Updated: October 19, 2026
Why the brief decides what ends up on camera
At a busy Miami conference, a video crew has hundreds of choices to make every hour. Which room to cover, which conversation to film, which speaker to follow into the hallway, which sponsor booth to visit. Without guidance, a good crew will make sensible choices, but sensible is not the same as what your team actually needs. The CEO's handshake with a key partner, the sponsor whose contract promises them screen time, the award winner from the regional office: if the crew does not know these matter, they may miss them.
The event video brief is a short document that closes that gap. It tells the video team what the event is for, who the important people are, which moments must be captured and what files you need afterward. This guide explains what to put in it, when to send it and how a good brief changes the footage you receive.
Start with the purpose of the video
Before any lists, write two or three sentences about why you are filming. A few common goals:
- A highlight reel to sell next year's event to attendees and sponsors.
- Full session recordings for an on-demand library or for people who could not attend.
- Internal communication, such as showing employees what happened at a leadership summit.
- Sponsor deliverables promised in sponsorship packages.
- Social clips during the event to drive engagement in real time.
Most events have more than one goal, and they compete for the same crew. If the highlight reel is the priority, the crew spends more time on b-roll, crowds and atmosphere. If session recordings come first, cameras stay locked on stages. Ranking the goals helps the video lead decide where to put people. Our article on conference highlight reels shows what a recap needs from the coverage.
The VIP list
A video crew does not know your executives, board members, keynote speakers, key clients or sponsors by sight. Include a VIP list with:
- Name, title and company.
- A recent photo, so the crew can recognize them in a crowd.
- Why they matter for the video, for example "sponsor, needs two shots of booth visit" or "new CEO, first appearance at this event."
- Any restrictions, such as a person who prefers not to be filmed or must not appear in public content.
Keep it short. A list of 60 names helps nobody. Ten to twenty priority people is usually enough for one crew to track.
Must-have moments
Next, list the specific moments that must be captured, with times when you have them. Examples:
- Opening of doors and the first wave of attendees entering.
- The opening keynote and the CEO's welcome.
- An award presentation, including the walk to the stage and the reaction of the winner's team.
- A product reveal, with the exact moment the curtain drops or the screen changes.
- Sponsor activations and specific booth visits.
- The evening reception, if the venue changes to a rooftop or terrace.
Cross-reference these moments with the run of show. The video team will build its plan around both documents. Our article on how a video team reads a conference run of show explains how they use it.
Nice-to-have shots
Separately, list shots you would like if time allows: detail shots of the venue and the decor, attendees taking notes, coffee break conversations, the Miami skyline from the venue. This gives the crew direction for the quieter moments without confusing priorities. Good event b-roll often comes from this list.
Branding and things to avoid
Tell the crew what should be visible and what should not. That might include:
- Brand elements to feature: stage backdrop, logo wall, signage.
- Areas to avoid: back-of-house spaces, a half-finished booth, a competitor's banner in the hotel lobby.
- Sessions that are not to be recorded or must stay internal.
- People who must not appear, such as attendees who opted out at registration.
Deliverables and deadlines
This is the part most briefs leave vague, and it causes the most friction after the event. Specify:
- What you need: a two-minute recap, a 30-second social cut, full session files, raw footage, sponsor clips, photos pulled from video.
- Formats: horizontal, vertical or square; captions or not; language versions.
- When you need each item: some clips during the event, the recap within a week, sessions within two weeks.
- Who reviews: one name for feedback is far faster than five.
If you need a recap to play before the closing session, say so in the brief. That requires a dedicated editor on site, which has to be planned in advance. Our guide to same-day edits explains how that works.
Logistics the crew needs
Finally, add the practical details:
- Venue address, loading dock and parking instructions.
- On-site contact for the video team, with a mobile number.
- Crew credentials and how they will be issued.
- Crew meal arrangements and a storage room for gear.
- The AV company's contact, so audio feeds can be arranged.
Most of this comes up during the pre-event venue walkthrough, but having it in writing avoids confusion on the morning of the event.
Common gaps we see in event video briefs
After covering many conferences in Miami, we notice the same few gaps again and again. Each one is easy to fix if it is spotted before the event.
No single decision maker
The brief lists the marketing team, the events team and the communications team, but nobody is named as the person who decides when priorities clash on the day. When the CEO walks off stage at the same moment a sponsor starts a booth demo, the crew needs one person to call, not three.
Sponsor promises nobody passed on
Sponsorship packages often include video deliverables, such as a mention in the recap or a short booth clip. These promises are made by the sales team months earlier and rarely reach the video crew. Ask your sponsorship team for a list before writing the brief.
Evening events left out
The brief covers the conference sessions in detail and says nothing about the welcome reception or the closing party at a different venue. Those evenings often produce the most energetic footage for a highlight reel, so include them, with addresses and times.
Unclear ownership of raw footage
Some clients expect every raw file, others only want the edits. State it in the brief, together with how the files should be delivered, so storage and transfer can be planned.
When to send the brief
Send a first version two to three weeks before the event, even if the VIP list and run of show are not final. That gives the video team time to plan crew numbers and ask questions. Update it in the final week and send the final version no later than two days before. On the day, give the video lead a printed copy. Phones run out of battery, and conference Wi-Fi in Miami hotel ballrooms is not always reliable.
Event video coverage with our team
Miami Event Video Pro covers conferences, summits, sales meetings and corporate events across Miami. We send every client a brief template before the event and go through it together on a call, so priorities, VIPs and deliverables are clear before the first camera is set up. On site, our video lead works from that brief and checks in with your team throughout the day.
If you have an event coming up in Miami, send us the dates and the program and we will share our brief template and a suggested coverage plan.