Couple of tips for filming LIVE event, 11th Feb 2012
I was filming LIVE event in London yesterday at Twickenham Rugby Stadium in one of its conference halls. Event was scheduled from 9am till 6pm with 45 minute talk sessions and couple of breaks for tea and lunch in beetween. It all went fine and I'm happy with the outcome. However it wouldn't be so if hadn't been prepared for it. And it's not just prior to event planning but also proper organization at the event itself. Below is my list of things that I had to do to make the whole thing happen.
1. If it's a long day filming with long talks DSLR's won't do because they have a 29 minute filming restriction.
2. If it's an event in most of the cases you'll require lots of zooming in and out. So DSLR's won't do again because at the moment there are no motorized lenses available for them.
3. So if you have to get a compact broadcast quality camcorder which has a motorized lens and no restrictions - just rent one. Check internet or ask your industry friends on social networks. In London it's VMI, Direct Photographic, Film Plus, Pro Centre, Calumet and so on.
4. In case you're renting don't forget about short term insurance. Depends on insurance company but for the equipment in range of 13000 pounds and rental cost of 400 pounds the insurane will be around 100-150 pounds to cover hire period.
5. Get to know the place you're filming the event at. Visit their website, check the gallery. Ask your client for extra info like who's going to be in charge of sound and power at the event and get their details. Also plan how to get there.
6. Get the event schedule in advance, not on the day of the event. Analyze it and split into sessions. Count them and figure out how much recording time will that be and translate it into storage on your recording media: memory cards, tapes or external drive.
7. Get enough charged batteries and memory cards. It's better to have extra of both.
8. Test on your computer how long does it take to copy data from your memory card to computer in case if you'll require to do that at the event.
9. Always take power adapter for your camcorder and laptop if you have one. Also couple of long extensions with 2-4 gangs and duct tape.
10. Don't forget about professional microphone and tripod. The same applies to camcorder. Check if it covers a good range of distances, is good in low light and easy to operate. Play with it before the event. A good video tripod will make your life easy by ensuring smooth pans and tilts.
11. Get an assistant if your budget allows. He or she will be doing all the basics while you can concentrate on choosing angles or discussing requirements with the client.
12. Take only what you think will be useful at the event. That will help you reduce weight of your equipment and allow travelling by public transport in case if your budget is tight and doesn't include taxi or petrol.
13. At the event duct tape everyting that is on the floor. For your own safety and others. People at the events are not attentive. They will easily catch a wire, extension or your tripod. For that reason duct tape has to be of high quality, one that sticks good, but comes of easily. Otherwise you'll spoil your own cables and event hall's floor and walls. Make sure all connections are taped as well.
14. Keep everething together. Allocate a space for yourself and keep all your equipment within that space.
15. Bring a copy of the schedule with you and keep it next to you.
16. Don't panic, be calm even if you forgot something. There are always technitians around and you can kindly ask them for help.
17. Don't forget to switch on the microphone. That's a really annoying thing if that happens. In order not to do that always have your earphones with you and plugged into the camcorder at all times and one in one of your ears.
18. Always have something to drink. It can be tea, water or anything in plastic container but better in a bottle in case you or someone else will catch that by accident. That will help you stay awake and concentrate throughout long talks.
19. Be nice and smile to people. Events are your chance to get more potential clients. So don't forget to take your bussiness cards with you as well.
20. Double check all your camera settings especially if you have 2 or 3 of them and they will have to be synched in post.
21. Try to get all the graphics and logos for your final edit prior to event. That will allow you to start working on the editing straight away.
22. Give your client realistic turn around times and exceed their expectations.
All the above mentioned is not a complete guide list but is very important if you want everything go according to your own plan and not someone else's.
Below are some snaps from yesterday's event to give you some photo examples.
