How to Film Events Like a Pro — Insights from TED Talks

TED Talks are widely regarded as the gold standard for filming conferences globally. It's where some of the world's most eloquent speakers share captivating stories on diverse subjects. While TED and TEDx events have set the benchmark for outstanding presentations, they also demonstrate how such events should be filmed. If you aim to film an event professionally, here are some guidelines and insights to enhance the quality of your recordings.

Source - https://www.youtube.com/@TED

1.Preparation is Key – Scout the Venue

Before setting up any equipment, make it a priority to visit the venue. Familiarize yourself with the lighting, ambiance, and audio/video infrastructure. If a personal visit isn't feasible, request photos or explore virtual tours available on the venue's website. An understanding of the room's layout will guide optimal camera placement.

2. Determine Audio Management Responsibilities

Without clean audio, even the most visually pleasing video can seem amateurish. Determine the audio setup well in advance. Depending on the event's size and budget, you'll typically encounter one of two scenarios:

• A specialized sound team handles the audio

Their responsibilities encompass placing a mic on all participants, including panellists, and continuously monitoring and adjusting audio levels.

• The video team takes charge of the audio

In scenarios where the venue lacks an audio setup, video teams will employ handheld or lapel microphones. Especially in this setup, verify the maximum number of simultaneous speakers to ensure you have enough mics.

3. Monitor Your Audio

Field recorders, often called multi-track recorders, are invaluable for dynamic sound capture. These portable devices can connect to sound boards via audio jacks or XLR outputs – just ensure you have the right cables. Some notable audio recorders include the Zoom F3, Zoom F6, and Sound Devices MixPre-3 II. When choosing, consider input options, battery lifespan, and memory card compatibility. Always monitor audio with a headset to catch and correct any distortion.

4. Utilize Multiple Cameras for Dynamic Shots

TED Talks often employ three or more cameras for a varied visual experience. However, even a two-camera setup, positioned on robust tripods, can deliver both wide-angle and close-up shots. This redundancy also serves as a safety net should one camera encounter issues. If you're concerned about battery life, opt for cameras compatible with external power banks or those that can operate on mains power.

5. Prioritize Lighting

A well-lit speaker is essential. Resist any temptation to dim lights excessively for "atmosphere". If the lighting is to low, make sure to address this with the organisers. A dimly lit speaker detracts from the viewing experience and appears unprofessional. If the venue's lighting is inadequate, engage a lighting expert or consider portable lighting solutions to ensure the speaker is clearly visible.

6. Setting Boundaries with Speakers

One standout feature of TED Talks is the iconic red circle where speakers stand. This isn't merely a design choice, it's a strategic tool ensuring speakers are always well-lit and in the main camera's focus. While your event might not feature such a bold, red circle, defining boundaries for your speakers is essential.

Work closely with your speakers before the event. Inform them about the "sweet spots" on stage – areas where lighting is at its best and where cameras have the best focus. If a speaker drifts into a dimly lit area or steps out of a camera's prime angle, it can negatively affect the video's quality. Using a visible marker on the stage or conducting rehearsals can help speakers become familiar with their movement limits.

Open communication is vital. A simple chat with your speakers about the importance of staying within these zones can guarantee consistent video quality and ensure they're always presented in the best possible light.

7. Arrive Early for the Shoot

Being punctual is non-negotiable. Reach the venue early to set up equipment, test audio and visual parameters, and familiarize yourself with the environment. Ensure that cables are secured, cameras are positioned optimally, and that exposure and colour balance are correctly configured.

8. Embrace Equipment Redundancy

Live events are rife with unpredictability. Always have backups – be it microphones, batteries, or even an additional camera.

9. Engage with the Audience

Audience reactions, be it applause or questions, can enrich the recording, making viewers feel more immersed.

10. Storyboarding and Planning

Draft a storyboard or event script. This preparation ensures that the filming team can anticipate and focus on significant moments.

11. Invest in Post-Production

TED Talks stand out not just for their content but their post-production finesse. Editing for pacing, sound mixing, graphics integration, and more are critical to the final product's polish.

12. Continual Training

While having top-tier equipment is beneficial, ensuring your team is adept at using it and troubleshooting common issues is indispensable.

Final Thoughts

Live event filming is exhilarating and offers rich rewards. By combining careful planning, creativity, and the right mix of modern tools, you can bring to life an experience that rivals TED Talks. Keep in mind, the equipment is just a part of the equation. The real game-changers are the story you tell and the connection you build with your audience. Dive in, create something outstanding, and know that we're always here to help if you need it.