Video recording rental

What video recording is and what you use it for

Video recording means we capture your event professionally in picture and sound, so it stays usable afterwards. Where the venue’s technical setup makes sure the audience sees and hears everything well on the day, video recording focuses on what happens with the moment afterwards. A presentation, keynote, panel discussion or celebratory moment is over the instant the room empties, but with a good recording you keep the material and can put it to use again.

The applications are broad. You can use the recording to look back at the full programme, for example for colleagues or members who could not be there. You can have a compact aftermovie edited that sums up the atmosphere of the day and that you share through social media or your website. And you can use individual clips for internal communication, training or reference. Each of these goals calls for different choices in recording and editing, which is why a good recording always starts with the question: what do you want to do with it afterwards?

Recording versus livestream

Video recording and livestreaming are technically similar but serve a different purpose. With a livestream everything revolves around broadcasting live to viewers watching remotely, with the accompanying risk that the moment only counts once. With recording the emphasis lies on the quality of the recording for later use, without the pressure of being live. We regularly combine the two, so that you end up with both a broadcast and a clean recording, but the approach differs in emphasis. If your main aim is to let people watch remotely, take a look at our video options and the livestream solutions as well.

When to use video recording

Video recording is valuable at almost any event where something is told, shown or celebrated that you want to keep. The specifics differ per type of gathering.

Specific events

• Presentations and conferences: here recording captures the keynotes, sessions and speakers, so attendees can look back on them later and you can reuse the content. At presentations and conferences a clean recording of picture and sound is often just as important as the experience in the room itself.
• Corporate events: from a kick-off to an anniversary, where you want to capture the highlights for internal communication or a retrospective. At corporate events organisations often use the footage to share the message more widely within the organisation afterwards.
• Product launches: you want to capture the reveal and the reactions from the room in high quality for your marketing and your aftermovie. At a product launch the recording is regularly the starting point of a longer campaign around the product.
• Hybrid events and livestreams: here broadcasting and recording go hand in hand, so that viewers at home watch live while you also keep material to use again. At hybrid events and livestreams we link the recording to the direction so that both tracks line up.

Smaller moments lend themselves to recording too: an interview, a speech or an award ceremony gains a second life with a good recording.

The technology: setup, connection and operation

Behind a clean recording lies a series of choices about camera viewpoints, sound, capture and on-site supervision. The aim is picture and sound that are clean, stable and usable, without the recording crew disturbing the experience in the room.

Camera viewpoints and setup

The number of cameras and their viewpoint determine how rich the end result becomes. A single camera on a tripod can capture a speaker perfectly well, but for a lively edit we work with several cameras: for example a fixed wide camera on the room, a camera that follows the speaker and one that picks up the reactions from the audience. We choose the positions so that the cameras have a clear view of the stage and the projection, without standing in the audience’s sightlines. Where needed we place a camera on a tripod at the back of the room and work with closer framing for detail.

Sound taken directly from the system

Picture without good sound is virtually unusable for a recording. Rather than relying on the microphone in the camera, which mostly picks up room reverb and ambient noise, we take the sound directly from the audio system. The speaker’s voice then lands clean and clear on the recording, exactly as it passes through the venue system. If you work with several microphones or sources, we make sure each source is captured properly, so that nothing is missing in the edit.

Bringing in picture sources and presentations

Often you want more than just the speaker in shot; you also want their slides or videos. We can bring the presentation picture directly into the recording, so the viewer later sees exactly what the speaker is referring to. We combine that picture with the camera footage in the edit or live in the direction, so that speaker and content complement each other rather than competing for attention.

Recording, testing and supervision on location

We set up well ahead of the programme and test everything with the actual sources: we check the sharpness and exposure of every camera shot, verify that the sound comes in clean and that the recording is actually being written. During the event our technician operates the cameras, keeps an eye on the picture quality and makes sure the recording runs without interruption. This is how we avoid the classic failure of discovering afterwards that nothing was recorded or that the sound was missing.

Points to consider specific to video recording

Recording has a few characteristics you need to account for in advance to end up with a usable result. They mostly revolve around light, viewing distance and the balance between experience and recording.

Light in the room

A camera needs light to produce a sharp, noise-free picture. A room that is atmospherically lit for the audience can be too dark or too high in contrast for the camera. It comes down to balance: enough light on the speaker so the face reads well, without losing the atmosphere in the room. We therefore align the recording with the lighting plans for the event, so that the experience in the room and the quality of the recording both hold up. Where needed we advise an extra accent on the stage so the speaker stands out well on screen.

Viewpoint and viewing distance

Where the camera stands determines how the picture comes across. A camera too far away produces a flat, distant image, while too close can restrict the speaker’s movement. We choose the distance and framing so that the speaker stays naturally in shot, even when they move across the stage. For detail shots and reactions from the room we work with cameras that sit closer to the action, so the edit gains variety.

Experience and recording in balance

A recording crew has to capture the event without disturbing it. We place cameras, tripods and cables so that they stay out of sight and clear of walking routes, and we move calmly so the audience is not distracted. The principle is that the guests in the room enjoy an undisturbed experience while we capture everything you need later in the background.

Combining with sound, light and atmosphere

Video recording rarely stands on its own. The best result arises when the recording is aligned with the rest of the production. Because we take the sound directly from the system, a well-developed audio plan is the foundation of a clean recording. A considered lighting design makes sure the speakers and the stage read well on screen without losing the atmosphere in the room.

For events with a festive or theatrical character we can also let the recording coincide with effects. If you deploy special effects around a reveal or a highlight, we make sure the cameras are in the right place to capture that moment. It is precisely those peak moments that make an aftermovie powerful, and it pays to agree in advance when they take place so we do not miss them.

Practical tips for a successful recording

• Decide on the goal in advance. A recap video of the whole programme calls for a different setup than a short, fast aftermovie. If you know what you want to do with the material, we can match the recording and the number of cameras to it.
• Think about rights and consent. If the audience appears on camera, it is wise to communicate this beforehand, for example at registration or on arrival.
• Reserve time for setup and testing. A good recording starts with calm beforehand. Plan enough room in the schedule so we can place the cameras and check the sound before the guests arrive.
• Coordinate the peak moments. Let us know when the reveal, the speech or the festive highlight takes place, so we are in the right spot at that moment.
• Combine it with the venue setup. Because picture, sound and light come together in the recording, an integrated approach delivers the best result.

Loose equipment such as cameras and tripods can be collected and operated yourself through SpeakerVerhuur.nl. For a fully managed recording with setup, capture and on-site supervision, HuurAV is the right partner.

Arranging video recording for your event

If you want your event captured professionally, we are happy to think along with you about the approach. We discuss what you want to achieve with the material, how many cameras suit that, how we bring in the sound and picture cleanly and how we deliver the end result. On that basis we put together a proposal that fits your programme, your venue and your budget. Request a no-obligation quote and we will make sure your event leaves you with a recording you can enjoy for a long time to come.