Live Event Filming Essential Gear Guide
Filming a live event as a content creator is a fantastic opportunity to showcase your skills, but it can be intimidating without the right gear and preparation. Whether you're capturing a conference, seminar, or panel, this guide walks you through the essentials, cameras, audio, lighting, and safety, to help you produce professional footage, even in challenging venues. Let's get into the practical advice to build your confidence and create compelling videos.
Planning Your Live Event Shoot
Not all venues are created equal, and thorough planning is essential to overcome issues like cramped spaces or inadequate lighting. You might end up filming in a hired bar, an old hotel basement with mixed or dull lighting, or a room not suited for speakers. Knowing your environment allows you to plan effectively for the best footage. Here's how to get ready:
Check the venue remotely if scouting isn't possible. Request photos or floor plans from organisers and review the venue's website to evaluate size, layout, and lighting. Larger rooms might require longer cables for tight shots, while small spaces could need compact gear.
Arrive early to set up and test. Reach the venue well before attendees to troubleshoot. Level tripods, test camera angles, and verify sound desk connectivity for a clean audio feed, checking levels to prevent clipping. If providing mics, pre-test them for reliability.
Coordinate with organisers. Obtain schedules or access to restricted areas. Collaborate to establish a safe stage zone for speakers, marked away from big screens or podiums to avoid distracting projections. Inquire about risers or elevated platforms to position cameras above crowds for unobstructed shots.
These steps ensure you adapt to any space, from sleek conference halls to cramped basements, keeping your shoot smooth and professional.
Questions to Ask Organisers
Before you arrive at the venue, I recommend asking these key questions about the event and space. This will help set expectations, provide a clear picture, and avoid surprises. You may have additional questions, but the following are essential:
How big is the venue space, and how many people does it approximately hold?
Why: Understanding the venue size helps you determine what lenses are required, for example a long zoom lens for large rooms to capture tight shots from the back.
Will there be a separate sound desk team capturing audio?
Why: If a sound team provides audio, ask for a feed to your recorder. If not, you need to know how many microphones to supply for all speakers, for example solo presenters or panels.
What is the lighting like at the venue? Can you share photos or a website for details?
Why: Knowing the lighting helps you assess if additional gear, like a portable LED panel, is needed to illuminate the stage or podium area.
What are your expectations for film quality? Is one camera sufficient, or do you need two or three?
Why: This clarifies the minimum requirements of the brief, ensuring your setup meets their needs.
When does the event start and end? What are the full details, including the website if available?
Why: Knowing the agenda helps you plan memory cards and batteries to last the day.
How soon does the venue open, for example if the event begins at 9 AM, can I access it from 7 AM?
Why: Early access ensures enough time to set up and test your gear before attendees arrive.
Asking these upfront ensures you're fully prepared.
Essential Gear for Live Events
I'm going to be honest with you, your gear is absolutely fundamental and the backbone of a killer shoot. Wrong choices can lead to missed shots or poor quality. Below is the essential kit, with minimum requirements and recommendations:
Cameras: One DSLR or mirrorless for basic coverage, using a medium shot to balance context and detail. Recommended: Two for versatility (wide for audience and stage, close-up for speaker expressions). With three, add a wildcard for unique angles (for example side or audience reactions). For solo operators, keep cameras close to monitor focus and settings. When I first started, I used one camera, but once I upgraded to two, it opened up so many opportunities, like going from a small laptop screen to a big monitor, it's tough to go back!
Tripods: Enough to support all cameras for stability. Fluid-head tripods enable smooth panning.
XLR cables or similar: For audio connectivity from the sound desk. Carry spares and longer ones for larger venues.
Sound recorder: One portable device (for example from brands like Zoom or Sound Devices). Ensure it supports enough mic inputs for panels (up to six or more speakers) if no desk is available.
Microphones: If supplying them, enough to cover all speakers based on format (for example solo presenter or panel). Alternatively, use wireless lapel mics (like Rode Wireless) that record to body units.
Lighting: Portable LED panels if venue lighting is inadequate.
Monitors (optional): Larger screens like those from Atomos for easier viewing and focus tools.
Notes: I strongly recommend manual focus, especially for wide shots, with higher aperture (for example f/5.6 if not more) to keep everything in focus, adjusting ISO as needed. For close-ups, use manual unless the speaker is the sole subject, to avoid focus drift. Activate focus peaking if available for precision. In Europe, PAL is standard (NTSC elsewhere), but regardless of region, super high frame rates aren't necessary. Opt for 24, 25, or 29.97 FPS to save memory card space. Carry spare batteries (ideally USB-charging cameras for continuous recording) and memory cards for long shoots.
Utilise Multiple Cameras for Dynamic Shots
Many events are covered by two or more cameras for a varied visual experience. However, even a two-camera setup, positioned on robust tripods, can deliver both wide-angle and close-up shots. This redundancy also serves as a safety net should one camera encounter issues. If you're concerned about battery life, opt for cameras compatible with external power banks or those that can operate on mains power.
Safety and Crew Considerations for Live Events
I'm going to be honest with you, we all get tired, and it's easy to lose focus when you haven't eaten or stayed hydrated. As simple as this might sound, make sure you eat and drink during the day, especially for long events or unfamiliar topics where attention might wander. Safety ensures a smooth shoot, particularly in challenging venues:
Use tape to secure cables in high-traffic areas to prevent trips.
For crew well-being, schedule breaks and hydration to maintain focus.
Prepare backup plans (for example extra generators) for issues like power failures.
Key Takeaways
| Concept | Benefit | Application |
|---|---|---|
| Venue Planning | Adapts to any space | Check photos, use risers, mark stage zones |
| Camera Setup | Ensures versatile footage | Use two cameras, manual focus, 24 FPS |
| Audio Setup | Delivers clear sound | Clarify responsibility (you or sound desk team), monitor with headphones |
| Lighting | Enhances visibility | Use portable LEDs if venue is dim |
| Safety Measures | Prevents accidents | Tape cables, stay hydrated, plan breaks |
Struggling with a specific venue challenge? Contact us for personalised advice.
