Every conference organizer I meet asks me the same question. How do you record a full day of talks without disturbing the event? So here is exactly how I do it, from the first email to the final delivery.

I have been filming corporate conferences in Munich for over nine years. Keynotes, panel discussions, product launches, internal summits. The process below is the one I use for almost every job.

Step 1: The tech call before the event

Before I bring a single camera, I ask the organizer a few questions. How many speakers? Is there a panel? Does the venue have a sound engineer? Do you need the talks as full recordings, short clips for LinkedIn, or both?

This 20 minute call decides everything about the setup. It also means there are no surprises on the day, for you or for me.

If the event is at a bigger venue like Messe München or the ICM, I also check the room layout in advance. Where the stage is, where power is, and where I can place cameras without blocking anyone’s view.

Step 2: The multi-camera setup

For most conferences I run two to three cameras. One wide shot that covers the whole stage, one tight shot on the speaker, and for panels a third angle so I can cut between people naturally.

I shoot on Sony cameras and record everything through a Blackmagic ATEM switcher. The switcher records each camera separately plus a live-cut version. That means I can hand over a watchable video very quickly and still fine-tune every cut in the edit later.

The whole setup is quiet and compact. No cables across walkways, no lights in anyone’s face. Most attendees never notice we are recording.

Step 3: Audio, the part everyone underestimates

Bad audio ruins conference videos more than anything else. A beautiful shot of a speaker you cannot hear is worthless.

So I never rely on camera microphones. I take a direct feed from the venue’s sound desk into my own audio recorder, a RØDECaster Pro II. That gives me the same clean signal the room hears through the PA. As backup, I add wireless microphones on the speakers.

If the sound desk is far from my camera position, I run an isolated line to avoid hum and interference. It is a small detail, but it is the difference between professional and amateur sound.

Step 4: Filming the day

During the event I stay out of the way. My job is to capture the key moments without becoming part of the show.

Besides the talks, I photograph and film the moments that marketing teams actually use. Speakers on stage, audience reactions, networking during the breaks, sponsor booths, the venue itself. These are the shots that end up on LinkedIn and in next year’s event promotion.

A typical conference day runs six to eight hours. I plan batteries, storage and even camera cooling for that, so recording never stops mid-talk.

Step 5: Editing and delivery

After the event I edit everything in DaVinci Resolve. Multicam cutting, color correction and audio cleanup, so all talks look and sound consistent.

Delivery depends on what we agreed. Usually it looks like this:

• A selection of edited photos within 48 hours
• Full talk recordings, one clean video per session
• Short highlight clips in 16:9 and 9:16 for social media
• A highlight film of the whole event if booked

Everything comes with full usage rights for web, social media, PR and internal use.

What does conference videography cost in Munich?

Every event is different, but corporate event coverage starts from €900 per shoot day, and full multi-camera talk recording is quoted based on the number of sessions and cameras. If you tell me your schedule and what you need out of it, I will send you a clear fixed quote. No hidden costs, no surprises after the event.

Frequently asked questions

Can you record several parallel tracks? Yes. With a second videographer I can cover parallel sessions in separate rooms.

Do you also photograph the event? Yes. Photography and videography in one booking is one of the main reasons clients work with me. One contact, one style, one delivery.

Can we get content on the same day? Yes. If you need clips for social media while the event is still running, we plan that in advance and I edit on site.

Do you film outside Munich? Yes. I am based in Munich but film conferences across Germany and Europe.

Planning a conference in Munich? Get in touch and tell me about your event. I usually reply within a few hours.

Chetan Kapoor is a corporate event videographer and photographer based in Munich. See more on the corporate event videography page.