Freelancers May Fall Short of Professional Event Videography Services

Investing in professional event videography services is one of the smartest decisions a corporate marketing director can make to maximize their brand’s visual footprint. Video production is inherently a major financial commitment. Furthermore, the underlying technology changes so rapidly that it can make even the most seasoned marketing veterans feel completely overwhelmed. The sheer volume of technical production jargon can easily cause confusion.

As an established company offering professional event videography services, we routinely observe a massive amount of budgetary waste in the corporate sector. Marketing teams frequently overspend or make critical hiring mistakes out of sheer convenience. This unnecessary inflation usually happens because teams do not understand what it actually takes to capture an event. They try to save money upfront but end up losing major opportunities to build their brand.

Hiring Professional Event Videography Services

We recently spoke with a marketing director who learned this lesson the hard way. They had initially contacted our studio to capture interviews and B-roll for their yearly corporate event here in Las Vegas. However, they ultimately decided to fly in a freelancer from Chicago to save on production costs. They quickly realized that, despite this videographer’s skills and hard work, he could not capture everything they actually needed. This is on them, not the freelancer.

Because it is was impossible for their “one-man-band” video person to be everywhere at once, the final footage came back looking rushed and he missed a good deal of coverage. The interview lighting looked completely flat and unflattering on their executive team. Even worse, the interview questions felt clunky and lacked direction. The company that hired this individual set him up for failure. In the end, the videographer did what he could, but because the company wanted to take a cheap route, they paid an even bigger price at the end.

Ultimately, hiring an event videography services can help prevent these costly mistakes from happening. Video production is indeed a major upfront investment. However, if you plan your production correctly, you can save costs and give your brand an entire media bank of valuable content well into the future. You can leverage these video assets across your social media, website, and email marketing campaigns for the next twelve months.

Why a Solo Operator is a Massive Production Risk

At Indie Film Factory, we refuse to send a single camera operator into the field without support. The historical days of the one-man-band production crew are completely over for us. A solo camera operator simply cannot manage lighting, audio, framing, and logistics simultaneously. They need dedicated physical support on-site to do their job correctly. Without that support, we cannot guarantee any level of quality for the work we produce.

When you hire a firm like IFF for any professional event videography services, we always send a dedicated two-person crew. This structure pairs our videographer with an experienced production assistant. The PA handles critical administrative and logistical jobs in real time. For example, they help coordinate gear swaps, manage client release forms, and assist with lighting during interviews. Just having this extra support allows the videographer to focus on content creation, which is the most important job of all.

Why a Solo Opera

Client Provided Production Support Rarely Works

As the owner of a small business, I understand the value of keeping your costs low. I mean, who wants to spend more on things? Nobody! and I respect when managers or marketing directors try to cut costs. One question that we get a lot of is this, “But what if we provide a helper for the videographer?”

On paper that seems to make sense. Why can’t any rando on your team help the videographer, right? After all, anyone can carry a tripod and block pedestrian traffic, right?

The short answer to the previous questions is, no. A random member of your marketing team cannot effectively help the videographer with the specific needs of production. Sure, they may be able to lend a helpful hand here and there, but does your marketing person know which lens the video crew needs during swaps? Do they know how to hold the light to get get the best effect on the subject? Can they effectively build out and balance gimbals, or mic up talent for interviews? The answer is surely no. Additionally, most people who work with companies are rarely dedicated. They will often be pulled away for other on-site tasks by other managers of customers. It’s just the way it is.

Our production assistants are highly experienced crew people who understand the functional demands of a video shoot environment. They understand audio capture, and the camera gear we use. They know how to anticipate the videographer’s physical needs to keep the shoot moving efficiently. Think of it as an unspoken language between the video person and the PA. Having that level of intuition takes months and years of working together to achieve.

Additionally, videography shoots require a decent level of planning. Your provider of event videography services needs a safe, designated base camp of operations, where it be an empty office, conference room or hotel suite. This secure space allows our crew to store empty equipment bags, charge batteries, and media manage.

We also highly recommend having a physical external hard drive on-site during the event. You can give this drive to our team at the end of each filming day. Doing so allows you to walk away with an immediate, physical backup copy of your raw footage.

Better ROI for Your Professional Event Videography Services

If your marketing plan includes on-site interviews, planning/scheduling is the absolute key to success. You should always schedule these interviews out as far in advance as possible. In the past, our team has arrived at corporate events only to find that leadership was completely unprepared. They were unaware of the filming schedule, which immediately created an agitating and stressful environment. This level of agitation can be avoided by simply planning ahead.

Giving your executive team a heads-up ensures they look confident and knowledgable on camera. It also allows our crew to set up the appropriate lighting beforehand. Our team can pick a location and make sure it looks god as a background for interviews. This simple preparation drastically improves the overall production value of your corporate video assets.

What does Professional Event Videography Actually Cost?

Costs for services vary by market. In places like Orlando and Las Vegas, you may pay 5-10% more for video and photo services than you would in Chicago or Los Angeles. The reason being is that these markets are convention and tourism markets, and the demand is much higher for professional event videography services. The following demonstrates a range of what you should expect to budget for when hiring a video crew to capture your event.

Production Asset | Daily Estimated Budget
Videography Services (2-person crew) | $1,800 – $2,500 per day
Still Photography | Add $800 – $900 per day
Photo Editing & Media Fee | Add $250 flat fee

Budgeting for high-quality event videography services is a minor drop in the bucket compared to your overall exhibition expenses. We recommend setting aside at least $1,800 to $2,500 per day for video coverage. If your team also needs a professional still photographer, you should expect to add another $800 to $900 per day. Additionally, budget $250 photo editing and processing fee to cover post-production delivery.

A good rule of thumb is to always ask for bids and check portfolios. Make sure the team you are hiring has experience in conducting interviews, both formal and on the show floor. Do not be afraid to ask for recommendations, video samples and pricing sheets.

Getting Ready for your Event Video Shoot

Your booth is your home. Your conference space is your showroom. One key to being ready for your shoot is always keep your physical brand spaces exceptionally tidy during the event. Whether you are exhibiting a booth at a major trade show or hosting a private conference, appearance is everything. Always ensure that your exhibition tables are completely uncluttered. Your marketing displays must be set up properly to showcase the true glory of your brand. A messy booth, classroom or conference room looks terrible on camera and can ruin an otherwise perfect B-roll sequence.

Final Thoughts

While you can occasionally find a single videographer to capture basic B-roll for a cheap price, doing so is highly risky. Your company is already spending hundreds of thousands of dollars to exhibit at these massive corporate conferences. It is incredibly counterintuitive to cheap out on the tools used to capture those valuable moments.

Properly planned corporate footage provides your marketing team with a treasure trove of assets that pay dividends for years. If you want to review your upcoming event strategy with our creative team, contact us to share your goals. For more detailed insights on building a successful corporate event strategy, you can also explore the comprehensive Eventbrite corporate planning guide. Let’s make your next project a massive visual success!