Client Guide: 10 Tips for Preparing Your Space for a Video Shoot

This post is designed for those who are expecting a videographer or video production team to visit their business or organization and want to ensure the final video looks its best. It can be challenging to identify elements that might appear unappealing on camera, especially for someone who works at the location and may have become blind to any disarray. In this post, I'll outline the steps you can take to effectively prepare your space for a video shoot.

1. Organize workstations

Start by ensuring that desks are tidy and visually appealing for filming. Consider temporarily hiding any unwanted or unattractive items during the video shoot. Reflect on the message each object conveys, and determine if it should be removed. Appointing a dedicated organizational lead throughout the process can assist in identifying clutter that individual employees may overlook.

2. Dress code for employees

Do your best to guide the staff on what to wear for the video shoot. If they don't usually dress formally, suggest wearing solid, neutral colours without other companies’ logos or text. This approach helps to maintain focus on your brand and message without any visual distractions. You could also consider providing them with branded clothing specifically for the video shoot, ensuring a unified and polished look throughout the shoot.

3. Grab the broom

For those industrial settings, don't forget to grab a broom and sweep. This simple housekeeping task is often overlooked, but it makes a noticeable difference on camera. To make things even easier, consider scheduling a thorough cleaning before the day of the shoot.

4. Clear all the wall clutter

From our own experience, we know that employees and managers often stick all sorts of things on walls, like inspirational quotes, announcements, or posters. While these add a positive vibe to the company atmosphere, they can make the video look cluttered and maybe even distract viewers. To create a cleaner, more focused background, take down posters, handwritten signs, and any other visual distractions from the walls.

5. Clear the dust

Where does dust come from? It's hard to say! But one thing's for sure, it's everywhere. Dust can create an impression of aging and worn-out items. You'll find it on shelves, desks, computers, equipment, and more. To achieve a sleek and polished look in the filming area, make sure you clear away all the dust.

6. Loss the boxes

It's pretty typical to see half-open boxes lying around offices in all sorts of companies and industries. This often happens when new products or parts arrive, and people slowly start using them. However, this can make the company look disorganized and unprofessional. To tidy things up a bit, close those boxes and send them to storage.

7. Introduce greenery

Adding a few plants can really brighten up a dull office space. Consider moving or borrowing plants from different parts of the office to make the area being filmed more vibrant. This small change can make a big difference and create a more welcoming atmosphere.

8. Cable management

How's the cable management in the office? If computer or electronic cables are running all over the place and extension cords are visible everywhere, it might be a good idea for the team to rethink it and figure out a better way to organize them, or even hide them. This can make a big difference in the overall appearance of the space.

9. Communicate with employees

Let employees know about the filming schedule and the video's purpose ahead of time. By giving them a heads-up, they'll be better prepared for the day, avoiding any surprise that could make them feel uneasy. Instead, we want them to be excited about the chance to be on camera. Remind them to keep their workspace tidy and be mindful of noise levels during filming.

10. Secure sensitive information

Be sure to remove or hide any sensitive or confidential documents, computer screens, or whiteboards to keep company information safe and maintain privacy. If it's not possible to conceal them, let the videographer know so they can avoid capturing those areas on camera.

Businesses that get a pass

I've filmed in many industrial settings, and I know it can be tough to tidy up spaces like workshops, where painting or messy products are involved. Just do your best. Even small improvements can make a difference. If you're not sure what to do, think about sending photos of the space to the video production company for advice. They'll be happy to help! Check out these in-camera techniques for when cleaning up isn't really an option.

In-camera techniques for hiding a mess

• Film more zoomed in to compact the image and show less of the background

• Use a blurry background by opening up the aperture to make things in the background harder to see

• Shoot from different angles, such as upwards or downwards, to avoid cluttered areas

• Stage shots in a cleaner and more organized part of the space

• Film more close-ups to focus on specific objects

Conclusion

Preparing your space for a video shoot can be challenging, but with these simple steps, you can ensure that the video comes out showing your business as a clean, well-organized machine. Tidy workstations, dress employees appropriately, clear clutter, manage cables, and communicate with your team. And if cleaning up isn't an option, we’ll use in-camera techniques to hide any messes. With these guidelines, you can create a welcoming and polished environment for your video production team to capture your business at its best.