Before the event
- Write down the goal: promotion, PR, social content, sponsor coverage, sales follow-up or a mix.
- Choose the must-have shots, interviews and moments. Add names and time windows for interview subjects.
- Confirm booth, room and show-floor access with the event organizer. Ask about credentials, filming limits and any venue requirements.
- Set the deliverables: raw footage, edited highlights, interview clips, vertical social cuts, or a combination.
- Agree on deadlines, file delivery, edit review and the person who can approve changes.
During the show
- Give the crew one on-site contact who can answer questions and adjust priorities.
- Keep interview windows realistic and identify a quieter nearby option if the booth floor is too noisy.
- Leave time for product demos and key moments to happen naturally. Not every useful shot needs a staged reset.
- If content is due that day, protect time for editing and approval instead of booking coverage wall to wall.
After filming
Confirm that the files arrived, open a few to check playback, and make sure the delivery includes the formats your team requested. Keep a copy of the final shot list and edit notes. It makes follow-up edits and the next event easier to plan.
For multi-day shows, schedule a quick check-in after day one. If the plan needs a small correction, it is better to make it before the final day than after everyone has packed up.
