The Ultimate Checklist for Filming a Live Event
Maybe you’re here because you’re planning a brand activation in NYC or you’re a videographer capturing a yearly corporate conference in New Jersey… Or maybe you came via one of our other blogs that dives into exactly how to film a live event.
No matter why you’re here we can promise one thing — you’re going to love our ultimate event videography checklist!
We’ve broken everything down for you in stages, with checklists from pre-production to post event communications, and you’ll walk away knowing precisely how video production teams (like Nova House — hi, that’s us! 👋) capture live events with professionalism and ease.
First step: Nail your pre-production
Before the cameras ever start rolling, pre-production sets the stage for everything. If you skip this step or rush through it, we won’t lie to you… you’re going to spend the event scrambling.
Pre-production Checklist:
Define your event goals. Is the video for Instagram Reels, a website homepage, or does your client want an event sizzle reel for paid ads and marketing future events?
Understand your audience. Who will watch the final video? Potential clients? Employees? Event guests reliving the experience? Knowing your audience matters.
Build your budget. Don’t forget to factor in additional videographers, editors, gear rental, travel and post-production.
Research your venue. Are you looking for an experiential event space in NYC? Do you want strong lighting and easy access for equipment? Is having a rooftop or an open air accommodation important to you? Make sure if you’re DIY-ing your videography, you do a scout. Or, if you decide to hire a live event videographer, be sure to ask if they are familiar with the venue or willing to check it out in advance.
Secure permissions. Confirm permits, location releases and speaker release forms if needed.
Coordinate with the event team. Ask for a timeline of what is happening on stage and behind the scenes. Small teams are not able to be at two places at once, so coordinating with the event team will help you from scrambling on what to cover next.
Develop a production schedule. Decide when gear arrives, how long setup takes and who is responsible for each task.
👉 Still searching for the perfect venue? These are our 10 favorite experiential event spaces in New York City.
Day-Of Preparation: Arriving Ready and Early
Event day is where preparation pays off. The smallest delays can lead to missed moments, so arriving organized is critical.
Checklist for the day of your event:
Arrive early, at least 90 minutes before the event starts.
Walk the venue to confirm any last-minute changes.
Set up cameras, tripods and lighting before guests arrive.
Test audio equipment, including microphones and recorders.
Capture establishing shots before the room fills.
Assign crew roles and confirm who is covering which angles.
Prepare backup plans in case of technical issues.
At Nova House Productions, we’re known for our New York event video production services, which means we can predict all the potential big city hiccups before they even happen.
For example, if you’re shooting in Manhattan, always plan for inevitable traffic and tight schedules. If you’re on a rooftop in Brooklyn, be prepared for uncontrollable audio like car horns and loud voices coming from street level.
This is why we’re one of NYC’s top video production companies. Our experienced Nova House team builds backup plans into every one of our shoots, and it’s reflected in the final products we deliver to our clients. That means spare cameras, backup batteries, extra memory cards and multiple audio setups. Nothing stops us from capturing your event with the highest level of professionalism.
The Ultimate Shot List for Filming a Live Event: Know Exactly What to Capture
A strong shot list acts as your roadmap for the day. It keeps you focused and ensures you have every angle needed to tell the story.
Checklist of essential shots:
Wide establishing shots of the venue exterior and signage
Décor and details that set the mood
Guests arriving and mingling
Keynote speakers or performers
Audience reactions such as laughter, applause and standing ovations
Close-ups of hands, faces and branded elements
Networking and candid moments
Behind-the-scenes glimpses of the team or production
Hero moments such as ribbon cuttings, product launches or award presentations
Closing shots of guests leaving or the final stage setup
Important note: Your shot list should reflect the type of event you’re filming.
For example, a high-energy brand activation in New York City may focus on crowd energy and branding, while a filming a NJ corporate conference may require you to get clear coverage of speakers and panel discussions.
👉 For more information on how to tailor your event coverage, start by learning which of the two most common highlight videos you need — a sizzle reel vs. an event recap video.
Gear Checklist: Make Sure You Have Everything You Need
Professional results come from professional preparation. Use this checklist to ensure you do not leave behind the essentials:
Cameras and Lenses
Primary camera
Backup camera
Wide-angle lens
Medium zoom lens
Prime lens
Audio
Lavalier microphones
Handheld microphones
External recorder
Quality headphones
Lighting
Portable LED panels
Light stands
Diffusers or reflectors
Support
Tripod
Gimbal or stabilizer
Extra batteries for every device
Extra memory cards
Miscellaneous
Gaffer’s tape
Extension cords and power strips
Lens cleaning cloths
Hard drives for immediate backup
We swear by making sure every shoot includes backup gear so that if one piece fails, we don’t scramble or get knocked off course. We also recommend that you how to source additional gear quickly in case an unexpected situation or custom need presents itself.
Post-Event Follow-Through
Your job is not done once the event wraps. The real impact of video happens in how it is handled afterward.
Post-event Checklist:
Back up footage immediately to at least two places
Label and organize files clearly for editing
Begin edits with the end goal in mind, whether social media, recap video or internal use
Review drafts with your team or client
Deliver polished video on the agreed timeline
We’re used to quick turnarounds, which means many of our clients receive a social-first sizzle reel for their Instagram or Tik Tok within at least 48 hours (standard) or 12-24 hours if requested. This way they can post while the event is still fresh in everyone’s minds.
👉 Curious what type of video we can create for you? Have a peek at some of our most recent live event work.
Now That You Have the Checklist, What Next
While this checklist will tell exactly how to capture your live event on camera, it’s important to acknowledge that filming while also hosting, can be difficult to juggle. That’s why so many brands choose to work with a professional video production company and get the greatest return on their investment.
At Nova House Productions, we not only offer live event videography services, we incorporate high-level strategy, storytelling expertise and years of experience filming in NYC, NJ and beyond. We know how to anticipate challenges, adapt in real time and deliver videos that capture the true spirit of your event.
When you work with us, you can focus on connecting with your guests while we handle the videography, editing and creative direction.
Final Thoughts
If you plan to DIY it, this live event filming checklist will be your ultimate guide.
But if your production calls for high-level, professional quality video coverage, Nova House Productions is here for you. We provide full-service event, branded and corporate video production services in NYC and nationwide (yes, we travel!)
👉 Interested in more than just event videography? Learn about all of our video production services.
👉 Want to chat with us about your event and your videography needs? Send us a message!
FAQs About How to Film a Live Event
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Quite often, it’s a backup for audio or power. No matter how thorough your plan, always pack extra batteries, cables, and a power strip or backup power source—just in case!
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Yes—with smart planning. Use a mix of wide, mid, and close-up shots, and move strategically to key spots. For fuller coverage, tech setups like additional angles or a gimbal help pull in dynamic visuals.
When you work with us, we will find the most efficient and affordable way to capture your event within your budget, and tell you honestly how many shooters, cameras or setups you need to achieve your creative goals.
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It’s essential—not optional. A pre-event run-through stabilizes timing, sound, lighting cues, and camera positions. It’s your chance to catch anything that could go sideways on “go time.”
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We don’t sell cookie-cutter packages—every live event is unique. Instead, we listen to your goals, match the coverage to your budget, and help you prioritize what’s most important. That means you get powerful results without overpaying for extras that don’t elevate the event.
To give you a ballpark, some event videography begins at $2,000 while other big budget productions are upwards of $10,000.
