How to organise a video clip workshop

A video clip workshop works best when creative decisions are made before anyone picks up a camera. Start with the concept, script and shot list, then confirm the venue, locations, music rights and participant details. On the day, keep registration, filming and equipment checks on a timed run sheet. Most delays come from uncharged batteries, unformatted memory cards, missing consent forms and audio that was never tested.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve venue
5
Finalize participant list
6
Develop the workshop program
2 people
7
Define video clip concept
2 people
8
Create script and shot list
2 people
9
Check filming locations
2 people
10
Check music and rights
11
Print consent forms
12
Print name badges
13
Print the run sheet
14
Order catering
15
Do the shopping
2 people
16
Test cameras and lenses
2 people
17
Test audio equipment
2 people
18
Test lights and stands
2 people
19
Format memory cards
20
Fully charge batteries
21
Check installation software
22
Pack up materials
2 people
23
Set up the space
3 people
24
Set up tables and chairs
3 people
25
Set up registration desk
26
Set up cameras
2 people
27
Build the lighting setup
2 people
28
Set up sound system
2 people
29
Set out snacks and drinks
2 people
30
Carry out the final technical test
2 people

Event

31
Receive participants
2 people
32
Have waivers signed
33
Give the workshop introduction
34
Explain the video clip concept
35
Demonstrate camera equipment
36
Prepare recordings
3 people
37
Film the first scenes
4 people
38
Serve break snacks
2 people
39
Refill drinks
40
Film follow-up scenes
4 people
41
Select images
3 people
42
Demonstrate assembly
43
View final result
44
See participants off
2 people

Aftercare

45
Secure files
2 people
46
Switch off equipment
2 people
47
Dismantle equipment
3 people
48
Clear tables and chairs
3 people
49
Collect waste
2 people
50
Wash dishes
2 people
51
Clean the room
2 people
52
Charge equipment
53
Return rented materials
2 people
54
Back up video files
55
Send the participant link

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Stoolsqty 4

Equipment

Video camerasqty 3
Camera lensesqty 4
Camera tripodsqty 3
Smartphonesqty 4
Gimbalsqty 2
Microphonesqty 3
Audio recordersqty 2
Headphonesqty 6
Laptop computersqty 6
External hard drivesqty 2
Memory cardsqty 6
Battery chargersqty 6
Extension cordsqty 3
Power stripsqty 6
Tapeqty 4
Cable tiesqty 50

Lighting

LED lampsqty 4
Light standsqty 4
Softboxesqty 2
Reflectorsqty 2

Decorations

Backdrop clothsqty 3
Clothes racksqty 2
Propsqty 15
Name badgesqty 30
Pensqty 30
Whiteboard
Whiteboard markersqty 6
Flip chart
Flip chart sheetsqty 20
Sticky notesqty 6
Printer paperqty 100
Clipboardsqty 6

Tableware

Reusable cupsqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 2
Thermos flasksqty 3

Catering

Groceries

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpan
Cleaning glovesqty 4

Tips

Set the concept and shot list before finalising the workshop programme. Allow at least 30 minutes to walk through each filming location and identify power points, background noise and space for lights and tripods.
Test every camera, lens, microphone, recorder, light and laptop at least one day before the workshop. Format memory cards, charge all batteries and bring enough cards for the complete shooting schedule.
Print consent forms, name badges and the run sheet before participants arrive. Keep a registration desk ready so dietary requirements, attendance and permissions are confirmed during the first 15 minutes.
Plan the day in short filming blocks rather than one continuous shoot. Leave 10 to 15 minutes between locations for moving tables, stands, cables, props and backdrops without cutting into recording time.
Create two copies of the footage before the workshop ends. Transfer files to a laptop and an external hard drive, label them by scene or shot, and do not format the memory cards until the backup has been checked.

Frequently asked questions

How long should a video clip workshop be?: Allow at least 4 to 6 hours for a workshop that includes concept development, filming and a basic review. Add 30 minutes for registration and breaks, plus 10 to 15 minutes between filming locations.
What should I prepare first for a video clip workshop?: Start with the video clip concept, then write the script and shot list. Confirm the venue, filming locations, music rights and participant requirements before ordering catering or setting up equipment.
How many cameras and microphones do I need for a video clip workshop?: One camera can support a small group, but two cameras reduce retakes and waiting time. Plan at least one working microphone and one audio recorder, then test both with headphones before the workshop starts.
When should I collect consent forms for a video clip workshop?: Send the consent information with the invitation and collect signed forms at registration. Check every form before filming begins, ideally within the first 15 minutes, especially when participants appear on camera.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.