Filming a Congress with Multiple Stages: How to Plan It Properly

The central question: Complete coverage or a condensed story?

At a congress with several rooms, there are two very different briefs. Either every presentation should be documented in full — or the aim is a film that tells the story of the congress as a whole. This decision determines almost all subsequent costs.

Option A: Complete documentation

• A dedicated setup for each room, because presentations run in parallel.
• Slides are fed in cleanly, not filmed from the projection screen.
• The result: one video per presentation, usually with chapters and subtitles.
• The work involved scales linearly with the number of rooms.

Option B: A film about the congress

• One to two mobile teams moving between rooms.
• Highlights agreed in advance: opening, keynote, panel discussion, conversations during breaks.
• Supplemented with interviews and audience shots.
• The result: a highlight film plus short clips.

Many organisers combine the two: a complete recording of the main stage, with condensed coverage from the other rooms.

What we need from you

• The programme with rooms and times, as early as possible.
• Priorities: which three programme segments absolutely must be captured?
• An on-site contact who communicates schedule changes.
• Access to the presentation equipment for the slide feed.

What is often underestimated

Schedules change. We build in buffers and deliberately schedule interviews during breaks, not between two presentations. And we agree in advance what happens if two priority slots clash — so that decision is not made on the fly in a corridor.

Tell us the date, venue, rooms and purpose of the film. You will receive a specific quote within one working day.