A conference recording is only as good as the speakers in it. Even experienced presenters can be thrown by bright lights, a microphone that slips, or slides that do not match the screen. A little preparation — by the organiser, the speaker and the video team together — makes the difference between a recording that is published proudly and one that stays in a folder. Here is what to cover. If you are planning a shoot like this, our event videography page has the details.
Tell speakers they will be filmed
Speakers should know in advance that their session will be recorded, how it will be used and where it will be published. Some sessions — closed panels, sensitive topics — may need to stay off the record. Collect consent with the speaker agreement, and agree whether slides can be shown in the published version.
The speaker briefing
Send a short briefing a week before the event:
- Timing: exact slot, length and what happens if they overrun.
- Stage layout: where to stand, where the screens and confidence monitors are, and where the cameras will be.
- Microphones: headset, lavalier or handheld, and how to wear them.
- Slides: format, aspect ratio, deadline for submission and whether video clips play from the presenter's laptop.
- Wardrobe: what works on camera.
- Contact: who meets them on the day.
Wardrobe on stage
Solid colours work better than fine stripes or small checks, which can flicker on camera. Avoid clothing that matches the stage backdrop, very shiny fabrics and noisy jewellery near the microphone. Jackets and belts make it easier to attach a transmitter. See what to wear on camera.
Microphones and sound
Most speaker recordings are spoiled by sound, not pictures. A sound check before the doors open — with the actual speaker if possible — avoids surprises. Handheld microphones need to be held close and steady; headsets and lavaliers free the hands but must be positioned correctly. The video team takes audio directly from the venue's sound desk. Read about why audio matters in corporate video.
Light and stage position
Stage lighting is designed for the room, not always for cameras. Speakers who walk out of the lit area or stand in front of a bright screen become hard to film. Mark the lit area on the floor and ask speakers to stay within it. If speakers move a lot, tell the camera team so they can frame wider.
Slides
Slides should match the screen format — usually 16:9 — and use large text that can be read in the recording. Provide the final slide file to the video team so slides can be inserted cleanly in the edit. Avoid last-minute changes on stage laptops.
Panels and moderators
For panels, agree the seating order in advance and make sure each panellist has a microphone. Moderators should introduce each speaker by name and role — this helps viewers and the editor. Remind panellists not to speak over each other, which makes the recording hard to follow.
Short interviews and sound bites
Many organisers also want short interviews with speakers for highlight films and social media. Arrange a quiet corner and a five-minute slot before or after their session, with two or three simple questions sent in advance. Related: event highlight film vs full recording.
After the event
Tell speakers when and where the recording will be published, and send them a link. Many speakers share their own sessions, which extends the reach of the event. If a speaker asks for a section to be removed, have a process for reviewing it.
Questions people ask
Should speakers look at the camera?
No, at the audience. The recording should feel like a live talk. The exception is a short message recorded for an online audience.
Can speakers read from notes?
Yes, but confidence monitors and short notes work better than reading a full script.
How we film speakers
At Fat Cat Media we work with organisers and speakers before the event so that talks are recorded clearly and look good on screen. We have filmed conferences in the UAE since 2012. See our event coverage service, conference video shot list and how many cameras for an event.
Need help with event videography?
Conferences, launches, parties and activations: highlight films and full recordings. Send us a short brief and we will come back with an itemised quote.
