Filming your Queenstown event: a checklist for organisers

Events move fast, and you only get one shot at them. When a video of your event disappoints, it is almost never the camera work. It is something that was not sorted in the week before: nobody knew when the key moment was, the sound came from a camera microphone at the back of the room, or the stream fell over because the venue Wi-Fi was never tested.

Here is the checklist we work through with organisers, drawn from festivals like WellFest and conferences, launches and club nights across Queenstown and Central Otago.

1. Decide what you want out of it

A highlight film, full-length session recordings, same-week social cuts and a live stream are four different jobs with different crews. Decide which you need before you book, because it sets how many cameras, where they go and who does what on the day.

2. Send the run sheet early

We need the schedule, the venue, the key moments and who the important people are. A speech, a reveal or a first dance happens once. If we know when, a camera is already in the right place.

3. Sort the audio

Sound ruins more event videos than picture does. If there is a PA, ask the venue or AV company for a feed from the sound desk for us. For talks and panels, lapel microphones on speakers make a huge difference.

4. Test the connection if you are streaming

A live stream needs a reliable, tested connection, not the guest Wi-Fi. We check connectivity on the recce and write a technical plan with a backup, and we record everything on site so nothing is lost if the internet drops.

5. Plan for consent

Let attendees know filming is happening, in the ticketing terms, on signage at the door, or both. Give anyone who does not want to be filmed an easy way to say so.

6. Have a weather plan

Outdoor events in Central Otago need one. Know where things move if it rains, and tell us, so we can plan camera positions and protect the gear.

7. Agree turnaround before the day

If you want social clips while people are still talking about the event, say so up front. We can have social cuts out the same week, with most highlight films delivered within 5 to 10 business days.

Have an event coming up? See our event videography page, or send us the date and venue.