In short
- Plan the record and the promotion as two jobs, because they need different footage.
- We map sessions, rooms and breaks to crews before the first day.
- Choose full session recordings, a recap film, social clips, raw footage, or a mix.
- Daily edits, livestreams and extra crews are available on request, confirmed for each event.
A conference has two audiences: the people who attended and the people you want next year. We plan for both, so you receive a usable record of the sessions and a short film that promotes the event.
What we film and for whom
We work with conference organisers, association secretariats, professional conference organisers and corporate teams running conventions. A typical event has a plenary, parallel sessions, panels, exhibition areas, networking, sponsor moments and a closing.
The first question is what you need after the event. Delegates may want to rewatch sessions, sponsors may want evidence of exposure, and the committee may want a promo for the next edition. We write these needs down before we plan cameras.
The films you can choose
| Film | What it is | Best for |
|---|---|---|
| Full session recordings | Each talk or panel complete, with clear sound and slides where possible | Delegates, absentees, learning libraries |
| Recap film | A short edited story of the conference | Members, sponsors and post-event reporting |
| Promo for next year | A short film built to attract registrations | Early-bird campaigns and sponsor decks |
| Social clips | Vertical or square cuts of speakers and moments | Posting during or after the event |
| Daily edit | A short film produced each day (on request) | Multi-day events that report to attendees every morning |
| Raw footage | The unedited camera files | Organisers with their own editor or archive |
Session recordings and promotional films are different jobs. Recording a talk in full needs steady cameras and good sound, while a promo needs atmosphere, faces and short cutaways. See our seminar and workshop recording page if your event is a smaller learning session.
What we agree before the day
Together we agree:
- The programme: rooms, session times, breaks and which sessions are priority.
- Coverage map: which sessions get a dedicated camera and which are covered by a roaming operator. Our simultaneous coverage planner shows clashes and missing travel time.
- Sound: whether we take a feed from the venue’s mixer, and who looks after microphones for panels and questions.
- Slides and sensitive material: how slides are captured, and which sessions must not be recorded or shared.
- Sponsors and branding: which sponsor moments are expected, using our sponsor video coverage checklist.
- Deliverables and timing: which films, who reviews them, and how files are delivered.
A public example shows how detailed this can be. A 2025 conference production brief, SIDEC’s SDEC 2025, asked for coverage at two venues with separate crews, daily highlights by the next morning, a next-year promo and a raw footage handover. It is a historical example that shows how many separate outputs one event can request.
How we work on the day
Before sessions start, we check rooms, sound and camera positions with the venue’s team, and we keep to agreed positions during sessions so delegates can see and hear. Networking and breaks are filmed with care, around the conversations. Our guide to filming conference networking explains how.
Panels and audience questions are where sound fails most often, so we ask who carries the roaming microphone and test it before the session starts.
Tell us the venue and dates, and we confirm the crew and travel for each room. A livestream or live feed to venue screens can also be arranged.
The number of days, rooms and camera positions move the quote most here; see how pricing works, or compare quotes with our videography quote comparison worksheet.
If you can share the programme, the rooms and what you need after the event, we can map the coverage and suggest which films fit. Send the dates and venue and we will check availability.
Request a videography quoteSources
- SIDEC production brief, checked 2026-10-06
Checked on the date shown. Rules and venue requirements change, so confirm them for your own event.