Event Planning Chapter
Main Topics
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Before hiring the videography company, the event coordinators should
be clear as to the end use of the video. Is it for internal or external
release? It is archival for training purposes, or does it need to be
a glossy marketing tool? Will photo stills, montages, and web bites
also be required? A good videographer is often booked far in advance,
especially during wedding season, so this should be decided upon early.
Videography can be very expensive, usually into the thousands of dollars,
but prices will range considerably according to the type of video required,
area, and the videographer’s experience. The event’s committee
should budget a sufficient amount for this service.
The person in charge of finding a videographer will find that most
videographers focus on weddings—it is worth looking for one who
also has experience with corporate events, seminars, and product launches.
Find out how long they have been in business. Meet them to evaluate
their people skills, as videographers must often interact with attendees
and speakers. References are vital, and a sample video of a similar
event done at a similar price to the quote offered should be viewed.
See if the videographer will do a site tour to evaluate sound and lighting
challenges and block out spots where static cameras can be best positioned.
The contract with the videographer should specify the following:
- The number of camera people—is a static camera trained on the
speaker’s podium good enough, or should there be at least one
additional roving camera capturing more spontaneous images and reaction
shots?
- What backup equipment,
including batteries, which will be onsite
- The lighting,
wiring, and power requirements
- How the sound will be recorded—to avoid room noise and static,
separate wireless microphones should be used instead of the camera microphone
- How many hours of recording time is included, and how the videographer’s
breaks and mealtimes will be handled so that there is always full camera
coverage
- A required shot list and schedule (which parts of the event must
be recorded, and from what angles).
- How the videographers will be dressed.
- How extensive will the editing be (typically, each minute of finished
video requires about an hour of editing time), and how long will the
finished product be?
- How many copies of the video are included?
- What is the turnaround time for receiving the video? A busy videographer
may take six months to a year—but it is possible to pay a premium
to ensure a speedier turnaround.
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Event Planning 101
Chapter 10: Additional Services
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