Plan cameras and sound with your AV team

For a room with a stage, screens and a sound system, filming works best when your audio-visual (AV) team and ours agree who owns what before load-in. The agreement is short: sound, screens, power, positions and rehearsal.

What does an AV team need to settle with the videographer?

Most problems on the day come from five questions nobody asked early. Settle these first:

1. Who is the contact? One named person on your side and one on ours, reachable during load-in and the show.
2. Where does sound come from? Your mixer, our own microphones, or both.
3. What goes to the screens? Only the stage content, or also a live camera feed.
4. Where do cameras and cables go? Positions, routes, power sockets and anything that must stay clear.
5. When can we test? Load-in time, rehearsal, and who can change a setting if something fails.

Who owns what? A starting split

This table is a starting point for your own discussion, not a fixed rule. Change it to suit your room.

Our guide to a venue sound feed and a recording backup explains why we record both. If you need a written list of sound questions, the event audio brief builder turns them into one page you can share.

Where does the live feed fit in?

A live feed to venue screens is a separate job from a recording. It needs its own cable path, a test, and a named person who can fix it. Read how camera video reaches venue screens before you decide, and note that livestream sound and in-room sound are separate checks.

Our live feed service is available on request and confirmed for each event. We tell you early if your room or schedule makes it a poor fit.

What should you check about the room?

• Stage lighting and LED walls change how cameras see the stage. See stage lighting and LED screens in event recordings.
• Cables and camera positions must keep walkways and exits clear. See cables, power and safe routes.
• Some venues ask for advance notice of commercial filming and want camera positions and cable runs coordinated with them. The KL Convention Centre guidelines say so, and other venues may too, so ask yours.
• If the event has several cameras, multi-camera recording needs a clear plan for who sees which angle and when.

A short brief to send your videographer

Put these in one message so nothing is missed:

• Run sheet with stage times and any changes expected.
• Stage layout, screen positions and where the front-of-house desk sits.
• Whether a mixer feed is available, and what kind of output.
• Load-in and rehearsal times, and who to call.
• Power and cable limits, and areas that must stay clear.
• Whether you need a live feed, a recording, or both.

What we confirm for your event

• Equipment: the recorders and backup microphones we bring, plus the room feed when you can give one.
• People: tell us the venue and date, and we confirm the crew, travel and your contact for the show.
• Rehearsal: we ask to join a rehearsal or a short technical call when the stage, screens or live feed are involved.
• Positions: camera spots are agreed with you and the venue, and kept clear of guest views and screens.
• Changes: if the running order moves, we tell you straight away which moments we can still cover.

The quote depends on crew size, hours including load-in and rehearsal, and whether you need a live feed or extra cameras. See pricing and event videography for the full service.