In event planning, video is often thought of last. The venue, speakers and catering are settled; two weeks out, someone realises the opening needs a film, the breaks need something on screen, and the boss will want a highlight afterwards. Handled separately and late, the styles clash and time is short. Planning an event's videos as one set is far easier. Chipscat does the post-production part. We don't film, and we don't edit live on site.
Before: awareness and registration
- Teaser: 15 to 30 seconds with the name, date, highlights and how to register; see event teaser videos.
- Speaker or guest previews: one short clip each, suited to forums and conferences, and something speakers will share themselves.
- Countdown and reminders for social media in the final days.
- Invitation video for VIPs, press and key customers.
Material at this stage is usually the key visual, footage from previous years and photos supplied by speakers. No shoot is needed.
During: what plays on the big screen
- Opening film: the first thing after the lights go down, setting the tone of the whole event.
- Looping key-visual screens for arrival and breaks, with event information.
- Speaker intros, name straps and agenda transitions.
- Product or theme films: the core of a launch; see product launch videos.
- Award segments: nominee introductions and winner screens; see award ceremony videos.
- Retrospective or thank-you films: the year in review, an anniversary; see company anniversary videos.
On-site videos raise a question the earlier ones don't: screen specification. LED walls are often not 16:9, and the file format has to suit the playback system; see LED wall video sizes and specifications.
After: keeping the event working
- Highlight film: one to three minutes of atmosphere and key moments.
- Social clips: vertical, 15 to 30 seconds, most effective within days of the event.
- Full talks or sessions, with opening titles, subtitles and slides.
- Key excerpts: a minute or two from each talk; see condensing lecture and meeting recordings.
- Versions for sponsors and partners, featuring their presence.
- Promotion for next time. This year's highlight is next year's teaser.
Post-event videos depend on the crew at the venue. Tell them what post-production needs before the day: which cutaways, vertical shots, how sound is captured. See event filming tips for editing.
Each video has its own deadline
- Teasers: before registration opens, usually four to eight weeks ahead.
- On-site videos: finished at least a week ahead, with time to test at the venue. First playback on the big screen at rehearsal is a serious risk.
- Social clips: within days afterwards.
- Highlights and full recordings: depending on the volume of footage; agree dates before the event.
On-site videos are most often delayed by content confirmed at the last minute: the winners, the latest figures, a replacement speaker. The answer is to finish structure and animation first and swap the final details in before sign-off. For internal review, see getting a corporate video through internal approval.
Why plan the set together
- One look. The same key visual, typeface and animation style from teaser to highlight.
- Shared design. Openings, name straps and transitions made once and used throughout.
- Shared material. Shots from the opening film reused in the teaser and the highlight.
- A clear schedule, with every deadline set at the start.
What to tell us
The event's name, date, venue and running order; the key visual and brand guidelines; the list of videos and their purposes; screen specifications; and the crew's contact details if post-event videos are included. See the corporate video brief template. For PR and event agencies, see post-production outsourcing for agencies; the overview is commercial video editing for businesses.
FAQ
Can a highlight be cut on the day and shown that evening?
Live or same-day editing on site isn't something we offer. A retrospective needed on the day can be built from material available beforehand.
We only need one or two of these videos.
That's fine. Tell us the overall plan so the style matches the rest.
What if the event is postponed or cancelled?
Tell us as soon as possible. Completed work and next steps are handled according to the quote and what both sides agreed.
