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Common Mistakes People Make When Hiring A Video Production Company For An Event

For an organized event, capturing the heart and purpose through videography can highlight the best moments. It also serves as a reminder of the special day and tends to bring back waves of memories and evoke emotions felt at that time. 

Enlisting the service of a video production company will help in capturing breathtaking, memorable videos to help you share and relive experiences. Combined with their creative concepts and sophisticated professional equipment, they will produce a compelling video available to enjoy well in the future.

However, due to a lack of experience and knowledge about videographers and their services, most clients commit a few avoidable errors along the way. To help you steer clear of these mistakes and get the best videography services, Transcendent Enterprise has put together a list of the most common mistakes people make when hiring a video production company for an event.

1. Not keeping your videographer in the know
Depending on the video’s goal, the videographer will need to capture specific moments of the event to create a video that matches your vision. For example, we may need to capture the attendees’ testimonials or shots of individual performances or presentations. If we are not at a specific area and at a particular time to record it, we will miss it. So ultimately, event planners should make sure the video team has a schedule of what’s going to happen when and where. It’s a shame when the production team misses a video opportunity because they were kept in the dark about where to be or at what time. Keep the lines of communication open and be sure to make any schedule changes known to the video team so that they can adjust their setups accordingly. It’s helpful to have someone from the company working with the video team on the event day to help foster that communication.

2. Forgetting to provide detailed information about the venue
When you hire a video production company to record your event, you need to provide detailed information about the venue so that they can prepare the proper equipment. In most cases, the video team may visit the venue before the day of the event or arrive early enough on the day to scope out the area. This is crucial because it will provide the crew with audio and lighting information.

If the venue doesn’t have good lighting, a production company should provide additional lights for optimal video quality. If the venue has an audio and visual team, then that’s great. The event planner can make the introduction so they can get a clear audio feed in the video. If there’s no audio and visual team, the videographer should ask if the speakers will have lavalier microphones (lavs) or other audio equipment connected to the speakers. When informed at the earliest, all of these details can help make the process of filming your event run smoothly.

3. Failing to set realistic expectations and deadlines
It would help if you discussed the expected deadline for your video with the videography team so they can prep the editor. It takes two to three hours for each one hour of footage to prep it for the final production. Videographers are often capable of producing a fast turnaround if they are aware of it. Still, a quick turnaround usually means someone will be spending the night in the office, or they’ll work back-to-back shifts, so it’s best to set the deadlines ahead of time.

And, on that note, expect revisions. It’s unlikely that the production team will get the editing right on the first cut. Most production companies will present the video on a platform that allows for accessible editing communication such as Frame IO, Whipster, Vimeo, etc. However, those edits and revisions will take time, so give yourself enough time to go through the videos. Depending on how long the event was, it will take just as much time to review the footage.

4. Not getting waivers and informing your audience about filming
The video production company you work with should be able to provide waivers for filming. This will allow any images captured to be used in the film, including brand images and attendees. That said, it’s usually helpful to have a sign at the door to let people know the session is being recorded. Another useful tip for event planners, if there are some attendees who do not wish to be on film for any reason, designate a few seats that are guaranteed to be out of the video frame and label them with a sign that says ‘Sit here if you do not want to be recorded.’

5. Not getting a copy of the raw footage
Your video production team should provide you with the raw footage at the end of the production day. Clients are encouraged to bring a hard drive so the video team can dump the footage on-site. (We prefer a two terabyte hard drive, which can be purchased for less than $100.) This is helpful for two reasons, firstly, you can use that footage and repurpose it as needed. And second is that you simply never know what might happen. Cameras can get stolen or damaged, so avoid the trouble and hold on to your own copy.

To avoid these and other mistakes, reach out to the experts at Transcendent Enterprise. We’ve been producing and crafting brilliant video content for clients for over two decades. We offer a full range of services that include corporate content creation, pre-production, 4k production, editing, live streaming, and photography and are capable of producing in various industries and fields of work.

For a complete list of our services, please click here. If you have any questions about videography, we’d love to hear from you. Please contact us here

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We have over twenty years of experience creating video content for small and large businesses from all industries. Reach out to our team in New York, NY today at (718) 304-6384.