09/29/202510/02/2025Blog, Video Production Tips and Techniques

I created this How to Film a Conference for Beginners guide because every event videographer has to start somewhere. No one begins as a professional. I remember the first conference I filmed for my Orlando video production company at the Hyatt Regency Orlando International Airport. I was nervous because I kept overthinking. I knew I couldn’t afford mistakes—at a live event, video and audio problems can’t easily be fixed later. Over my years of providing conference video production services in Orlando, I’ve learned how to prepare and what mistakes to avoid. This blog will help beginners who want to produce high-quality recordings.

Know Exactly What You’re Hired to Do

Every conference project is different. Clarify expectations with the client before filming. Some only need B-roll, others want full conference session recordings, and some request both. One client may want raw footage delivered, while another asks for an edited highlight video. Sometimes a client wants both. Sort this out before you quote or sign a contract. It decides how you prepare, what to charge, what gear to bring, and how you’ll use your time.

Solo vs. Camera Crew Shooting

Being a solo videographer for a conference works if you’re covering sessions in one room or only filming B-roll.

Bring in a camera crew when:

Multiple rooms run simultaneous sessions.
You need to divide workload—sessions, B-roll, audio, or other tasks.

If you’re only filming B-roll, room count doesn’t matter since you’re not responsible for full coverage.

Business Realities

Conference video production is business. Stick to the contract. If you agreed to one camera, don’t film with two. If they want extra coverage beyond what’s contracted, it must be paid for. Net profit comes from working within the agreed contract, not giving away extras. Setup and breakdown count as work. Hourly, half-day, and full-day rates should include that time.

Contracts

Every job needs a signed contract. Standard terms include:

50% upfront to reserve the date
Balance due on production day (raw footage) or on delivery (edited video)
Retainers are nonrefundable once the date is booked
Retainers also protect you if the project is delayed or canceled

A contract should also list:

Event details and times
Crew involved
Deliverables
Editing timelines (30 days is fair)
Hard drive delivery terms (bill for cost/shipping or have the client provide one)

Templates are fine to start with, but have them reviewed by a lawyer. A contract protects both you and the client.

Preparation Before the Event

After you’re booked for the conference, get as many details as possible from the client. Get a copy of the conference schedule, ask about parking, and confirm your point of contact on-site. If recording sessions, get introduced to the AV team early. They’ll be the ones you’ll connect with about audio.

Where should you set up cameras in a conference room?

Set up at the back in large ballrooms, ideally on a riser, or in the back/side/middle of smaller rooms depending on seating.

Understanding the Room

Before the event, ask the organizers for the room name. Look it up on the venue’s website, or scout it if possible. This gives you a rough idea of where you’ll be and what camera equipment to bring. A large ballroom usually means you’ll be in the back, which calls for a camera with a lens that has longer focal lengths. If it’s in a large ballroom more likely the client will mention having a shooting riser provided. If not, ask. They can always order one from the AV team. Smaller breakout rooms let you set up in the back, side, or middle depending on seating.

Cameras and Essential Gear

You need a camera that records continuously for long sessions. Conference sessions often run 30 minutes to two hours without breaks. If you don’t own one, consider renting cameras and lenses. A heavy-duty video tripod is non-negotiable because lightweight tripods tip or shake too easily.

Gear Checklist

Camera that records long sessions (DSLR, mirrorless, cinema, or camcorder)
Telephoto/zoom lens for interchangeable-lens cameras (e.g., 70–200mm)
Heavy-duty video tripod
Dummy batteries or external power
Extension cords, power strips, gaffer tape
Audio recorder (Zoom F3, Zoom H4essential, or similar)
XLR cables
SD cards
Gimbal or monopod for B-roll

Power Management

Conferences run long. Bring extension cords, power strips, and gaffer tape to secure cables. Use dummy batteries or external power so you don’t risk losing power mid-session. Many cameras accept USB input now, so you can use a phone charger or power bank if it’s the correct voltage.

How do you record clear audio at a conference?

The best way is to connect your recorder to the room’s soundboard. If that’s not possible, use a wireless lav or handheld mic connected to your recorder or camera. Devices like the Zoom F3 or H4essential are reliable because they record in 32-bit float. Depending on budget, you could have someone monitor audio. I usually don’t. Instead, I run two recorders at the soundboard, or I’ll set one at the soundboard and another at the PA speaker, podium, or table for backup. I check them during each session to confirm they’re recording and sounding good. I also hit record about five minutes early since speakers often start ahead of schedule. Always carry XLR cables.

Conference Camera Placement and Coverage

Placement depends on the room. Large ballrooms usually mean you’ll be in the back. Smaller rooms may allow aisle or side setups. I like to arrive about an hour early. It’s enough time to set up, check the audio, and walk the room without feeling rushed.

Two cameras are better if possible—one wide and one medium. The wide shot is your safety net if the speaker drifts out of frame. Some speakers stay still; others move. I always ask before the session how they plan to present.

Recording Slides and Screens

If sessions include PowerPoints, dedicate a camera to film the screen. It doesn’t need to be high-end—a GoPro or even a phone works. Just match your frame rate. Having slides on video makes syncing easier in post.

Capturing B-roll

If the client wants a highlight or promo video, B-roll is essential. For B-roll, set up a camera on a gimbal or monopod. Film the speaker, the audience, and wide views of the room. Use a telephoto when you need reactions without being noticed.

Recording, Backups, and Delivery

Use cameras with dual SD slots if possible, and consider recording externally to a device like the Ninja V for added protection. Back up footage daily. I used to back up after breaks, but now I back up to two hard drives and cloud storage at the end of each day. If you’re delivering raw footage, allow time to sort, upload, or transfer files to a hard drive. Factor in file sizes and internet speeds. If mailing a drive, bill for the cost and shipping, or have the client provide one with a return label.

Post-Production and Delivery

After the event, follow up with the client within a couple of days. If editing, request files and branding guidelines you’ll need for post-production. Give clients a 30-day delivery window. Even if you finish faster, the buffer protects you if you’re waiting on PowerPoints, graphics, or other assets. A clear timeline manages expectations.

Conclusion

Filming a conference comes down to preparation and clear communication. Know what the client expects, plan your gear and crew, and protect yourself with backups. Once the basics are handled, the rest is about staying focused on the conference itself. This How to Film a Conference for Beginners guide should give you a solid start. If you’re a videographer and have questions, feel free to reach out.