Journal · Video Planning
Planning an Event Recording: What Do You Want Back?
“Can we record the event?” is a good starting point. The next question I'd ask is: what do you want to do with that recording afterward?
A full presentation for people who couldn't attend, a short recap for your website, and clips for social media each ask something different of the capture team. Talk about those uses while you're planning the event. There's a lot more room to make something useful when everyone knows what we're trying to bring home!
Describe the finished piece first
For a Phoenix conference, gala or company presentation, write down the pieces you actually want. That might be a full session with slides, a two-minute recap, individual speaker videos, or a few short vertical clips. Treat those as separate deliverables with their own priorities.
For each one, confirm its audience, where it will be watched, approximate length, deadline and who approves it. If captions, titles, sponsor logos or an opening graphic matter, put them in the brief too. A recording request doesn't automatically settle the editing scope.
Understand what the live cut includes
The program recording is the version switched live: the camera shots, slides and graphics selected during the show. It can be a useful starting point for a full-session video.
Separate recordings of individual inputs, often called ISO recordings, can give an editor more choices afterward. For example, Blackmagic Design's ATEM SDI ISO models support recording clean input feeds alongside the switched program. The recording options depend on the actual equipment and setup, so ask your team what will be captured and handed over.
One practical example: if the live cut shows slides while a speaker makes an important gesture, a separate camera recording may let the editor use that moment later. Confirm that those extra feeds are part of the plan before the event starts.
Make the audio part of the recording plan
Don't leave the sound question at “there will be microphones.” Ask which voices and sources will reach the recording. Include the presenters, panelists, playback videos and audience questions you want viewers to follow.
If someone asks a question from their seat, how will that reach the recording? A question microphone or a moderator repeating the question can be part of the plan. Have the team record a short test, play it back with headphones, and confirm the right sources are there.
Give slides and social clips their own attention
Ask whether slides will be recorded as a separate feed, included in the live cut, or added in editing. Give the team the final presentation files through a clear content handoff. If a video in the deck matters, test its sound and picture as part of the recording check.
For social clips, tell the camera team about the intended shape and must-have moments. Ask whether the planned framing leaves room for a vertical edit. A wide stage shot may be exactly right for the full session while a closer shot is more useful for a short speaker clip.
Agree on the handoff before everyone packs up
A simple delivery checklist is enough:
- Finished videos and any agreed camera, slide or audio source files
- File names that identify the date, session and speaker
- Delivery location, recipient and expected delivery date
- Editing scope, review rounds and who gives final approval
- How long source files will be retained and who keeps the long-term copy
- Any speaker, venue or content permissions the organizer needs to arrange
Before the media leaves the venue, have the team confirm that the expected recordings exist and play back. Agree on how they'll be copied and protected during the handoff. Keep the delivery plan with the current run of show so everyone can find it.
If you're planning an event and want help connecting the live production to the content you'll use afterward, send SPRK your date, venue and recording goals. We can talk through event capture and post-event work together.