What is an event video? A complete guide including points to note, how to use it, and examples!
- 4 days ago
- 7 min read
When holding various events such as seminars, exhibitions, anniversary ceremonies, music festivals, and international conferences, some people may be wondering whether to create an event video at the same time.
In conclusion, creating an event video will be useful for public relations, marketing, and sales strategies for companies and organizations in the future.
However, simply recording the data without any purpose will not lead to any subsequent use.
In this article, we will explain the benefits of producing event videos, how to use them after production, and things to be careful about when producing them, using examples.
If you are having trouble producing an event video, please feel free to contact our company, LIFE.14.
We provide consistent support from planning and design to shooting, editing, and distribution, supporting video production that leads to results.
The benefits of producing event videos
As the name suggests, event videos are content that records and edits scenes from various events such as seminars, exhibitions, anniversary ceremonies, and music festivals.
Creating a video is not just a record, but it will be useful in many ways, including attracting customers, promotions, company branding, and sales activities in the future.
Specifically, the benefits of creating an event video are as follows:
Can be saved as a recording
Become a PR material
Also useful as sales support
We will explain each one in detail.
Can be saved as a recording
Event videos are useful assets that capture the excitement and emotion of the venue in full detail.
By capturing the expressions of the participants, the performers' performance, and the atmosphere of the venue on video, the experience can be shared with those who were unable to attend on the day.
In addition, if you save the footage, you can use it for long-term internal review, planning of the next project, education, and archiving.
Become a PR material
Event videos are a public relations tool that communicates a company's story and achievements to the outside world.
It allows you to communicate your company's progress, values, and vision for the future in a short amount of time, and by posting on social media and websites, it also helps to increase awareness among new fans and potential customers.
Another feature is that it makes a lasting impression on viewers by adding digest editing, animation, graphics, and other effects.
Also useful as sales support
Event videos are also useful as sales materials.
By re-editing and using various video formats, such as opening movies, history movies, and employee interviews, you can appeal to your audience according to your purpose.
The video conveys the scale of the event and the enthusiasm of the participants, making it an effective means of persuading sponsors and potential customers.
Important points to make the most of your event video
If a company or organization wants to use event videos for future public relations, marketing, and sales activities, it is not enough to simply film the event and cut and paste it into a video.
In order to make the most of your event video, it is important to clearly define the purpose of its use before producing it, as follows:
Clearly define the purpose of the production
Decide how you want to shoot
Assume secondary editing
Let's take a closer look at each one in turn.
Clearly define the purpose of the production
The first thing to do when creating an event video is to clarify your purpose and target.
When producing an event video, you decide on a purpose such as "attracting an audience," "recording," or "promotion," and then set the target audience you want to reach, which then determines the structure and content of the footage.
If your purpose remains unclear, even if you create an impressive video, it will not lead to results.
It's important to decide specifically who you want to make feel what and what action you want them to take.
Decide how you want to shoot
Planning the shoot and preparing a cut sheet are also essential.
It is important to decide on the shooting schedule and location, arrange for camera equipment and necessary staff, respond to weather and venue conditions, and prepare alternative plans in case of emergency.
In addition, if you record not only the speakers' speeches but also the audience's reactions and the overall atmosphere of the venue, you will have a wider range of editing options.
Be sure to do your research in advance, such as checking the rights, power supply and traffic flow at the venue.
Assume secondary editing
If you record long event footage, you can re-edit it for different purposes.
If you consider what you might use the footage for later from the shooting stage, editing and delivery planning will go more smoothly.
For example, it is important to decide in advance the format, size, and composition of the video, with an eye toward reusing it on social media, recruitment and sales materials, etc.
If you plan to use it for a long time, make sure to check the presentation to avoid relying too heavily on trendy expressions and the validity period of the rights license.
Things to consider when creating an event video
The event is live.
This can lead to unexpected problems.
Naturally, since event videos are produced by filming such events, unexpected problems often arise.
That's why, when producing an event video, you need to pay more attention to the following points than when producing a general video.
Prevent audio accidents
Prevent data loss
Check the rights in advance
Preventing distribution accidents
Let's take a closer look at each one.
Prevent audio accidents
Once audio is lost, it is difficult to recover and cannot be replaced.
As a result, you should err on the side of caution when it comes to audio, so as not to detract from the value of your event video.
As a countermeasure, we recommend using the camera's built-in microphone as a reference and recording twice with an external microphone to create a backup.
Additionally, when recording, you can simultaneously record at a low recording level as a safety track, and use multiple microphones and mixer outputs in combination to reduce the risk of audio accidents.
Prevent data loss
Losing the recorded data would bring the entire event video production project to a halt.
Therefore, after taking photos, be especially careful to avoid losing data by immediately importing the data to your PC and backing it up.
Check the rights in advance
Video footage involves a variety of rights, including copyright, portrait rights, and music usage licenses.
Using other people's music or images without permission may violate copyright and portrait rights, and releasing footage without the consent of the performers may violate their portrait rights and privacy rights.
It is important to obtain consent forms and permission to use background music from performers before filming, and to clearly state the scope of rights to the materials and the scope of disclosure in the contract.
Also, even if the person is an internal employee, permission must be obtained, including whether the person can use the service after leaving the company.
Preventing distribution accidents
For events that involve online streaming, problems with the network or equipment can have a major impact on the filming of the event video.
Take the following precautions to prevent unexpected accidents from occurring:
Secure communication bandwidth
Understand the specifications of your distribution platform
Have an alternative method for unsubscribing
We will explain each one in detail.
Secure communication bandwidth
Sufficient upstream bandwidth is required for stable streaming.
Insufficient bandwidth can cause video to freeze or become distorted.
Therefore, be sure to perform a speed test before streaming to ensure you have the required speed.
Also, it is a good idea to use wired connections rather than Wi-Fi whenever possible at the venue, and to have a backup communication line ready in case of any problems.
Understand the specifications of your distribution platform
Each platform has different recommended bitrates and resolutions.
When streaming, be sure to understand the maximum resolution and recommended bitrate in advance, and configure your streaming settings according to the specifications.
Setting up without understanding these specifications may result in poor image quality and audio problems.
Before broadcasting, be sure to test the video quality, sound quality, and latency, and then configure the optimal settings to suit the specifications of each platform.
Have an alternative method for unsubscribing
It is essential to have a backup system in place in case of any problems.
In case any problems occur during streaming, be sure to have a backup line and spare encoder ready.
It is also important to divide roles such as switching and line monitoring, and to decide on criteria in advance, such as switching to backup when the bit rate drops below a certain value.
Consider alternative distribution routes and quickly uploading recordings so that video and audio can be restored quickly in the event of a problem.
LIFE.14 event video production example
We will introduce some examples of event video productions undertaken by LIFE.14.
[Video Production] "UNHCR Goodwill Ambassador MIYAVI Interviews Refugee Students Today"
We filmed and produced a video of the event, which was held as part of the UNHCR Refugee Higher Education Programme.
UNHCR Goodwill Ambassador MIYAVI interviews Bentu (Soka University) and Eimi (Meiji Gakuin University), two refugee students attending Japanese universities, in which they discuss the challenges and dreams that refugee students face.
This video is also used in lectures and events by UNHCR staff, and can be viewed on YouTube and the UNHCR official website.
Use your event videos as assets!
Event videos not only serve as a record, but also become assets that can be used for future public relations and sales support.
On the other hand, if you shoot and edit without a clear purpose, even if the footage looks good, it won't lead to results.
In order to make the most of the event you have held in future activities, you should not just shoot the event video and keep it as a record, but also create it strategically with an eye toward how it will be used.
LIFE.14 Inc. has over 10 years of experience in the event and video industry, and has been involved in numerous events, including international conferences and government and international organization-related events.
We design all technical aspects, including audio, video, streaming, filming, and simultaneous interpretation, and build a system that takes into account the actual operation on the day.
We identify potential risks in advance and support stable progress.
We can accompany you even from the concept stage or when requirements have not yet been fully organized.
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