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Important things to consider when hiring an event videographer.

So you're next corporate meeting, conference or other event is coming up. You may have decided to capture or monetize your conference sessions or training classes. Perhaps you've decided to capture some customer stories or testimonials while you have your customers on-site, or perhaps you've decided to promote your event with an incredible highlight video or marketing video. Maybe you're not sure what you need yet, but the bottom line is you've decided to hire an event what?

Well, first you do what any person would do and you begin asking friends, family and colleagues for references, and you likely do a Google search for videographers in your area or the city that your event is located in (i.e. "event videographer Scottsdale"). You've checked their reviews online and turned up some great options, but where do you go from there?

Start by reviewing their video demos. Simply put, the videographer's demos are a good indication of the style and quality of work you are going to receive, and a great representation of the events or industries that they have experience with. A videographer's understanding of your product, service, clientele and lingo facilitates communication throughout the process, which ultimately leads to a more streamlined workflow and a more effective video. There are universal aspects of events that allow experienced videogaphers to handle just about any type of event, no matter the subject, but a videographer with demos that represent the quality or style you're looking for, or the type of event that you're having, will help ensure you receive the quality and service that you expect and deserve.

Once you've found one or more videographers that seem to fit your expectations, it's time to reach out to them. But before you pick up the phone or send that email, it's important to prepare as much information as possible about your event and your video project. The more information that you can provide the videographer upfront, the easier it's going to be for them to provide you with an accurate upfront quote or proposal for the job. While it may seem like a hassle, a good videographer is going to ask you these questions eventually, so it's important to try and consider this ahead of time. Consider how many hours or days you'll need them, how many cameras you'd like, the type of video(s) you want, how many videos, how long each finished video will be, the location and number in attendance, budget, deadline for delivery, etc. The options are virtually endless, and you may not even know where to start. Thankfully, some of the most experienced videographers have a simple electronic form or questionnaire on their website that will help guide you through the process. After reviewing your information the vendor can better assess your project and prepare additional questions if need be, prior to contacting you to help you refine your needs.

So we've covered some of the questions a videographer might ask, but what about some of the questions you should ask or other things to consider? One of the first things you should inquire with the videographer about is their availability. You can save yourself a lot of time by making sure the videographer is available for the dates of your event before discussing any other details.

Next, is to find a videographer experienced with the type of venue and the scale of your event. There is a huge difference between a small conference for 150 people at the local Hilton hotel and a massive expo for 15,000 attendees at the Bellagio or Sands Expo. Avoid the pitfalls of hiring a videographer who will likely have trouble with logistics when trying to service you within a venue in which they are unfamiliar, or at a scale beyond their capabilities.

While on the point of venue's, it's a good idea to advise the venue or event coordinator about your intentions to provide your own videographer to record video on the premises. There may be certain regulations that you need to adhere to, and they may require that you or the videographer provide a certificate of insurance with certain liability coverage limits. Every videographer should have minimum liability insurance coverage for their State and be happy to list you as a certified policy holder. Since coverage limits may vary by venue, you need to be aware that you will have to compensate the videographer if you require them to increase their coverage limits to meet the venue's requirements, even if only for a short period of time. This is just another reason why a videographer with experience at your type of venue can come in handy. Make sure to ask them about your venue, they may be able to advise you on these topics. Also, if your event is in a city other than the videographer's business location, or for an extended period of time (more than one day), it's commonly accepted that the company hiring the videographer pay, or reimburse the videographer, for travel and accommodations. Keep in mind that many events start early in the morning and end late in the night. Plus, the videographers work begins long before the start time and continues long after the event has concluded for the night. It's not uncommon for videographers to work 15-20 hour days, 3-4 days in a row. You are well advised to feed the videographer, this will ensure they have the energy and optimism to work hard and capture amazing footage. In addition, videographers have much more gear than one might expect. If there for an extended period of time, the videographer will need sufficient space (in a staff room or other secure area) to store their expensive equipment and copy or edit media throughout the day.

Another very important thing is to make sure that your videographer has a solid understanding of marketing principles. This is especially important for corporations or larger companies where branding is of utmost importance. A professional videographer will have a solid understanding and be proficient at working with vector graphics (logos and artwork), typography (font, leading, kerning), color pallets (RGB, CMYK) and more. A videographer fluent in marketing will help reduce the amount of revisions to your video and will result in a more polished piece of work that adheres to the branding and marketing guidelines set by your company.

And of course, budget. Daily rates for a single videographer can range from $500-$1,500+ depending on equipment and experience, and editing can vary from hundreds of dollars, to thousands for a single video. While it's important to watch the bottom line, you can avoid a multitude of delays, headaches and added costs by hiring the videographer that's the best fit for your project, rather than one with the lowest price. Take the word of this customer who once opted to use a less expensive videographer, only to return back to the professional he was working with before to finish the job correctly.

Lastly, thanks to advancements in digital imaging and synchronicity across editing and multi-media platforms, photography and videography are no longer just in the same ballpark, it's the same ballgame. Make sure to inquire if your videographer also offers photography. Many times you can receive discounts and piece of mind when you combine videography and photography from one vendor for your next event.

If you have any comments or questions about this blog, videographers or photographers, please feel free to create an account and comment on this post. Or, feel free to reach out to us directly. We would love to answer any questions you may have and help you with professional videography for next event.

Josh Skehan Productions


Video Production | Videographer | Photographer

Scottsdale | Arizona | U.S. | International

14747 N. Northsight Blvd. (Appt. Only)

Suite 111-210

Scottsdale, Arizona 85260

tags: videographer, event, Scottsdale, Arizona, hiring, choosing, event videographer, corporate video, event photographer, best videographer

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