Keynote or panel videos
List the sessions that require an individual complete or edited recording.
Conference and session filming
Conference filming planned around speakers, slides, rooms and required session files.
Build the filming plan around the program, rooms, speakers, slides, audio sources and required session files rather than a generic event package.
Conference outputs
Define every file the program needs.
Session recordings and a conference recap are different deliverables. Naming them separately exposes the camera, audio and post-production decisions.
Session library
Plan consistent naming, speaker details, title cards and review responsibilities across the program.
Conference highlight
Identify the audience, atmosphere and priority moments that should support the recap.
Speaker interviews
Schedule a separate recording area and realistic changeover time between contributors.
Short-form updates
State any daily or social outputs and their deadlines without assuming rapid turnaround.
Coverage design
One room or concurrent rooms changes the production.
| Decision | Single-room program | Concurrent-room program |
|---|---|---|
| Continuity | One timeline can be monitored as a whole | Each room requires its own continuous coverage decision |
| Camera roles | Speaker, wide, slide and roaming roles are selected for one room | Roles must be allocated per room before shared highlight coverage |
| Audio | Coordinate one room desk and backup path | Confirm a separate source and AV contact for every room |
| File workflow | Program order controls naming | Room, session and speaker identifiers must remain unambiguous |
Conference preflight
Information needed before the camera plan is final.
- Master run sheet
Include breaks, changes, panels and concurrent sessions.
- Room list
Map every session to a room and identify overlapping priorities.
- Venue AV contact
Confirm desk feeds, microphones, presentation sources and testing time.
- Slides
State whether a clean feed or supplied presentation files may be available.
- Speaker information
Provide final names, titles and any recording permissions controlled by the organiser.
- Delivery schedule
List each output and deadline rather than one general completion date.
Related approved work
Approved conference work related to this capture plan.
TEDx Melbourne High School Speaker Recording
A two-day, six-speaker TEDx recording using separate field audio, timecode and planned wide and close speaker coverage.
- Project type: Multi-camera conference filming
- Role: Director of Photography
- Deliverables: Six 4K speaker videos
MCG Quantity Surveyors at Accounting Business Expo
MCEC exhibition filming for MCG Quantity Surveyors, combining an event highlight, presentation recording and five team interviews.
- Project type: Exhibition video production
- Role: Shooter / Producer
- Deliverables: One exhibition highlight video, One presentation recording, Five team interview videos
Conference FAQ
Questions that affect rooms, cameras and files.
Can every session be recorded?
List every required session and any overlaps. Multi-room capacity remains subject to a confirmed crew and technical scope.
How many cameras are needed for a keynote or panel?
The answer depends on the required speaker coverage, wide view, slides and edit. No camera count is assumed before those outputs are known.
Can slides appear in the final video?
A clean presentation feed, supplied files or a filmed screen are different workflows. Ask the venue AV team what is available before the event.
How are audience questions captured?
Confirm how audience microphones reach the venue desk and what isolated or backup source can be tested.
Can breakout rooms be covered?
Include the complete room list and concurrent timetable so the practical coverage requirement can be assessed.
Can the conference be streamed and recorded?
Live streaming and local recording should be requested as separate outputs and verified in the technical scope.
Conference enquiry
Send the program before the room and camera assumptions harden.
The date, venue, room list, run sheet and required session files are enough to start the production questions.