Conference Filming Checklist: What to Send Your Production Team

The success of your event video is decided before the camera crews arrive. Here is the exact email you should send to your production partner.

Ambiguity is the enemy of production. If you tell a crew "just capture the vibe," you'll get generic footage. If you give them specifics, you'll get assets that drive ROI.

The "Must-Haves" List

1. The Schedule (Run of Show)

Don't just send the attendee agenda. Send the minute-by-minute internal schedule.

When do doors open? (We need shots of the empty room).
When is soundcheck? (We need to test audio feeds).
When is the VIP arrival? (We need a camera ready at the door).

2. The "Do Not Miss" Shot List

Every event has key moments. List them.

CEO’s opening remarks (09:00 - 09:15).
Award ceremony handshake (14:30).
Sponsor logos on the main screen.
Full room applause (best captured at the start or end).

3. Technical Specs

Define the output format early.

Aspect Ratio: Do you need 16:9 for YouTube or 9:16 for Reels? Or both?
Delivery Deadline: Do you need a "Sizzle Reel" next morning?
Audio Needs: Do we need to record the audience Q&A? (Requires handheld mics).

The "Who's Who"

Your crew doesn't know your boss from a random attendee. Provide a Face Sheet (photos and names) of:

The CEO and CxOs.
Key Sponsors and Partners.
VIP Guests to interview.

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