To capture your event, you need a video production team that gets your vision. In this post we’ll walk you through how to choose an event video production company in Orlando. Choosing the right company helps you capture your event—whether it’s a conference at the Orange County Convention Center or a retreat near Disney World. A local team can create content that speaks to your audience. Next, let’s define your video production goals.
Define Your Video Production Goals
Before contacting a local event video production company, clarify what you want to capture and why. This helps define everything from crew size to editing timelines.
Start by identifying the content type you need:
- Full recordings of sessions, speeches, or presentations
- Highlight reels or b-roll for marketing
- Attendee testimonials or executive interviews
- Event photography for documentation or promotion
Next, consider your event layout and timing:
- Which areas or sessions need coverage?
- Will you need to cover multiple spaces or just one?
- Do you require quick social media turnarounds or expect last-minute additions like sponsor interviews?
Answering these questions makes it easier to find a production company that fits your event’s scope.
Set a Realistic Budget for Orlando Event Video Production
Before you contact a production company, figure out what kind of video support your event really needs. Budgeting isn’t about pulling a number out of thin air – it’s about matching your needs with what it takes to do the job right.
Here’s what affects video production costs in Orlando:
- Duration: Is this a one-day seminar or a multi-day conference?
- Crew size: Do you need one camera operator or a team covering multiple rooms?
- Deliverables: Are you asking for raw footage only or a polished highlight reel with music, titles and b-roll?
- Timeline: Do you need same day edit or final delivery two weeks later?
Let’s say you’re hosting a 3-day conference at Disney’s Contemporary Resort and you need all sessions captured in two breakout rooms. You’ll need at least two camera operators. If you want b-roll for a highlight video you’ll need a videographer, so that’s three people – so it’s not going to cost $1,000. That wouldn’t even cover crew labor at minimum wage in Florida.
You don’t need to have an exact number before you reach out but having a range helps production companies give you realistic options. For example, a budget of $5,000-$7,000 will get different quotes than $15,000+. If you have a fixed budget be honest about it but understand that tradeoffs will be necessary. For example, with a $5,000 budget for 3 days, full sessions and a highlight video as the deliverable, you may need to adjust expectations. Having 2 camera operators alternate for b-roll instead of having a dedicated videographer might be more feasible for you. Being upfront about your budget and expectations keeps the process smooth and respectful for both sides.
How To Research and Compare Event Video Production Companies in Orlando
What To Review During Your Search
Website and Service Clarity
A professional video production company will have a clear list of services (filming, editing, livestreaming, etc.), sample work by project type, and direct contact info. If they’re vague about what they do or only show a generic demo reel, that’s a red flag.
Google Reviews and Testimonials
Read reviews on Google, not just quotes on their homepage. Look for mentions of professionalism, communication, punctuality and post-production quality. If possible, ask the venue you’re booking if they’ve worked with any local teams and what the experience was like.
Local vs. Outsourced Video Teams
Choosing a truly local Orlando video company helps avoid service gaps, communication delays, or detached subcontractors. Some companies advertise locally but sub-contract or send freelancers who rely on secondhand instructions, which increases the chance of confusion or missed details. Booking a local company doesn’t guarantee perfection, but it does mean you’re dealing with them directly and any issues can be resolved quicker since they’re local and can respond faster than a company that requires long distance coordination.
Review Portfolios
When reviewing a video production company’s portfolio, look at their event experience not specific types. While experience with general events like conferences or trade shows is good, specialized events like weddings, sports and concerts require different skills. Look at the visuals, sound and editing in their work. Experience with Orlando venues like the Lake Nona Wave Hotel or The Dr. Phillips Center for the Performing Arts is a plus but the most important thing is their ability to manage logistics and technical aspects no matter the venue.
Highlight videos are common but if your event requires more extensive coverage ask to see full session recordings. These longer videos may not be on their website but will give you a better idea of how they handle full event coverage. Requesting full-length samples helps you see how the team handles continuous coverage, adapts to lighting conditions and captures clean audio over a long period. When reviewing samples, here’s what to look at:
Clarity and Stability
Are the shots steady, framed well, and in focus?
Audio Quality
Can you hear what’s being said during presentations or interviews?
Editing Choices
Are transitions smooth? Are text overlays readable and consistent with event branding? Does the video tell a story or does it feel disjointed or rushed?
Context
Can you tell what kind of event it is, where it’s happening and who it’s for? Videos should capture not only footage but also the atmosphere of the event—audience reactions, signage, branded environments etc.
Watch for Red Flags
Be cautious if a company only shows demo reels. Demo reels often highlight the best moments but don’t prove they can handle full sessions or extended event coverage. Look for warning signs like:
- Vague pricing or unclear service packages: If pricing isn’t detailed or there’s no clear breakdown of services, it’s a red flag. Transparent pricing is essential.
- Delayed or poor communication: Slow responses or unclear communication can signal potential issues with reliability down the road.
- No full-length samples or references: If they don’t provide full event recaps or long-form videos, they may not have the experience needed for your full event coverage.
- Lack of clear contracts or workflows: If contracts are vague or they don’t outline a clear plan for pre-production, filming, and editing, it’s a red flag.
A reputable company should show full recaps, provide clear contracts, and communicate transparently. If something feels off, trust your instincts.
Review Pricing and Contracts
Ask for a quote that breaks down each stage—planning, shoot, edit. Review the contract to confirm:
- Services included
- Payment timeline
- Delivery deadlines
Avoid companies that avoid specifics or use vague line items like “editing services” without details.
Assess Equipment and Technical Capabilities
You don’t need to know camera models—but the company should. Ask if they use:
- Microphones for speakers and Q&A
- Professional lighting for interviews
- Multi-cam setups for panels or keynotes
If your event includes livestreams, IMAG, or same-day edits, confirm they can support those needs.
Communication and Professionalism
How a company communicates before your event is a big indicator of how they’ll do during it. Pay attention to how quickly and clearly they respond. If they’re disorganized or vague it’s a sign of trouble down the road. Look for a company that:
- Responds to emails or calls quickly
- Gives you clear timelines and next steps
- Asks you questions about your event to understand your needs
Disorganized communication leads to missed details and last-minute stress. A good Orlando based production team should make the planning process easier not more stressful.
What to Look for in an Orlando Video Production Company
Don’t just look at demo reels. Look for these:
- Reliability – A company that meets deadlines and communicates on time makes the process smooth.
- Professionalism – A team that’s organized before, during and after the event keeps everything on track.
- Experience – Choose a company that’s done similar events and venue setups. They’ll be prepared for anything that comes up.
- Honesty – Transparent pricing with no hidden fees avoids surprises. Look for a company that values integrity.
- Flexibility – Events change last minute. Choose a company that can adapt to schedule changes or technical issues.
- Responsiveness – A company that answers questions clearly and promptly keeps you informed throughout the process.
These matter once production starts—not just how the final video looks.
Match Services to Your Requirements
Before you hire a video production company, make sure they can actually do what you need. Some Orlando companies might:
- Film without editing or post production
- Not offer livestreaming or same day turnarounds
- Use one person crews for smaller events
Match the services to your event’s size and scope. For example, a multi-room conference at the Gaylord Palms Resort & Convention Center will need a larger crew for live coverage—not just one camera operator.
Video Production and Editing Services for Events
Know What They Deliver—From Footage to Final Cut
When choosing an event video production company, you need to know what they can film and what they do with post-production. Some stop at filming, others do everything from edit and graphics to music and delivery. Ask these questions:
- What types of event video can they produce? (e.g. full sessions, highlight reels, interviews)
- How many edits are included?
- Can I see a rough cut before the final version is delivered?
- Are there extra costs for music, subtitles, or raw footage?
If you need specific types of videos, like attendee interviews for social media clips, make sure they can do that. Don’t assume it’s included.
In post-production, confirm their process for edit, color correction and timelines. Some companies offer a rough cut for revisions—ask how many revisions are included and what’s the cost for edits, music or licensing.
Clarify Deliverables
Before you sign off on the agreement, confirm what’s included in your video production package:
- How many finished videos will I get?
- In what formats will the videos be delivered? (e.g., MP4, YouTube-ready, social media clips)
- Will I get the raw footage?
- Are revisions included?
These details should be stated in the quote, contract, and invoice.
Compare Quotes, Contracts, and Payment Terms
Set Clear Payment Expectations
Setting payment terms before you book a video production company avoids misunderstandings. Most companies in Orlando require a deposit to hold the date so make sure you know their payment structure.
Ask the company these questions:
- When is payment due? (Upfront, after delivery or Net 30?)
- What forms of payment are accepted?
- Are deposits refundable?
Once you agree on the terms don’t change them mid project. Changing payment methods after signing the contract can cause confusion and delays. If you operate on Net 30 terms make sure to clarify before signing so everyone is on the same page.
How To Choose an Event Video Production Company in Orlando Based on Quotes and Value
When choosing an event video production company, always ask for itemized quotes. This gives you a clear breakdown of the costs involved. Look for pricing on:
- Filming days
- Crew size
- Equipment
- Editing and revisions
A low quote could mean corners are being cut, but higher rates don’t always guarantee better quality. While comparing prices, evaluate the company based on:
- Reviews
- Sample work
- Direct communication
Quality should come before cost. A lower-priced option might still offer strong value—judge by what you’re getting, not just the number.
Legal and Contractual Considerations
Read the Fine Print
Before you sign anything make sure you’ve checked:
- Scope: What’s included and what’s not
- Ownership: Will you own the final video and the footage?
- Licensing: Is the music royalty free or licensed
Get this in writing to avoid confusion. A clear contract protects both parties and the project.
Mistakes to Avoid When Hiring an Orlando Video Team
- No contract: Always have a contract in place that outlines pricing, timelines and services so you don’t get confused later.
- Only focusing on price: While price is important, value and quality come first.
- No clear goals: If you don’t define your expectations and deliverables upfront you won’t get what you want.
- Ignoring reviews: Past client feedback gives you insight into the company’s professionalism and reliability. Always check reviews and references.
- Assuming they’ll bring everything you need: Confirm the crew size and equipment required for your event. Don’t assume the production company will bring what you need for your specific situation.
How to Choose an Event Video Production Company in Orlando With Confidence
Your video team will be how your event is remembered. Don’t rush. Before you book, ask yourself:
- Do they understand your goals?
- Do they understand what you want to capture?
- Are they clear on pricing and scope?
- Is pricing transparent, no hidden fees?
- Do they have the right crew and gear for your event?
- Do they have the right crew size and specialized equipment for your event’s specific needs?
- Do you trust they’ll show up prepared?
Trust your instincts. If they’ve been responsive, clear and organized during the selection process, they’ll be the same during your event. If you said yes to these questions, you’re good to go.
