How you choose the right event video production company affects both how your event is captured and perceived. Whether you’re hosting an annual meeting or grand opening, quality event video services will communicate your message clearly. Our Orlando video production company can help you select the right professional for your event.
Define Your Video Production Goals
Before searching for an event video production company, define your goals. The type of event you’re hosting will guide the production approach. Whether it’s a corporate gathering, conference, or trade show, each event requires distinct filming methods and services.
For example:
- Corporate Events: This could involve recording presentations, panel discussions, or company announcements.
- Conferences: Video production might include capturing keynote speakers, panel sessions, and creating highlight reels or promotional content.
- Trade Shows/Expos: Often focused on showcasing exhibitor booths, capturing attendee interactions, and creating engaging content for promotional use.
Clarifying which aspects of the event you want to capture—whether it’s full coverage or specific parts like speeches, client testimonials, or product demonstrations—will help you choose the right event video production company.
Set a Realistic Budget
Another step in choosing the right video production company is setting a realistic budget. Costs vary depending on factors like event length, footage type, and post-production work. Establishing a budget early helps narrow your options to event video production companies within your price range. While an exact figure isn’t necessary, a rough estimate is helpful. For example, it’s unrealistic to expect an Orlando event video production company to cover a four-day seminar at Disney’s Grand Floridian Resort & Spa for just $1,000. Setting a budget early makes it easier to choose the right event video production company within your range.
Research Local Event Video Production Companies
Start Your Search
To choose the right event video production company, look for one with experience in recording events. Start by searching online with terms like “city + event video production company.” Review their websites for professionalism and service offerings. Check reviews on platforms like Google, or ask your venue or event planners for recommendations based on their past experiences.
Is the Event Video Production Company Local?
Not everyone may view this as a concern, but it’s worth considering. Some event video production companies claim to be local but are actually based elsewhere. When you book them, they may hire random locals to cover your event, which can lead to inconsistent service, communication delays, and a less personalized experience. While booking a local event video production company doesn’t guarantee perfect service, resolving issues will be easier since they’re nearby rather than across the country. Choosing the right event video production company helps avoid these potential challenges.
Review Portfolios
Examine the company’s portfolio for event video examples, focusing on visual, sound, and editing quality. If necessary, request additional samples to gain a clearer understanding of their capabilities. This helps assess whether the company can deliver the style and quality you’re looking for.
Watch for Red Flags
In addition to reviewing the portfolio, look for potential red flags during your evaluation. Prioritize companies that provide full event recaps rather than just demo reels. This indicates their ability to capture the full scope of an event, which is important for comprehensive coverage. A professional website and clear descriptions of video production services are also important. Be cautious of vague pricing, unrealistic promises, or poor communication. A reputable company should have detailed work samples, clear contracts, and references available upon request.
Review Pricing and Contracts
Review pricing and contract details carefully to make sure everything is clear. The company should provide a detailed breakdown of their video production services in the quote, covering aspects like pre-production, filming, and post-production. Be sure the contract outlines the terms for payment, timelines, and specific services included. Avoid companies that provide vague information or fail to offer transparency.
Assess Equipment and Technical Capabilities
While you don’t need to be an expert in event video production equipment, choose a company with the right tools for the job. A professional event video production team should have access to high-quality cameras, microphones, and lighting equipment for clear, sharp video and audio. Discuss any specific requests and confirm that the company can meet them. For example, if you need immediate video projection, you wouldn’t want a crew showing up with cameras on gimbals.
Communication and Professionalism
When selecting an event video production company, the way they communicate is essential. Pay attention to how promptly and clearly, they respond to inquiries. Disorganization or vague planning may indicate problems down the line. Look for a company that provides clear, upfront information and demonstrates a track record of delivering on their commitments.
Qualities to Look for in an Event Video Production Company
Choosing the right production company for your event requires careful consideration of these factors:
- Professionalism: The company should communicate clearly and reliably, with transparency about their process. They should also have examples of previous work that meet your needs.
- Reliability: Check their reputation for meeting deadlines and fulfilling commitments. Reviews and testimonials can help you assess their dependability.
- Flexibility: Events often involve unexpected changes. Choose a company that can adapt quickly and keep the production on schedule.
- Honesty: A trustworthy company will be transparent about pricing, timelines, and services, and focus on providing quality over maximizing profits.
- Experience: Opt for a company experienced with live events. They’ll be prepared to handle challenges and keep production running smoothly.
- Effective Communication: The company should maintain clear and consistent communication, keeping you updated throughout the process and responding promptly to inquiries.
Match Services to Your Requirements
Many video production companies offer a range of services, from A/V support to live streaming and cinematic-style event production. Review their offerings to see if they match your needs. Make sure the company’s capabilities align with your expectations before moving forward. This helps you choose the right event video production company.
Video Production and Editing Services for Events
When choosing an event video production company, it’s important to know both what they can produce and how they handle post-production. You may need various video types, such as full event recordings, b-roll, or attendee testimonials for highlight videos. It’s helpful to understand the types of video production the company specializes in. Confirm that the company can meet your specific requirements. In post-production, ask about their process for editing, color correction, and timelines. Some companies may provide a rough cut for revisions, so confirm the number of revisions included and ask about any additional fees for music, licensing, or extra edits. For more information, check out our blog post, “5 Types of Event Videos to Boost Engagement and Impact.”
Clarify Deliverables
Make sure both parties have a clear understanding of the deliverables. Confirm what is included in your video production package, such as:
- The number of videos provided
- The format(s) in which videos will be delivered
- Whether raw footage will be made available
Address these points in the agreement to prevent misunderstandings.
Payment Terms
Understanding payment terms upfront helps you choose the right event video production company that aligns with your policies. Establish clear payment terms at the start to avoid misunderstandings. A common issue arises when a client agrees to the terms but later attempts to change the payment method after signing the contract. Some companies require a deposit before starting the project, with the balance due at the event’s conclusion. If your company uses Net 30 terms, clarify this before signing the contract to avoid confusion.
Compare Quotes and Options
To choose the right event video production company, start by requesting a detailed quote that covers every stage of the project, from pre-production to post-production. If you prefer a line-by-line breakdown instead of an all-inclusive quote, ask for it. Next, evaluate companies based on your budget, the information you’ve gathered, and your confidence in their ability to meet your needs. While hiring a cheap event video production company might be tempting, prioritize quality. Remember, a higher price doesn’t always guarantee better event filming service than a more affordable option.
Legal and Contractual Considerations
Before finalizing any agreement, make sure to review these key points:
- Service Terms: Understand the scope of work and what’s included.
- Ownership: Know who owns the final video and any rights to use the footage.
- Music Licensing: Confirm that you have the proper rights to use any music in the videos.
Be sure to read the fine print to avoid any misunderstandings later.
Is a Videographer the Same as a Video Production Company?
While “videographer” and “video production company” are often used interchangeably, they differ. An event videographer typically works alone, suited for smaller gatherings. A video production company, on the other hand, provides a full range of services with a team, ideal for larger events requiring multiple cameras and staff. While a videographer can handle video production for large events, a crew is highly recommended for more complex tasks, such as multi-room setups. For more details, refer to our guide on the differences between a video production company and a videographer.
Avoid These Pitfalls
- Unclear Expectations: Define your goals and clarify deliverables from the start to prevent confusion about pricing and services.
- Skipping the Contract: Always have a contract outlining pricing, timelines, and services to avoid misunderstandings.
- Choosing Based on Price Alone: Focus on value and quality rather than just the lowest price.
- Overlooking Reviews: Check references and reviews to assess a company’s professionalism and reliability.
- Underestimating Equipment Needs: Confirm the company has the right equipment and crew.
Choose the Right event Video Production Company
When making your final decision, focus on what matters most to help you choose the right event video production company. Different factors may be more or less relevant depending on your situation. Choose a production company that is responsive, communicates clearly, and works with you throughout the process. By doing proper research and having a clear understanding of your goals, you can select a company that will capture your event and deliver a polished final product.
How you choose the right event video production company affects how well your event’s story is captured. Follow these steps to find a company that fits your event and delivers a high-quality final product. If you need reliable video production services in Orlando or Central Florida, we can help create impactful content for your event.
