As a production company, we’ve had the privilege of being behind the camera at countless events, but there’s something uniquely exciting about covering a conference. The energy, the innovation, the exchange of ideas — it’s always amazing to be in the room when people from all over the country come together. Recently, we had the opportunity to provide comprehensive coverage for a company’s two-day conference. Our goal was to capture the event while we were there, but also grab content for the company for the rest of the year.
Pre-planning
Before the conference, we identified our goals with our client. We worked with them to review content needs for the entire year, then identified interview targets. We scheduled interviews ahead of time and we blocked out time during breaks during the day so we do not take anyone out of the conference sessions. We also noted key moments that we needed to be ready to capture, like keynote speeches, panel discussions, and networking events.
For this particular conference, we also edited a hype video to help kick off the conference. The Lucie team handled the entire video process, from scripting writing to production to post-production. It’s imperative to have the video ready in advance so it can be reviewed by all parties and tested by the AV team.
We also prepare all of our gear, file for drone authorization, and check on our interview location. We prefer to arrive early to get a sense of the space, scope out the lighting and sound setup, and review the schedule.
Night 1: Setting the Stage
For our most recent conference, our coverage began the night before the conference. We captured the welcome dinner, where familiar faces gathered together for the first time in a year. We also set up for interviews, capturing six people in less than an hour.
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With all of our footage of the first night captured, we were ready to edit. We have a designated editor ready to take the footage and transform it into a 1:30 video that will air at the conference the next morning.
Day 1: The Opening Ceremony
When the conference officially kicked off, the energy was electric. Our team arrived early to ensure that the recap video from the night before and the hype video were ready to play. The company’s CEO set the tone for the event with an engaging speech, and we were in place to capture with two cameras, so that we had a variety of angles as well as the audience’s reaction. Then it was time for us to transform an ordinary conference room into our location for interviews. We had one hour between the CEO’s speech and the first interviews. Our Director of Photography worked quickly and efficiently to make sure the shot had an engaging background and flattering lighting.
Throughout the day, we captured a total of seven interviews, continued to capture content from inside the conference sessions, and flew our drone to capture aerial views of the venue. We also continuously uploaded video so our editor could use the footage to begin editing. During the interviews, we asked questions that were relevant to the event as well as questions that aligned with our client’s messaging goals for the year. This approach allows us to create multiple pieces of content from each interview.
That evening, we were once again in place to capture the networking cocktail hour and the dinner that followed. The result: an engaging, fun, and compelling video to play the next morning.
Day 2: The Conference in Full Swing
By Day 2, the pace had picked up, and the conference was in full swing. The day kicked off with our video recap. The Lucie team focused on similar objectives: interviews, conference content, additional drone footage, and video from around the area to use as establishing shots.
That evening, the company handed out awards. We were in place to capture both the action on the stage and the reaction from the crowd. There was also a very touching moment when the company honored its retired CFO, who received a standing ovation.
One of the more subtle but equally important aspects of the conference is the networking that happens naturally. Our job wasn’t just to capture the planned activities; we also wanted to highlight the informal moments and focus on the people who made this conference a success.
Post-Event Wrap-Up: Crafting the Story
Once the event wrapped up, our work didn’t end. The footage we captured needed to be edited, organized, and crafted a final, cohesive video that showcased the best moments of the conference. We knew that this video would not only serve as a record of the event but also as a powerful marketing tool for future conferences.
The Impact of Great Coverage
It’s always rewarding to see how our efforts come together to tell a story, whether it’s through a polished highlight reel, an insightful interview, or a shot of the audience’s reaction to a game-changing idea.
A great conference isn’t just about the speakers or the sessions; it’s about the overall experience. Our job as a production company is to ensure that all of that is captured, so the experience lives on long after the event ends.
We’re proud to have been a part of this two-day conference, and we’re already looking forward to the next one. After all, each event brings something new to the table, and we can’t wait to capture it all once again.
