The Ultimate Guide to Planning an Epic Event Recap Video: 14 Expert Tips

If you're looking to create an event recap video that will not only capture engagement on social media but also inspire even more attendees to join in the fun next year, look no further! These 14 tips will help you create an epic event recap video.

Know your purpose

Before you start filming, it’s important to have a clear understanding of the purpose of your event recap video. Are you looking to showcase the event's highlights to stir up more excitement for next year, or are you trying to create a personal keepsake for attendees? Having a clear purpose will help guide the content and style of your video

If you're aiming to increase attendance for the next event, it's best to keep the video concise, energetic, and engaging. On the other hand, if the video is intended as a keepsake, you have more freedom to let the clips play out and show a little more detail.

Find the right video production company

If you're new to video production, it may be wise to hire a professional events film company to ensure that your event recap video looks polished and professional. When searching for a company, consider its portfolio and track record of producing high-quality event videos. Additionally, review their experience in filming events similar to yours and ensure that their style aligns with your vision. Don't hesitate to request additional examples from the company, as their website may not showcase all of their work.

Create a shotlist

Having a clear understanding of what needs to be captured during an event is essential for achieving the desired outcome in the final video. There are often multiple sponsors, key people, and activities that need to be included in the footage, and it is important for the videographer to have this information readily accessible in an easy-to-read format. This allows them to quickly reference the shot list and capture the necessary footage, even in the midst of a chaotic event. A printed shot list or a PDF emailed with the relevant information can be helpful for this purpose, as long as the videographer has the ability to quickly access and review the list as needed.

An event shotlist example:

General shots:

• Multiple angles of the venue’s exterior

• Multiple angles of the venue's interior

• Event signage

• People entering the event

• Introduction to the event

• Shots of keynote speakers

• Awards close-up

• Crowd reactions

• People smiling, laughing, chatting

People shots:

• John Smith, CEO of Fly Airlines [picture attached]

• Jane Doe, President of Cloud Airlines [picture attached]

Sponsors/Signage shots:

• Big Bank Inc.

• Phone Company Inc.

Ideally, the shot list is written in chronological order as best as possible to ensure that all necessary footage is captured in a logical and cohesive manner. This helps the videographer easily follow the list and capture all of the important elements of the event.

Capture on-the-spot feedback

Incorporating personal perspectives and experiences from attendees can make your event recap video more engaging and dynamic. Consider conducting interviews or collecting testimonials from attendees to add personality and depth to your video. To do this, you could set up a station in a quiet location where the videographer can conduct brief, one-minute interviews with selected participants. Alternatively, if the event venue is not too noisy, you could conduct roaming interviews.

Here are some questions you could ask:

• Could you introduce yourself and tell me a bit about your background and why you attended this event?

• What has been the best part of the event so far?

• What surprised you the most about today?

• How would you describe the event to someone who didn't attend?

• How would you rate the event overall, and why?

• What was your favorite session or speaker, and why?

• Would you attend this event again in the future? Why or why not?

Give the videographer(s) full access

To ensure that your event is captured in the best possible way, it's important to give your videographer(s) full access to all areas of the event. This will allow them to capture interesting angles and unique perspectives that will make your video stand out. Consider securing access to different vantage points, such as a roof or unused balcony, to provide a fresh perspective. Additionally, allowing access behind the stage and on the stage during speaking engagements can also add depth and dimension to the video.

Capture audio of speeches and hosts

To make the event recap video as impactful as possible, be sure to capture audio of any speeches or presentations. This will allow you to include the words and energy of the hosts in the video. For example, if the host says something like "Welcome to the 5th annual XYZ conference in Montreal," it can be a great way to introduce the event. You can capture this audio by setting a small audio recorder near the speaker or by plugging directly into the soundboard of the event space. To ensure that you get the best audio possible, consider setting the recording device to auto mode, which will automatically adjust to the noise level of the environment. Having audio recordings can serve as a backup in case you don't capture important moments on video. They can also capture sounds like applause or cheers that can enhance the edited video. These recordings can be a valuable redundancy to ensure you don't miss any key moments.

Record time-lapses

Time-lapses are a fantastic way to add a dynamic and fast-paced feeling to an event recap video. They can really bring excitement and energy to the footage, making it more engaging to watch.

To capture time-lapses, you may need multiple cameras or videographers so you don’t miss those other important moments. There are two main ways to create time-lapses: the easy way is to record a long stretch of video and speed it up in the editor, while the more advanced method involves taking photos at regular intervals (e.g. every 3-5 seconds) over a longer period of time (e.g. 10-20 minutes). Many modern cameras have a built-in time-lapse feature that makes this process easier. While the advanced method may have a learning curve, it generally produces better results. 

Some examples of time-lapses that could be incorporated into your event include the setup process, people entering the event, a high-up view of the event space, and people getting their tickets or badges checked. If the event has a specific focus, such as a piece of equipment, you could place it at the center of the frame and capture the movement of people around it.

Hunt for smiles, laughter, and engagement

To create a captivating event recap video, it's important to capture the energy and excitement of the event. Look for moments of joy and engagement, such as people laughing and smiling or attendees fully engaged in an activity. These moments will bring life to the final video. As you film the event, take a moment to stop and observe your surroundings. Your primary focus should be on capturing candid shots of people smiling, laughing, and talking. To get the best results, try to capture three different angles of each conversation: a close-up shot of the main subject, a shot of the person they are talking to, and a wider shot of everyone involved in the conversation. Don't forget to be stealthy and try to get as close as you can without drawing too much attention to yourself.

To capture engaging footage during keynotes or speeches, keep an eye out for attendees reacting to the speaker's words. When you spot a particularly emotive response, zero in on your target and start recording. Hold your shot until you capture the perfect expression

The emotions captured throughout the event will play a significant role in how the final video is perceived. The goal is for someone who missed the event to watch the final video and think, "Wow, that looks like a good time. I should definitely go next year." 

Film angles that make it look busy

Even if the event didn't reach capacity, you can still create the illusion of a bustling, exciting atmosphere in your video by carefully selecting your camera angles. Zooming in with your camera or lens can help to compress the depth of the image and make the space appear fuller while also removing any empty space from the frame. By focusing on the parts of the event that were well-attended and energetic, you can create a video that highlights the best parts of the event and showcases its success.

Keep the final video short and action-packed

Keep the video short and sweet by focusing on the most exciting and memorable moments of the event. An event recap video for your website, Youtube, and social media is ideally 90 - 120 seconds long. 

Add music that matches the vibe

The music should complement the energy and atmosphere of the event in order to bring the video to life and keep viewers engaged. If you want the event to be depicted as a fun and exciting experience, then consider selecting music with a strong beat and energetic feel. On the other hand, if the event had a more laid-back or relaxed atmosphere, then softer, more mellow music may be more appropriate. Ultimately, the key is to choose music that helps to convey the desired mood and message of the event.

Start with an attention-grabbing intro

The initial few seconds of an event recap video are crucial for captivating the audience's attention and determining whether they will continue watching. This is the time to showcase the most impressive and engaging shots from the event, as a viewer will often make the decision to continue watching within the first few seconds.

To effectively establish the setting and context of your event for the viewer, it can be helpful to include two key types of shots in your opening sequence. The first should be an establishing shot that gives a broad overview of the location, and the second should provide more detailed information about the event itself. This helps create relevance and context for the viewer, enabling them to better understand and engage with the content. For example, if your event took place in Montreal and was an awards ceremony for the best leisure airline, you might include a shot of the Montreal skyline followed by a shot of the event venue, with a banner or sign indicating the name of the awards ceremony.

Include captions and graphics

Adding captions or graphics can improve clarity and provide context for viewers. This is particularly useful when sharing the video on social media, where sound is often turned off. Even if the video doesn’t include speaking, including titles throughout can help emphasize important points. As an example for a science competition in Montreal, you could add titles such as "June 17 in Montreal," "25 participants," and "100,000 in prizes" 

Edit wisely

The editing process is where you can really bring your event video to life. Be selective about which footage you use. The amount of quality footage you have should determine the length of the final video. Start with the best clips, then add mandatory content like sponsors and people. Use any remaining footage to fill any gaps and try to tell a story of the event to allow the audience to imagine they were there.

We hope these tips have been helpful in planning your event recap video. If you have any questions, don't hesitate to ask. And if you're in need of a video production company for your next event, please feel free to reach out to us via email.