What should you look for in a video production partner for live events?

Live Event Video Production is crucial for success. Selecting an experienced supplier for your live events can be the difference between a seamless, high-impact success and a stressful, subpar outcome. But if you’re not a video expert, how do you evaluate possible partners? What qualities signal that a company will meet your needs and become a trusted extension of your team? In this guide, we outline the crucial factors to look for when choosing a live event video production partner, and ensure your events are captured flawlessly.

Indeed, finding the right partner requires careful evaluation across multiple criteria. Therefore, take time to research thoroughly.

1. Relevant know-how and Expertise

Also, Live events are unpredictable and high-pressure. You want a production partner who’s been there and done it all.
Look for a company with a strong track record in live multi-camera event coverage, mainly in your event type (corporate events, concerts, hybrid webinars, etc.). Ask about past projects and clients: have they handled events of similar scale and format?

First and foremost, reliability matters more than anything else when selecting a video production partner.

Second, technical skills must match your event’s complexity. Similarly, scalability matters if your events vary in size throughout the year.

So, thorough due diligence saves big time and resources compared to making changes mid-project. Similarly, transparent talk about challenges builds stronger partnerships.

Third, post-production services often differentiate good partners from great ones. Turnaround times and revision policies should be clearly documented before signing any agreement.

Plus, talk style compatibility ensures smooth teamwork throughout the project. In particular, pay attention to how responsive possible partners are during the evaluation phase.

Plus, skilled teams bring invaluable know-how. They can anticipate common issues (like audio feedback, or a presenter wandering off camera) and handle them in stride. Plus, they also get the flow of events – for instance, knowing how to balance shooting audience reactions versus slides at the right moments. If a company is new or has mainly done studio productions, they might not be prepared for the controlled chaos of live events. Outside broadcast know-how (like working on live TV or sports) is a bonus, as those skills translate well into live  events.

2. Technical skills and gear

What’s more, A video partner should have access to the right gear and tech to meet your event goals. This includes high-quality cameras (and enough of them for multi-angle coverage), proper lighting gear, and expert audio gear. In today’s hybrid event age, ask about their streaming skills too – can they handle live encoding and do they have redundant internet solutions? A good partner will proudly explain their gear setup and why it’s suitable.

Also consider post-production skills. Even though we’re focusing on live events, you’ll likely want to edit footage into recap videos or on-demand content. Does the company offservices and quick turnaround for highlight reels? Many full-service providers like Gass Productions handle both under one roof, ensuring consistency and speed.

3. Reliability and Redundancy

When broadcasting or filming live, you only get one shot, so reliability is paramount. A reliable partner will have backup systems in place. For example, they might use multiple cameras recording at once (so if one fails, footage isn’t lost), or have spare microphones and cables on standby. They should also have contingencies for streaming – such as a secondary hotspot or bonded connection if the primary internet fails. Don’t hesitate to ask about their backup plans; a expert will be glad you brought it up and will reassure you with specifics.

Check for references or reviews that speak to reliability. Were they on time? Did they meet deadlines for setup and strike (take-down)? How did they handle any challenges? Consistency in showing up prepared is a huge green flag.

4. grasp of Your Vision and talk

Beyond technical skills, the right partner takes time to get your event’s purpose and your brand messaging. In initial conversations, do they ask questions about what success looks like for you? A good production crew will tailor their approach: for instance, if your event is an internal sales kickoff with lots of interaction, they might propose more audience cam coverage; if it’s a product launch, they’ll emphasise capturing product close-ups and audience excitement.

Effective talk is key. You should feel comfortable that they listen and also contribute ideas. Live event video production is collaborative – your video partner will likely work with your event planner, venue staff, etc. Strong talk skills (being responsive on email/phone, providing clear needs, etc.) make the whole process smoother. If a company is slow to respond or vague in proposals, consider that a warning sign.

5. Creative Input and Problem-Solving

While technical execution is crucial, creative vision is what makes a video truly engaging. A strong video production partner will not just be an order-taker; they’ll offer creative input. This could mean suggesting an interesting camera angle to highlight a stage entrance, or proposing a short intro video to kick off your live stream for extra polish. They care about the story your event is telling and how to capture it best.

Problem-solving skills become evident in the planning stage. For example, if your venue has restrictions (maybe limited camera positions or no wired internet), does the provider come up with solutions? Perhaps they suggest a wireless video setup or a different lighting approach if the venue is dim. Their ability to adapt and innovate on the fly is critical, because every event has surprises.

6. Testimonials and Proven Results

Lastly, look at what others have said. Testimonials or case studies can reveal a lot about what it’s like to work with a given company. Did they help the client achieve their goals? Was the client impressed by the quality of the live stream or video? You might even ask for sample footage or a demo reel to judge quality for yourself. Keep an eye out for repeated themes in reviews: words like “expert,” “seamless,” “went above and beyond” are obviously positive signs. If you see “technical issues” or “unprepared,” that’s a major red flag.

In today’s world, many businesses choose to outsource content and video production specialists. In fact, 72% of companies use a mix of internal and outsourced creative talent for content creation , because they recognize the value of specialized expertise. By selecting the right external partner, you’re well extending your team with skills you don’t have in-house – a smart move as long as you choose wisely.

Gass Productions: giving All the Above (and More)

We’d be remiss not to mention how Gass Productions checks all these boxes as a live event video production partner. We bring decades of live event know-how, covering everything from high-profile events to live-streamed corporate announcements. Our portfolio and client testimonials speak to our reliability and quality. We come equipped with state-of-the-art cameras, sound and streaming gear, and always carry backups for peace of mind.

What truly sets Gass Productions apart is our collaborative approach. We take the time to get your event’s objectives and brand voice. Our team works closely with you (and your agency or event staff) from day one – planning shots, advising on stage and lighting if needed, and ensuring we capture the moments that matter most to you. During live productions, our calm professionalism and clear talk have been praised by clients; you’ll always know what’s happening and can trust us to handle the technical side while you focus on content.

Creatively, we love to contribute ideas. Need to wow your online audience? Maybe we’ll suggest a dramatic opening sequence or graphics that align with your brand. Facing a challenge? We’ll find a way – it’s in our DNA to problem solve under pressure. After all, live events are full of surprises, and we thrive on making the complex look easy.

In summary, when looking for a live event video partner, choose a company that gives you confidence in their technical prowess, reliability, grasp of your needs, and passion for your project’s success. Gass Productions embodies these qualities, and we’d be happy to discuss how we can support your next event.

Live Event Video Production Partner: What to Know

Ready to find out if we’re the right fit for your needs? We invite you to contact Gass Productions via phone or email, or connect with us on LinkedIn. Let’s talk about your vision and how we can help make it a reality with video content that exceeds your expectations. Your event deserves nothing less than the best.

Key Live Event Video Production Partner Takeaways

Related reading: Event Industry News offers insights on choosing event suppliers.