How to film an event: pro tips for stress free shoots

Our team has filmed thousands of events – from Davos to beauty pageants and even a Taylor Swift concert – and we’ve learned a thing or two along the way. Successful event filming isn’t just about having the right kit – it’s about expecting chaos, then dancing with it.

For marketing and events teams planning conferences, awards or live shows, here’s a comprehensive guide on how to film an event.

Do your homework (seriously, all of it)

We’re huge believers in content with a purpose. We never start rolling without understanding the ‘why’ behind what we’re filming. Before you even think about cameras, you need to become an expert on the event itself.

• Who’s speaking? Who’s performing? Who’s attending?
• Which media outlets will be there? (Trust us, you don’t want to accidentally block a BBC camera operator’s shot.)
• Most importantly, why is this event happening in the first place?

Then think about:

• What will your video be used for?
• Where will it live?
• When does it need to be finished?
• Will you need social content too?

That last question is crucial – if you need behind-the-scenes Instagram stories, you might want to designate someone to capture smartphone footage alongside your main cameras. There’s nothing quite like trying to make professional cinema cameras look casual for social media.

Choose your equipment

Equipment choice can make or break your event film, and sound is your biggest challenge. Background noise at events is brutal – we’ve filmed conferences where the coffee machine was louder than the keynote speaker.

Do you want individual lapel mics for cleaner audio? Hand-held mics for that red-carpet interview vibe? If you’re filming speakers on stage, get cosy with the event organiser early – you’ll need access to their PA desk to plug into their microphone system.

Camera-wise, think about storytelling. If you’re filming a speaker, capture the audience too – their reactions often tell the better story. That means at least three cameras: one on the speaker, one wide shot, and one roaming for audience reactions and cutaways.

For networking footage, invest in a good gimbal. You’ll be floating through crowds like a ghost, and shaky footage makes everyone seasick.

Pro tip: get walkie-talkies (or ‘cans’ if you want to sound properly film crew). Event spaces are massive and chaotic. Your team messaging each other on phones looks amateur and is utterly impractical when you’re trying to coordinate three camera operators across a conference centre.

Build your dream team

Great event filming needs great people. If you’re really keen on learning how to film an event like a pro, you’ll need to pull together a team of superstars.

Depending on your budget and ambition, your crew might include:

• Producer/director to steer interviews and control the chaos.
• Camera operators – plural, because you can’t be everywhere at once.
• Sound recordist – essential for big events in venues with terrible acoustics (which is most venues, let’s be honest).
• Livestream engineer – if you’re broadcasting, this person has one job: keep the stream alive.
• Assistants/ runners to fetch, carry and generally save the day.

You’ll also need someone from the client side who knows all the speakers and can wrangle them to the right place at the right time. This person is your secret weapon – treat them like royalty.

Light it up (because venues hate you)

Event venues seem designed to make everything look terrible on camera. They’re dark, they have weird colour temperatures, and the lighting makes everyone look like they’re auditioning for a horror film.

If you’re doing interviews, bring your own lighting kit and make people look human, not cave-dwelling.

This is less important if you are filming people talking on stage as they will be lit for the audience and you can usually rely on venue’s lighting.

Outdoor events bring their own challenges. That gorgeous morning light will be harsh midday sun by lunch, and golden hour by evening. Factor light changes into your shooting schedule, or you’ll end up with footage that looks like it was shot on three different days.

Plan for the edit

Event filming differs from other corporate video production in that it often requires a really quick turnaround. Some clients want finished videos within 24 hours. We’ve had clients who wanted content ready before the event even finished.

This means having editors on-site or on standby nearby, ready to start cutting as soon as footage comes in. If your editor is on-site, they need a quiet space with reliable broadband and power – not always easy to find at event venues.

Consider bringing a data wrangler to handle file transfers safely and quickly. Nothing ruins your day quite like corrupted footage or a missing memory card.

Plan for a disaster (because it’s coming)

The most successful event shoots are those where the team expects everything to go wrong. Here’s your disaster preparedness checklist:

• Internet issues: have backup lines, dedicated connections, or dongles for livestreams. You can get more tips on running a livestream here.
• Audio nightmares: scout interview quiet zones and keep a soundie ready.
• Missing organisers: get every detail early – access, contacts, schedules.
• Vanishing interviewees: have their numbers, send reminders and keep that speaker wrangler close. And decide who’s going to look for people when it’s they’re time to be interviewed.
• Vox pops: be smart about where you set these up – avoid being next to the food.  That’s might be where people naturally gravitate towards, but you don’t want to film people eating.
• Access and logistics: parking, passes, security – sort weeks before.
• Dress code: look the part – it makes a massive difference to how professional you appear.

The bottom line

So that’s just about everything you need to know about how to film an event.

Event filming is equal parts planning and improvisation. You can have the best equipment and the most detailed schedule, but events have a life of their own. The secret is being prepared enough to handle anything, whilst staying flexible enough to capture the magic when it happens.

We’ve learned this at every kind of gathering: from hushed boardrooms to roaring festivals. And if reading this makes you think filming your own event sounds like madness – why not let us handle it?

Written and updated by Rebecca Rappaport, Producer at Definition on 16/10/2025.