Conference organizers manage dozens of moving parts. Video and photography coverage is one of the most commonly under-briefed — and hardest to fix after the fact. Most general conference organizer checklist templates cover budget, venue, and speakers, but skip production entirely. This event video checklist fills that gap: here’s what to confirm before, during, and after your conference.
6-8 Weeks Before (Pre-Production)
- ☐ Define deliverables: aftermovie, speaker clips, full recording, social cuts
- ☐ Confirm crew size based on hall count and attendee volume
- ☐ Brief the production team on the session schedule and priority speakers
- ☐ Share the floor plan and stage layout with the production team
- ☐ Confirm audio setup: house sound feed vs. separate mic recording
- ☐ Agree on same-day delivery requirements (social media teaser)
- ☐ Sign a contract that includes a cancellation policy
1 Week Before (Final Prep)
- ☐ Send the final program with timing to the production team
- ☐ Confirm the number of halls and simultaneous sessions
- ☐ Check drone permissions if outdoor footage is planned
- ☐ Confirm music licensing if background music will be used
- ☐ Arrange production team access passes and parking
On-Site (Day of Conference)
- ☐ Walk the venue with the lead camera operator
- ☐ Confirm lighting conditions in each hall
- ☐ Test the house sound connection with the audio engineer
- ☐ Designate a point of contact for real-time program changes
- ☐ Confirm camera positions: stage, audience/reaction, roaming
- ☐ Check that backup camera and audio equipment is on-site
After the Conference (Post-Production)
- ☐ Confirm delivery format: MP4, resolution, aspect ratio
- ☐ Provide a speaker name list for lower-third graphics
- ☐ Share your logo and brand guidelines for any motion graphics
- ☐ Agree on revision rounds (typically 1-2)
- ☐ Plan how you’ll use the footage afterward — social, website, email, next year’s promo (see our post-event content strategy guide)
Ready to Check These Off Together?
We built this checklist from the same process we run internally on every conference project, including our work with TAWAZUN and EDGE Group at SAHA Expo. Get a Quote and we’ll start working through it with you.