting.

Set dressing – Whether filming outside or in an office, be very intentional with the background of your scene. Even if your goal is to capture a natural working environment, the scene may still need to be staged to ensure nothing takes away from the video’s goals.

Lighting – Unless you’re going for a dark and moody feel, make sure your locations are well-lit. Natural light is always best, but regardless of the source try to capture your image in soft light (hard light can cast shadows). Check by taking a few test shots with your camera, then make any necessary adjustments (whether to the camera settings or to the lights or windows in the room).

If people will be on screen, don’t forget to test with them in the space and ask them to wear the clothing they’ll have on when filming. Keep in mind people with different skin tones have different lighting requirements, so don’t make assumptions based on only one person.

Sound – While you’re testing the lighting, don’t forget the sound. Mostly empty spaces can sound cavernous and if you’re outside the wind may mask voices. In addition, microphones often pick up more than you realize. Test the location at the same time of day you’re scheduled to film so you can gauge the potential ambient noise. You may need to invest in a lavalier microphone to capture the best quality sound.

The shoot – When it’s time to get behind the camera and start filming, don’t rush and be flexible. Technology issues, unexpected disruptions, serendipitous discoveries: there are many reasons why you may need to reshoot. Schedule multiple takes into your timetable. This pre-planning will result in better footage and a more comfortable experience for everyone.

Post-production – With your original purpose and audience in mind, collect the raw footage and any stock media you plan to use and craft your story. A few tips to help guide you include:

  • Adjust audio levels and clean up background noise
  • Check for consistent lighting and tweak where needed
  • Layer in background music, text overlays and create seamless transitions

Copyright – If the final product is only going to be shown in-house and never shared publicly, copyright may not be a concern for you. But if you have any expectation of posting this online, or if an outside editor will be producing this for you, it’s important to consider whether you have the right to use all of the elements in your conference video. There are many copyright and royalty-free resources available for music, images and video, with a variety of options for different projects and themes.

Taking the time to carefully plan your message, the story you want to tell directed toward a specific audience, is the root of all great video projects. Let the images enhance the script and bring your story to life. And if you could use help or advice pre-producing any conference video content for an upcoming meeting, Intellor can help with that too.