How to Plan Your Day for Great Event Videos and Photos
When it comes to capturing events, whether corporate functions, conferences, or promotional launches, planning is key. Quality photography and video services are essential in documenting these moments, but they require careful thought, preparation, and a strategy to ensure success. For event organizers, understanding how to plan your day with professional photographers and videographers is the first step toward obtaining stunning results. In this guide, we will discuss how to organize your event to ensure great event videos and photos that effectively communicate your brand, message, and mission.
1. Establish Your Goals and Budget
Before the event, make sure you have a clear understanding of the type of content you want to capture. Are you looking for a highlight reel of the day? A series of candid photos showcasing attendees? Or perhaps both? Having clear objectives will not only guide the creative direction of your event media but will also help your production team provide exactly what you need.
Additionally, establish a budget for photography and video production services. While cost is a factor, remember that investing in experienced professionals and quality equipment will ultimately yield high-quality content that can be repurposed across various marketing channels. A detailed budget helps ensure that all aspects of the event—from pre-production to post-production—are covered.
2. Create a Detailed Event Timeline
A well-organized event timeline is crucial for capturing every significant moment of the day. Provide your videography and photography team with a full agenda, including the times for speeches, awards, breaks, and other key activities. Knowing the event’s flow allows the photographers and videographers to anticipate the best times to shoot and avoid missing important moments.
For example, for corporate events, you may want to highlight the keynotes, panel discussions, or networking opportunities. For a product launch, capturing the reveal or first interaction with the product will be crucial. With a timeline, the crew can plan their shots to make the most of each moment.
3. Designate Key Photo and Video Moments
While it’s impossible to predict every moment of the event, it’s helpful to identify key moments that need special attention. For example, the opening speech, the moment the guest of honor arrives, or the cutting of the ribbon are all significant photo and video opportunities.
Discuss with your production team beforehand to make sure they understand which moments to prioritize. This ensures that nothing important is missed and also allows the videographers and photographers to be in the right place at the right time.
4. Consider Lighting and Equipment Needs
Proper lighting is essential for high-quality photos and videos. If you’re hosting an indoor event, ensure your venue is well-lit or that your production team has access to lighting equipment to create the best visual environment.
At St. Louis Video Production, we have the experience and equipment to handle a range of lighting conditions. Our private studio lighting setup is perfect for small productions and interview scenes, and our large studio can easily accommodate props to help round out your set. This makes our team well-suited for all types of event shoots, both indoors and outdoors.
5. Be Prepared for Interviews and Testimonials
Many events include testimonials from attendees or interviews with the guest of honor. If interviews are part of your event, plan the space for these ahead of time. Consider quiet areas or a designated interview room where your team can set up the perfect shot.
St. Louis Video Production excels in creating custom interview setups. We offer private, custom studio setups with perfect lighting and sound conditions for interviews, and our skilled crew ensures every technical aspect is taken care of. Additionally, our licensed drone pilots can fly specialized drones indoors to capture unique aerial shots of your event.
6. Plan for Repurposing Content
In today’s digital world, one of the most powerful tools for businesses is content repurposing. Capturing the same event through both video and photography gives you versatile content that can be used across your website, social media platforms, and marketing materials.
Our team is well-versed in repurposing photography and video branding to help your company gain more traction with a variety of media. Whether you need high-quality stills for social media or a compelling video for your website, we can help you maximize your content’s potential.
7. Understand Post-Production Needs
After the event, your photography and video production team will enter the post-production phase, where the footage is edited, refined, and transformed into the final product. Be sure to communicate your timeline and expectations for when you need the edited content.
At St. Louis Video Production, we offer full-service post-production to ensure your video and photography are polished and meet your objectives. Whether it’s video editing, color grading, or adding graphics, we’ve got the expertise and tools to deliver exceptional results.
Why Choose St. Louis Video Production?
With over 40 years of experience in commercial photography and video production, St. Louis Video Production is a trusted partner for businesses, marketing firms, and agencies in the St. Louis area. We have the right equipment and creative crew experience to ensure successful image acquisition and help you achieve the perfect video and photography for your event.
As a full-service company, we offer studio and location video and photography, as well as editing, post-production, and licensed drone pilots. Our expertise allows us to customize your productions for diverse media requirements and repurpose your photography and video branding for maximum impact. From private interview studio setups to providing sound and camera operators, we ensure every detail is covered for a seamless production experience.
When it comes to event photography and video production, St. Louis Video Production has the knowledge, experience, and creativity to make your next event a visual success.
St Louis Video Production, Inc. 