NACE is excited to share with you venues’ best practices of ensuring videography success! Naomi Raiselle of GENERATIONS cinemastories and George Horemiotis of SH Videography were kind of enough to compile their thoughts about their job which they are so passionate about in order to share their knowledge and experience with their fellow NACE members.
Key factors to ensure success on the day:
Detailed timeline: A very detailed timeline will enable a videographer to be in the right place at the right time. It helps to have this information in advance of the day, or at the least upon arrival, so that the videographer can prepare ahead of time to see times & locations of important moments throughout the day. Naomi even likes to dive further into timeline information, “As a videographer I want to know if there is a reading by a family member from a podium, from the seat, from in front of the couple, during the ceremony. That info will help us determine who will be filming from where, just ‘ceremony from 5-5:30’ is not nearly enough.” Although venues are not always offered up that detailed information, it can be a best practice to ask questions to divulge the information and to update timelines after a rehearsal run through.
Open Line of Communication: George states, “We love when a venue keeps communication open and proactive. This allows us to prepare for what is happening next. Shooting a live event can be very stressful for all parties, but when there is a friendly line of communication between the videography team and the venue, it makes all of our jobs go a lot smoother, and ensures a successful day from start to finish.” Even though vendors have our detailed timelines, they are actively in the moment of the day through their lens – or sometimes taking a moment to hydrate! Best practice, to notify all important parties before the next step on the timeline in order for the team to set up their shot in advance, also keeping everyone to said timeline.
Diagrams of Ceremony & Dinner Reception: Having diagrams for each space will improve a videographer’s ability to determine angles and locations they think will work best in the moment. They are able to get an idea of the flow of the space, where the traffic from guests will be, and a head-start on where they should place their equipment to get the best experience for not only the videographer & the couple, but the guests as well.
Place to Store Gear: Videographers need about an 8’x5’ space to store their gear. It can be as easy as under a table or in a closet, but thinking ahead to leave a spot available is a great best practice for venues. Often they are asked to store equipment in a room off to the side of the main ballroom, but their success depends on having all of their equipment accessible at all times. Venues know that the uncovered gear sitting near a wall is not what their couple had in mind when they envisioned so as the venue coordinator we need to think, in advance, not just where our items will be hidden away, but space for our venue partners’ items as well. Naomi estimates bringing four to five large black bags for video gear (tripods, light stands, cameras, mics, mic stands, lenses, batteries, etc.), not to mention photographers’ gear as well!
Timing of Vendor Meals: The timing for feeding your hard working hungry vendors is just as important as a hot meal for your guests. The most common practice of venues is to feed their vendors AFTER all of the guests have eaten, reasoning being that they want to make sure their Chef has given them correct meal counts and that they don’t run out of entrees – holding back the vendor meals ensures a few more entrees as a buffer just in case. But what that does is it gives the vendors a few minutes window of opportunity to scarf down their meal instead of letting them take their well-deserved break while the guests are doing the same. If venues wait to feed their videographers & other vendors it means that they might miss out on a key moment to film when the couple & their guests are on the move. Venues - this is an easy one to solve – as your couple’s meals go out, send out your vendor meals too! At the end of the day, their success is your success – and you’re sure to get amazing video of your venue.
Shout Out to Photographers:
It is most important that videographers & photographers work together during each moment of the event. Of course it is natural that a photographer will step into the camera from time to time, and the same for a videographer to step into a photographer’s shot. So move around, and try to know where all cameras are placed so that you can avoid as much as possible stepping into the moment.
Pet Peeves: We all have them, and here are a few from our videographers’ perspectives:
After all of that food for thought, we wanted to leave you with our contributors’ favorite videography moments:
We at NACE would love to hear from you. In the comments below, let us know if you have any other thoughts on how venues and other vendors can ensure videography success. Thank you for sharing!
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Ashley Kirouac has been an Event Sales Manager at Hyatt Regency Cambridge for three years, primarily selling and planning weddings along with other social events. She won Manager of the Year and was one of 100 Hyatt Hyachievers in Event Sales & Planning for 2016. A NACE member for 1 year, Ashley is now a proud Social Media Committee Member for NACE and enjoys blogging by uncovering knowledge and experiences from other NACE members. When not working she enjoys traveling and spending time with her friends and family. Contact Ashley with ideas for upcoming blog posts!