How to choose a company to film your seminar? Cost estimates and key points to consider.

21 hours ago
14 min read

Many people struggle to choose the right company when hiring someone to film their seminar.

There are surprisingly many points to compare, such as quality, cost, and scope of services.

Choosing the right service provider will enable you to create videos that more effectively convey the value of your seminar.

This article provides a clear explanation of everything from how to choose a service provider to typical costs and important points to consider beforehand.

If you're looking for a company to handle seminar photography, please contact LIFE.14.

We provide one-stop support for all technical aspects, including not only filming but also streaming, audio, and simultaneous interpretation.

Points to consider before requesting seminar filming services.

When outsourcing seminar filming, it's crucial to first clarify the details of the request within your company.

If this remains unclear, the assumptions for the estimate will not be consistent, and decisions made on the day will be more prone to inconsistency.

Here are some things you should definitely organize before outsourcing a task:

Content of the shoot
Shooting method
Conditions for publication and reuse

From here, we will explain each point in detail.

Content of the shoot

The first thing you need to decide is, "Why do I want to film, and to what extent?"

Once this is clear, it becomes easier to see what equipment and personnel are needed, as well as how to proceed on the day.

Let's organize this in the table below.

item	Main idea	Things I want to tell our outsourcing partners
Purpose of recording	Clarify whether you want to keep it as a record, distribute it, or edit and use it later.	What will the video be used for? Is editing necessary? Which scenes do you definitely want to keep?
Shooting range	Decide whether you only need to show the speakers, or if you also need to capture the overall atmosphere of the venue, and whether you want to show slides.	- Should we show the audience? Should we include photos of the venue? Should the slides be included in the video?

For example, if the purpose is simply to keep records for internal company use, a simple photo shoot focusing on the speakers may suffice.

On the other hand, if you plan to archive the footage later or use it as promotional material, it's more useful to record not only the speakers but also the entire venue and the reactions of the participants.

Additionally, if you want to save your slides in an easily viewable format, you should check in advance whether the venue's video output is available.

By first clarifying "who the video is for and how it will be used," you can increase the success rate of outsourcing.

Shooting method

The next thing I want to clarify is "how to take the photos."

Even for the same seminar, the final result and cost can vary depending on how the sound is recorded, the number of cameras used, and the delivery method.

Please look at the following table and consider your shooting method.

item	Main options	Key points to summarize
How to record audio	- Get sound from the venue's sound system. - Record separately Use both	Can the speakers' voices be recorded reliably? How to secure backup audio?
Number of cameras	- Fixed shooting with one unit - Take photos with two or more cameras.	How much do you want to show? ・Does it fit the size of the venue and the available space?
Delivery specifications	·resolution File format ·deadline	Where to play it? Do you plan to edit it? When is it needed?

Of these, audio is especially important. Even if the video is beautiful, if the voice is difficult to hear, the content will not be conveyed.

Therefore, it's reassuring to have alternative recording methods available as needed, rather than relying solely on the venue's microphone audio.

Regarding the number of cameras, recording is possible with just one camera, but the changes in the image will be less pronounced.

If you want to capture the presenter's expressions, the venue's atmosphere, and the slides in a balanced way, using multiple cameras is recommended.

Delivery specifications are another point that can easily cause problems later on.

If you think "it's fine as long as I get it as a video," you might find that the data you receive is difficult to use.

It's important to confirm the desired format, deadline, and delivery condition before placing an order.

Conditions for publication and reuse

Finally, I want to clarify how much of the filmed footage will be used.

To avoid situations where the footage cannot be published or edited after it has been taken, it is necessary to ensure that all parties involved are on the same page beforehand, as shown in the following table.

item	Things to decide in advance	Common problems
Publication of the presentation content	Will it only be used within the company? Will it be made public? Will it be available as an archived stream?	The distribution scope will be reviewed just before the release.
Reflections of slides and documents	- Is it okay to show the slides? Is it okay to make it public?	Replacements or edits may be necessary after publication.
Faces of the speakers and participants	- Whether or not you are willing to show your face How much of the audience should be shown?	Even if the video was recorded, it cannot be released.
Scope of video usage	- To what extent will we cut, re-edit, and publish in other media?	It cannot accommodate uses that you want to use later.
Handling of video data	Who will manage it? How far can it be used?	The verification process increases during the secondary use stage.

Particular attention should be paid to avoiding the presence of the presenter's face, slides, or participants in the image.

Even if filming goes smoothly on the day, if the conditions for publication and reuse are not clearly defined, the valuable footage may become unusable.

The following are some points to confirm regarding rights and the scope of disclosure:

Decide how much of the video you plan to use.
Please confirm whether the speakers will show their faces.
Make sure to confirm if it's okay to display and share the slides.
Decide how much of the audience and participants you will be willing to be included in the footage.

By organizing the "content to be filmed," "how to film it," and "how it will be used" before outsourcing, it becomes easier to prepare quotes and manage the event on the day.

Thorough preparation before making a request is essential for a smooth seminar filming experience.

Estimated cost of hiring someone to film a seminar

The cost of filming a seminar varies depending on the scale and content of the shoot, the necessary equipment and staff, so it's impossible to give a single price.

The necessary setup and costs will vary depending on factors such as the number of cameras, whether or not live streaming is required, sound system requirements, and the scope of editing.

Furthermore, the amount of preparation and setup work required varies depending on the venue conditions and the content of the event, which is another important factor that affects the cost.

Therefore, to get a concrete idea of the costs, it is best to request a quote based on the specifics of the project and consult with the company beforehand.

Factors that influence the quality of the actual event when requesting seminar filming

Even when using the same equipment, the final result of seminar photography can vary depending on the venue's conditions.

Therefore, camera performance is not the only factor that determines the success of the actual event.

It's crucial to prepare for the day's environment, considering factors such as acoustics, venue brightness, power outlet locations, camera placement, and how to present the slides.

The points you should pay particular attention to are as follows:

Factors that will determine the outcome on the day	Things that are likely to happen	Things to check in advance	Examples of on-site responses
The way sound resonates	- Difficulty hearing the voice - Echoes and becomes muffled	• Venue size • Materials of walls and floors • Availability of microphone equipment	- Check the venue's audio - Separate recording as needed
brightness	- Face looks dark The screen is difficult to see.	• Lighting at the stage - Presence or absence of backlighting Can it be dimmed?	• Adjusting the lighting - Check camera settings in advance
power supply	- The equipment is not working stably. ・Difficult to set up	• Location of electrical outlets Number of available power outlets - Whether or not an extension is possible	- Arrange equipment according to the power supply location • Prepare a backup power supply
Camera installation location	- Hidden by the audience's heads - It obstructs the passageway.	・Audience seating arrangement ・Aisle width • Places where you can set up a tripod	Secure it in a position that does not obstruct the flow of movement.
How to display slides	- The text is difficult to read. - The screen is overexposed (white).	- Whether or not video output is possible • Connection terminals ・Projection method	- Capture the screen directly - To be used in conjunction with photography

The key factors determining the success of the actual event are whether you can "see clearly," "hear clearly," and "continue shooting steadily" at the venue.

Simply sharing venue information with external vendors in advance can help prevent problems and reshoots on the day of the shoot.

How to choose an external contractor for seminar filming.

When outsourcing seminar filming, it's important not to make a decision based solely on price, but to consider whether you can confidently entrust the event to them on the day.

Even if services appear similar, the level of reliability on the day of service can vary depending on the track record, preparations for potential problems, and the thoroughness of the initial consultation.

The points I'd like to confirm are as follows:

Check the track record
Checking their ability to handle problems.
Review the contents of the preliminary meeting.

From here, we will explain each perspective in detail.

Check the track record

When looking at track record, it's important not to judge solely on whether the number of cases is high or low.

It becomes easier to make a judgment by looking at how much experience they have with projects similar in content and scale to the seminars your company is planning.

The following are some points I would particularly like to confirm:

See the amount of experience you have recording seminars.
Check performance by venue size.

From here, we will explain in detail the key points to consider when reviewing performance.

See the amount of experience you have recording seminars.

Filming a seminar requires the ability to reliably record the speaker's presentation and to capture the entire flow, including the Q&A session.

Therefore, when looking at the experience of an outsourcing partner, it is recommended to specifically check "how much experience they have in filming seminars and lectures."

When you want to assess someone's experience level, here are four things you might want to ask:

How much experience do you have filming seminars and lectures?
Does it cover not only the speakers' presentations, but also Q&A sessions and panel discussions?
What kind of system do you use for audio recording?
Can you show me some actual production examples or sample videos?

When watching a presentation video, it's important to check not only the quality of the video itself, but also whether the presenter's voice is easy to hear, whether the slides are easy to read, and whether all the necessary moments are included.

At LIFE.14, we have handled numerous filming, sound, and broadcasting projects for a variety of events, including international conferences and highly specialized seminars.

In addition to recording the content of the presentation, we create the optimal recording system for each event, with flexible capabilities to accommodate multilingual environments and the flow of the event.

If you are looking for a company to film your seminar, please contact LIFE.14.

For inquiries about LIFE.14, please click here.

Check performance by venue size.

Even for the same seminar, the necessary preparations differ between a small conference room and a large hall.

Since the setup of equipment, the number of staff required, and considerations for visitor flow will all change depending on the venue, it's reassuring to check if the company has experience with venues of a similar size to your planned location.

When you want to know about their track record at different venue sizes, here are four things you should ask:

Have you ever filmed in a venue of a similar size?
Can the equipment be positioned in a way that takes into account the seating and aisles?
Can it handle capturing the venue screen and slides?
Is it possible to view it together, including the streaming and audio?

Choosing an external vendor with experience suitable for the venue size makes it easier to visualize the arrangements and necessary preparations for the day, and meetings tend to be more concrete.

Checking their ability to handle problems.

During seminar filming, it's not uncommon for things not to go according to plan on the day.

That's why, when choosing an outsourcing partner, it's important to check not only whether "no problems will occur," but also "how they can handle problems if they do occur."

The points I'd like to check are as follows:

Check the countermeasures for audio problems.
Check if they can respond flexibly to changes in the schedule.

From here, we will explain in detail the key points to consider when evaluating someone's ability to handle problems.

Check the countermeasures for audio problems.

When filming a seminar, you should pay particular attention to the audio.

Even if you can adjust the video to some extent, if the audio wasn't recorded properly, it can be difficult to fix later.

Here are some things we would like to confirm with our external contractors:

Should we record the venue's microphone audio using another method?
Do you have spare microphones or recording equipment?
How will the audio check be conducted on the day of the event?
Are there any procedures for dealing with audio problems?

Companies that can explain these points in detail are likely to have adequate preparations in place on the ground.

Check if they can respond flexibly to changes in the schedule.

During the seminar, delays in the start time, extensions to the Q&A session, and changes in the order of speakers may occur.

The ability to adapt to these changes is also an important factor when choosing an outsourcing partner.

Here are some things we would like to confirm with our external contractors:

Can you accommodate extensions on the day of the event?
How will we communicate if there are any changes to the schedule?
Who should make the decision on-site, and who should confirm it with?
What will be the cost if additional measures are needed?

If you can find an external contractor who can explain the on-site communication system, even assuming changes may be made on the day, it will be easier to act in unexpected situations.

Review the contents of the preliminary meeting.

When evaluating outsourcing partners, the quality of meetings is often overlooked.

A good outsourcing partner will not only listen to your request but also make sure to confirm all necessary details.

The following seven points should be checked:

Purpose of filming
Venue size and facilities
How to record audio
Camera installation location
Delivery format and delivery date
Our approach to the appearance of speakers and participants in photos and videos.
How much of the slide should be displayed?

Outsourcing partners who can discuss these items in detail are likely to have prepared with the day's schedule in mind.

Conversely, if there is insufficient confirmation during the meeting, or if questions are vague, unexpected discrepancies may arise on the day of the event.

Therefore, when evaluating outsourcing partners, it is important to consider these three factors together: track record, ability to handle problems, and the quality of pre-project meetings.

Choosing a company not just based on whether they can take the photos, but also on whether you can trust them completely, including the process leading up to the day of the event, is key to a successful seminar photoshoot.

Examples of seminar filming by LIFE.14

Here are three examples of actual seminar filming projects.

Even when it comes to seminar photography, the necessary shooting methods vary depending on the size of the venue, the content of the seminar, and the points you want to highlight.

To help you visualize the necessary preparations and strategies, please try to find examples that are similar to your company's event format.

The examples I will introduce are as follows:

Stable delivery of business investment seminars hosted by overseas organizations.
The symposium, with a full house of 120 seats, will be streamed via hybrid broadcasting.
Criollo Confectionery's Online Workshop

Let's take a closer look at each of these below.

1. Reliable delivery of business investment seminars hosted by overseas organizations.

This is an example of a business investment seminar (with online streaming available) hosted by the Swiss Embassy in Japan and the Swiss Business Hub.

We set up Haneda Innovation City PiO PARK like a studio and were in charge of filming and broadcasting.

In online seminars like this, it is especially important to ensure both clear video and clear audio.

Even when there are multiple speakers or the proceedings are complex, it's necessary to create a screen that allows viewers to watch calmly and comfortably.

It's not just about placing the camera and taking pictures; thinking about how to present the entire streaming screen makes all the difference in the final result.

[Online Event] Business Investment Seminar hosted by the Swiss Embassy in Japan and the Swiss Business Hub

2. The symposium, with a full house of 120 seats, will be streamed via hybrid broadcasting.

The "Symposium on Animal-Assisted Therapy for Medical Professionals," organized by three organizations—the Japan Guide Dog Association, the Japan Service Dog Association, and the certified non-profit organization Shine On! Kids—was held in the auditorium of the National Center for Child Health and Development. All 120 seats in the venue were filled, and a total of 170 people participated, including those joining online.

LIFE.14 was in charge of photography, technical support at the venue, and online streaming.

Because it was a hybrid format, we took measures to ensure that presentations at the venue could be delivered to both in-person attendees and online viewers, including setting up equipment for online streaming, managing the venue's sound system, and switching between projected images and presentation materials on the venue's screens.

For large-scale symposiums, it is necessary to deliver stable video and audio to both in-person attendees and online viewers.

In this case, we combined photography, online streaming, and on-site technical support to ensure that the lectures and panel discussions were effectively communicated online as well.

In a hybrid format, you can't just focus on what's inside the venue.

As the number of things to check increases, such as the speakers' voices, the screens in the venue, how the materials are presented, and how they interact with the audience, a system that can manage multiple elements simultaneously is necessary.

The key takeaway from this case is that even in venues with a large number of attendees, the design needs to take both in-person and online participation into consideration.

The larger the seminar, the more important it becomes to consider not only filming, but also coordination with sound and event management.

A total of 170 people participated. I was in charge of online streaming and photography for the Animal-Assisted Therapy Symposium.

3. Online workshop by the patisserie Criollo

LIFE.14 was in charge of filming and streaming for an online seminar hosted by the confectionery shop Criollo.

This was an online seminar where Mr. Antoine Santos delivered a lecture via Zoom to students of Kawahara Gakuen.

To clearly demonstrate how to make chocolate banana caramel, we used two cameras, including one placed above the kitchen counter, to film and stream the process, ensuring that the movements of the hands were clearly visible.

In cooking and practical seminars, it's not just about "what you're explaining," but also about "what you should be showing."

The clarity of a seminar depends on whether it accurately shows the parts that viewers want to know about.

Instead of shooting with the same approach as a lecture-centered seminar, considering how to compose the shot to highlight the key points you want to showcase will lead to more satisfying results.

[Learn Professional Techniques Online] Criollo Confectionery x Kawahara Gakuen Online Seminar

For seminar filming requests, contact LIFE.14, a company with a proven track record!

When requesting seminar photography, it's crucial to decide beforehand what to photograph and how to use the footage, rather than rushing into the request.

If the purpose and intended use of the shoot are clearly defined, discrepancies in estimates and on-the-day issues can be reduced.

The following are the things you should prepare in advance:

What to photograph
How to take the picture
In what form will you receive it?
How far will you use it?

If the shooting content and usage conditions are unclear, it can result in scenes not being captured, sounds being difficult to hear, or videos that don't match expectations.

Conversely, if you decide on the objective and conditions beforehand, you can prevent many failures.

When choosing an outsourcing partner, it's important not to select one solely based on price, but to also consider the quality of their work.

Choosing a partner who can work with you on everything from on-site planning to project execution will make things much more stable, from preparation to the actual event and subsequent utilization.

If you want to avoid failure, it's important to consult with others early on.

At LIFE.14, we handle everything from video, audio, streaming, and filming to the design and arrangement of simultaneous interpretation equipment, enabling us to respond to international projects and situations requiring multilingual support.

By consulting with us from the stage of comparing outsourcing partners, you can reduce the chances of overlooking necessary preparations and decisions, making it easier to proceed with peace of mind until the day of the event.

If you're unsure who to hire for seminar photography, please feel free to contact LIFE.14.