How to plan video coverage for your next event
Video doesn’t just “happen” on event day. Great coverage comes from good planning. Yet most teams still leave it too late or treat it as something that’ll just work itself out. You’d never throw together your stage lighting or press list last minute, so why do it with your video?
If you want footage that’s actually useful for post-event reports, social cutdowns, media requests, or future sponsorship decks here’s what needs to happen before the first camera starts rolling.
What the video is for?
Define the purpose first and let that shape the style, structure, and crew you’ll need.
- For Newsweek’s Summit, the focus was archiving full panels and creating a highlight film. We used a three-camera setup and delivered edited firesides, individual sessions, and a 60-second wrap-up video.
- For Mazepa’s Sabre Exhibition, we were brought on to create a high-end, visually clean video that felt premium, international, and modern. The video had to work both as a standalone brand piece and as material for investors and government partners. We focused on depth, smart framing, rich lighting, and elegant pacing to match the ambition of the event.
- For the Usyk x Branson event in Trafalgar Square, speed was key. We delivered photos within 20 minutes and same-day vertical edits for media. It needed to feel spontaneous, fast, and newsworthy because it was.
You don’t film for TikTok the same way you film for LinkedIn or a press release. Yet many brands forget this. If you're planning to use content across platforms, it's worth asking for:
Horizontal and vertical formats
Cutdowns for Instagram Reels, YouTube Shorts, and TikTok
Soundbites or quotes from panels
Brand-safe overlays or animated titles
Subtitled versions for silent autoplay or international teams
All of this can be done - but only if your videographer knows it upfront and shoots accordingly. If they don't, you'll miss shots, waste time, and pay extra in the edit.
Why a full production team matters
Many organisers think one videographer is enough to “cover the event.” And sure - they’ll get some nice clips. But a solo shooter can’t be in two places at once. They can’t capture a panel and backstage moments and your sponsor’s reactions. They’ll have to prioritise, and things will be missed.A full team means:
- Multiple camera angles: Better coverage, smoother editing, and more visual interest
- Specialised roles: One person handles audio, one handles lighting, another manages shot lists and crew, you get more control and higher quality
- Faster output: With a bigger team, we can have someone editing while others are still filming - ideal for same-day turnaround
- Backup and contingency: If anything goes wrong, there’s someone to step in. A solo shooter doesn’t have that safety net.
That is how we shoot an event like the Newsweek conference-three cameras, plus seven hours of footage and then more edits, and still not missing a beat. It never should have become a case of too much, really.
Be realistic about editing timelines
Same-day edits? Possible. But you’ll need to budget for it and let your team know in advance.
A typical highlight video with voice lines, branded titles, and multiple angles can take up to a week. Faster is doable - we’ve done it in 12 hours - but you’ll need a bigger crew or live editor.
What we recommend:
- For quick social edits: book a crew with an on-site editor
- For longer event highlights: allow 5-7 working days
- For internal versions or subtitled cutdowns: 2-3 extra days
Talk about timelines before the shoot. Rushing editing afterwards rarely leads to a better video - it just stresses everyone out.
- From £850Essential coverageOne videographer for up to 4 hours. One camera, one angle - ideal for filming a single panel or short session. We’ll deliver clean HD footage and a basic edit within 2-3 weeks.
- From £1,950Standard packageTwo videographers for up to 8 hours. This covers multiple panels, audience b-roll, and an event highlight video. We also include short social cutdowns and a round of revisions. Footage delivered in 5-7 working days
- From £3800Full crew productionProducer-led team with multi-cam setup, dedicated audio, lighting, and optional on-site editor for 24-hour or same-day turnaround. Best for high-end conferences, press events, or events where speed and quality matter equally
Our photographers know how to work in sync with the video team, so you’re never stuck waiting for one to finish before the other can step in. We deliver fast, sometimes within 20 minutes of an event wrapping, like we did at Trafalgar Square with Usyk and Branson.
Booking both services through one crew also means better coordination, one point of contact, and less back-and-forth in post. And yes, we offer a discount when both are booked together.
If you're planning a conference, panel, product launch, or high-profile event - consider booking us for both. You’ll thank yourself later.
Read about how we handled the Usyk & Branson event here.
If you want a videographer who just shows up and films whatever happens, we’re not your team.
- But if you need someone who understands media goals, handles fast delivery, works well with PR and comms teams, and makes your event look as good on screen as it felt in real life - then we should talk.
FAQ
team@westream.uk