Plan event videos by working back from the event date: decide which videos to make six to eight weeks before, send out the call for material five to six weeks before, hand everything to the editor three to four weeks before, review the draft one to two weeks before, and test the playback files at the venue three to five days before. The three things that most often cause delays are material that doesn't all come in, managers who review too late, and names and job titles checked at the last minute.
The most common story with event videos goes like this: a week before the event, someone realises "we probably need a video". By then the material hasn't been collected, the content isn't settled and the manager hasn't seen anything, so every step is rushed. The date can't move, and in the end whatever happens to be ready goes in. Whether it's a year-end party, an annual meeting, an opening ceremony, a farewell or an award ceremony, if you work back from the event date and finish a few things at key points, the video doesn't have to be your biggest worry before the event. The timeline below uses an opening or review video for a typical company event as its example; actual timings depend on the length of the video and the state of the material.
Six to eight weeks before: decide which videos to make
- List the running order and mark which parts need video: opening, year in review, awards, farewells, links between acts.
- For each video, note its purpose, length and how it will be shown (played at the venue only, or uploaded afterwards as well).
- Ask the venue about the screen's aspect ratio and playback equipment; see LED wall video sizes and specifications.
- Decide who internally gathers the material and who makes the final decisions.
- Contact the editing team with the date and what you need, and check whether the schedule is workable.
Five to six weeks before: send out the call for material
- Set up a shared cloud folder with subfolders by department or by theme.
- Send one clear set of instructions: what material you need, how to record it, how to upload it and the deadline. Greeting clips from colleagues are collected in much the same way as wedding messages from friends; see collecting video messages from friends and family.
- Choose one contact person in each department to collect that department's material.
Three to four weeks before: all material in and handed to the editor
This is the most important point in the whole timeline. Gather all the material, add a short note (a timeline of the year's events, names and job titles, the mood you want), then hand it to the editor. If the material arrives a week late, every later step gets squeezed.
One to two weeks before: review the draft and collect revisions
- The organiser watches it first to check the direction is right.
- Then the managers who need to approve it watch. One contact person gathers all the comments and replies in one go; see getting a corporate video through internal approval.
- Check names, job titles, years and figures word by word at this stage.
Three to five days before: receive the playback files and test them at the venue
- Play everything through once on the venue's own equipment and check the aspect ratio, picture quality, volume and text size.
- Agree with the host and the sound desk exactly when each video plays.
- Keep two backup copies on separate USB drives.
Within a week after: hand over the recordings for a highlight
Send the recordings from the day to the editor as soon as you can for a highlight or record video. The longer it waits, the more the enthusiasm around the event fades. See the videos a corporate event needs: before, during and after.
The three things that most often cause delays
- Material doesn't all come in: set the internal deadline a few days before the date you hand over to the editor, to leave time for chasing.
- Managers review too late: book a time for the manager to watch before the draft arrives.
- Names and job titles: finding a typo at the last minute is the most common problem, and the most frustrating one.
Frequently asked questions
We only have two weeks left. Is there still time?
It depends on whether the material is already collected and how long the video is. Tell us the event date and the state of the material first; see can video editing be rushed.
We have a lot of material. Should we hand it all over?
We suggest sending all of it and marking the parts that must be included. The editor sorts and selects first, and the clearer the material, the faster that goes.
There are many events at the end of the year. When should we get in touch?
Year-end parties and annual meetings cluster between December and Lunar New Year, when editing schedules tend to fill up, so the earlier you get in touch, the more flexibility there is.
Other kinds of event video are covered under event video production. For year-end parties, see year-end party videos; for ceremonies, see opening ceremony videos.
