Guide · 10 November 2026
Filming a conference or seminar: the 12-point checklist
Everything to settle before the day so that a conference recording is usable the next morning.
A conference is filmed once. The twelve points below come from dozens of scientific meetings, seminars and conventions filmed by the Pleine Image group’s teams, often for pharmaceutical companies, where every word is reviewed. They fit on one page, to share with your agency and your venue.
Before: six points
- Scouting. Room plan, position of the stage and screen, height of the control desk, access to power. For a live stream, technical scouting is essential and included in our pack.
- Sound. The recording takes sound from the venue desk (speakers’ mics), not from the cameras. Plan a dedicated audio output and a venue contact on the day.
- Slides. Ask for the presentations before the event: they are integrated into the edit of each talk, and avoid filming a screen.
- Image rights. A mention at registration and a poster at the entrance are enough for the audience. Interviewed speakers sign an individual release, which we provide.
- Interviews. A quiet, dedicated space less than two minutes from the room. A 15-minute slot per speaker, between sessions. Four interviews per day is a good pace.
- The approval process. Who reviews, how fast, and on which tool. Our versions take time-coded comments on a review platform, which suits regulatory departments.
On the day: three points
- Arrival. Two hours before opening for a recording, four hours for a live stream.
- Splitting. Each talk is recorded as a separate, titled file. Editing starts during the event.
- First images. The recording of a live stream is delivered the same evening; the express aftermovie arrives within 72 hours. If you need images sooner for social media, say so in the brief.
After: three points
- Lead times. Aftermovie within 72 h, edited talks within 7 working days, live-stream replay within 72 h. They are written on the quote.
- Formats. One file per talk for your platform, a 16:9 and 9:16 aftermovie, subtitled vertical clips if you choose clipping.
- Archiving. Raw footage is kept for 12 months. Ask for it as an option if you want to keep it.
What it costs
| Pack | Content | Price excl. VAT |
|---|---|---|
| Simple live stream | One day, 1 camera, Zoom or YouTube broadcast, recording | €690 |
| Express aftermovie | Half day, 1 camera, 60 s aftermovie within 72 h | €990 |
| Plenary recording | One day, 2 cameras, talks edited with slides | €1,790 |
| Full conference | Recording, 4 interviews, aftermovie, 50 photos | €3,490 |
| Multi-camera live stream and replay | Multi-camera control room, broadcast, chaptered replay | €3,900 |
To price it
Build your conference quote: you see the price before you enter your details.