Tips for Engaging Event Videographer for Your Event

When it comes to engaging a videographer for your event, there are many things that you should look out for apart from the portfolio works of the videographer/company.
For those that are not familiar with engaging such videography service, here are some of the pointers that you may wish to take note or clarify with the videographer/company before making the booking.

1. Service Engagement Duration / Timing
   While you may think that your event is happening from say 5.00pm to 10.00pm and it is alright to just book the event videography service for the 5 hours duration, yes, you are not wrong about that. But when you are relaying this timing information to the videographer/company, it will be good to clarify if the videographer will be reporting to your event venue at 5.00pm or they will be ready to start shooting at 5.00pm. You will not want to have the videographer still setting up the equipment when you event have already started.
   To better prepare yourself and/or the videographer in situation whereby the event overrun or got delayed and there are still important moments that need to be captured, do check with the videographer/company when you are making the booking on what may be the arrangement and additional cost should such situation arises. Some videographer/company charges last minute extension of service at a different rate from their standard rate. Some videographer also may have another shoot arranged and will be unable to stay beyond the initial engaged timing.

2. Attire Requirements
   Usually event videographer/video crews will be dressed in their comfortable attire so as to better facilitate themselves during the course of shooting. Most of the time, seasoned event videographer will be in a dark colored t-shirt, long pants and covered shoe, which is suitable for most of the events’ nature. However, some may come in something more casual.
   Should you have any specific requirements on the attire, you may wish to sound off to the videographer/company in advance so as not to have any surprise on your event day.

3. Event Venue / Location / Transportation
   Although almost every location that host events do not have this issue but it is good to check with the venue/location if they have any limitations on filming, especially if it is not a common event space. You will not want to have confirmed an event videography provider and have them being turned down by the venue/location on the event day due to any sensitivity/confidentiality nature of the space.
   if your event is happening in between different venue/location, do let the videographer/company know the details so they will be able to advise accordingly. You may also wish to factor in the admission cost (if any) and the transportation mode of the videographer. Usually if the group is travelling in a coach, it will be advisable for the videographer to follow the group so he will always be there to capture any moments whenever needed. This will also ensure that the videographer will not be delayed due to any traffic condition and misses any moments.

4. Equipment and Manpower
   Depending on the scale and requirements of your event, more than 1 videographer may be required. You may wish to take in consideration various factors such as number of pax, size of the venue, event duration and etc. You should also sound off any specific requirements that you may have in the final video output. If you have activities happening at the same period of time and you would like for them to all be captured, more videographers will be required as 1 videographer will not be able to be present at multiple locations at any point of time. There is of course exception such as, activities are happening in very close proximity or you do not need a lot of footage from each particular segment.
   Different equipment may also be required for different situation. An outdoor family carnival may require a different set of equipment as compared to an indoor conference event. A dance competition that need to be recorded in full will need a different set of equipment as compared to a product launch event.
   All technology faces the issue of unexpected faults and cameras, lights and such photographic equipment are no exception. Do ensure that your engaged videographers/production company have a backup plan in place in case of such a situation.
   There are many other factors that should be taken into consideration but do not worry too much over this aspect. You can always seek the videographer/video production company advise on this. Just remember to provide them as much details as you have on your event and they will be able to advise accurately.

At LOPOL Productions, we always try out best to meet all the requirements of our clients. We also try to make sure that our on-site crews/videographers are well prepared for all kinds of situation. The last thing we want is to be caught off-guard for something that should have been foreseen and could have been prepared for it.

In relation to the above pointers, our crews/videographers will always reach the venue at least 15 minutes before the engaged timing and will be ready to roll the camera on time. We also ensure that we do not arrange a same set of crews/videographer for projects that do not have sufficient buffer time in between.

Our event videographer will all be dressed in a ‘safe’ attire of dark-coloured top, long pants and shoes. Apart from outdoor event, our videographers/crews may request to be in a more comfortable attire.

As much as photography/videography are allowed in all common event venues, our videographers still try their best to be responsible when shooting. If something at the venue seems to be of sensitive nature, our videographers will aim to seek the venue owner/management for consent before shooting. They will also be respectful towards the venue and not damage any property.

We also try to ensure that we have a secondary set for selected crucial equipment. For example, all our videographers carries 2 camera body and at least 2 lenses with them for all projects. This allows our videographer to at least have a backup should the primary piece of gear fail.

Please feel free to get in touch with us via the [Contact] page and we will get back to you accordingly. We look forward to be of service and hope this article can give you a better insight prior to engaging a videographer.