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The Complete Guide to Event Videos in the AI Era
The Complete Guide to Event Videos in the AI Era
Charlotte Pizarras
Sep 30, 2025 |
11 min read
Live events are now stronger than ever, with the majority (82%) of event-goers
preferring to attend in person. As an event organiser, a big way to make a standout experience is to provide event videos. They power unique attendee experiences and double as memorable (and shareable) souvenirs or takeaways.
If you are an event organiser, marketer, sponsor, or videographer looking for a sharper event video strategy for your upcoming event, this guide is for you.
You’ll learn:
The definition of event video
Different types of event videos based on lifecycle and event type
What event videography is and why it matters
A simple, proven playbook for event video production that you can follow step by step, including tips on integrating AI
Let’s dive in.
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What is an Event Video?
An event video is any video content used for event marketing, promotion, experience, and documentation. It can be professional or user-generated footage, edited clips, or animations created and used before, during, and after a live event.
Event videos are a standout way to promote an event, enhance attendee experience, capture what happened, extend the buzz afterward, and create excitement for future events.
Types of Event Videos
The type and format of an event video will vary based on the purpose, which is influenced by the stages of the event lifecycle and the event type.
Use our checklists as a reference for planning your event video assets.
Videos you need before the event
Pre-event videos serve as powerful tools for pre-event marketing and sales. They are designed to drive sign-ups and ticket sales by announcing details and highlighting the event’s value and showcases past events to give your prospective attendees a taste for the future event experience.
Promo videos: This includes teaser videos (also known as “sneak peeks”) and hype videos that spark curiosity.
Invitation/RSVP videos: These are videos with name, date, place, and clear CTAs to join the event. Typically sent via email or messaging platforms like WhatsApp, and posted on social media.
VIP introductions: Video clips that sell the big idea each speaker brings or showcase the calibre of high-profile guests or performers to pull crowds.
Behind-the-scenes: Quick peeks at setup and rehearsals to humanise the brand and create anticipation and excitement for the event.
Testimonials: Short, social-first quotes from past attendees to build trust and showcase the value of the event for future attendees.
Destination videos: Showing venues including travel ease, spaces, and the vibe, as well as notable surrounding locations that would be attractive to guests travelling to the location for the event.
Sponsor highlight reels: Co-branded promotions that showcase sponsors’ offers and boost sponsor visibility (a great addition to differentiate your sponsor prospectus).
Countdown videos: Snappy reminders that build excitement and urgency as the date approaches.
Videos you need during the event
During-event videos elevate the live experience, extend real-time reach, and generate content you can repurpose post-event. Plan your on-site video with this live event video checklist.
Opening/Welcome video: Also called as opener, this video sets the tone, introduces the theme, builds enthusiasm, and provides context on stage and screens at the live event.
Launch videos: Common in brand activations, these include product reveals, feature drops, or big announcements crafted for venue LED or media walls.
Livestream video: Real-time broadcast for remote audiences that captures the spontaneous feel of a live event. Usually streamed simultaneously on different social platforms (e.g., Instagram Live, Facebook Live, TikTok Live, YouTube Live) and on the organiser’s website.
Real-time highlights: Typically seen in sports and fast-paced events like pageants, you can opt to clip moments as they happen for in-venue playback, livestream inserts, and social media.
User-generated content (UGC): Create encouraging ways to engage attendees to generate and share their own user-generated videos during the event. It is a powerful way to organically spread highlights, boost visibility, and real-life experience at your events.
Walkthrough Videos: Guided looks at the venue, booths, routes, activities, or activations to help attendees navigate and discover more. Great for on-site video loops and for the event landing page.
Video booth: Works like a photobooth, but offers videos. A staffed or automated station where attendees record short video clips or messages, enabling high-volume onsite video content. This can also be another approach to enabling user-generated content with ease instead of relying on individual captures.
Backdrop video or video wall: Loop brand and sponsor visuals between segments to maintain energy and set up the next moments.
Advertisement videos: Rotating organiser and sponsor placements during breaks to maximise sponsor visibility.
Event video documentation or coverage: Professionally captured live event video that documents the full program. This is an asset for edited content used by organisers and sponsors later.
Candid videos: Authentic moments that showcase real emotions and natural interactions. Candid videography is becoming increasingly popular for weddings, birthdays, and other personal milestone events.
Same-day edit video: A short, highlight reel, or recap premiered at closing or posted the same day to sustain momentum and sharing.
Videos you need after the event
Post-event videos carry the excitement forward, extend the event’s impact, boost social media visibility, drive referrals, and convert interest into future registrations or sales. For charity and fundraising events, they can also act as digital merchandise or donation tools. Here are some of the popular event types.
Event highlight video - Also called event recap video or aftermovie. It is a short video that packages the best moments from the event to drive post-event engagement. A growing trend is to offer personalised highlight videos (inserting each attendee’s moments) to encourage attendee-led sharing or user-generated content (UGC) on social media.
Event film or event movie: A longer editorial piece, which is popular for concerts and festivals, that deepens storytelling and rewards rewatching. Think concert films and tour documentaries on Netflix and Disney+ (e.g., Kpop’s Dream Concert, HOMECOMING: A Film by Beyoncé, Taylor Swift’s The Eras Tour, The Beatles: Get Back, and SB19’s PAGTATAG! The Documentary).
Cutdown videos: Bite-sized clips from performances, keynotes, or panels. Common in music festivals, academic and industry seminars and conferences, networking events, as well as multilateral meetings and conventions organised by the United Nations.
Sponsor recognition videos: Combine brand cameos, audience reactions, and measurable outcomes. Ideal for retention, upsell, and post-event reporting.
Thank-you videos or community wraps: A friendly montage acknowledging attendees, crew, and partners, with CTAs to photo galleries, surveys, and future events.
Video Galleries: A gallery of videos sorted by attendees commonly seen in sports events like marathons
Videos per event type
Each event type has different goals, format, and venue, so your video stack should adapt.
Corporate event videos: Corporate events can be networking, knowledge sharing, and team cohesion, emphasising the company’s culture and strategic goals (e.g.annual conferences, training sessions, and awards nights). Prioritise videos for internal alignment, partner visibility, employee engagement, and lead gen.
Sports event videos: Sports unite communities around competition (e.g., marathons, league games, tournaments). Prioritise hype, real-time updates, and sponsor visibility in videos, especially for mass-participation events such as Hyrox.
Wedding and personal milestone videos: Weddings, family events, and milestone events celebrate intimate gatherings. Prioritise keepsakes and emotional storytelling in videos.
Conference videos: Conferences advance learning and thought leadership and encourage networking. Prioritise knowledge capture, attendee engagement, and social media feedback for future registrations in videos.
Charity or fundraising videos: Fundraisers mobilise donors and partners in events like galas, runs, and walks. Prioritise donation impact, community pride, and sponsor retention in videos.
What is Event Videography?
Event videography is the end-to-end process of filming and producing videos from a live event -from pre-production (planning and shot lists) to on-site capture (cameras, audio, lighting) to post-production (editing and distribution). Not only is it for making a single video deliverable, but it covers the full workflow, crew, and systems to create multiple video assets.
Why Do We Film Events?
Capturing the event is as important as the event itself. It turns a one-day (or multi-day) moment into ongoing momentum and measurable ROI. Here are the five biggest reasons event videography matters:
Engagement: During the event, video lifts energy from on-site screens, multi-cam feeds, and livestreams (e.g., Coldplay concerts and FIFA; industry conferences and the like). Meanwhile, real-time highlights posted on social media during and after the event spark sharing and conversation.
Digital visibility and reach: Short clips power social, email, and your website, extending reach beyond the venue and improving discoverability. This builds a strong digital footprint, which is a very important marketing and sales strategy. In today’s world: no video, it didn’t happen. Tip: Did you know Google now reveals Instagram content in search results?
Sponsor value: Exposure via branded placements and co-created reels delivers trackable impressions, clicks, and mentions. They are proof of impact for sponsor renewals and upsells.
Event revenue: Monetise with virtual tickets, video-on-demand bundles, shoppable event recaps, or personalised highlight videos as digital merch.
Future attendance lift: FOMO-driven recaps and testimonials convert viewers into next-event registrants.
8 Steps for a Successful Event Video Production
With the rising demand for video content, it is high time to adopt a video-centric approach to your event marketing strategy. Plus, AI now makes it easier. It helps at every stage of event video production—from planning and on‑site videography to editing, attendee engagement, and distribution.
Live events move fast, and moments do not repeat. This step-by-step guide makes sure your event video production is seamless and event videography contributes to the broader goals of the event.
Define event video production goals, team, and resources
Treat event video production like a project. Create a plan that covers: SMART goals and KPIs, what you’ll deliver, who’s doing what (and how you’re resourcing it), the budget, key dates, quality bar, how you’ll communicate, and the top risks with mitigations. The expected output is a project brief, also known as a creative brief or production brief.
Where AI can help: Draft briefs, estimate runtimes, and prioritise shot lists.
Plan the video shoot ahead
Referring to your scope, map the flow from live coverage to the recap video to distribution. Draft a capture plan with story beats, shot list, interview questions (if needed), sponsor frames or brand placements, and run-of-show (ROS) roles. Tip: Browse for best best-performing example Take note of their music, length, and other elements that make them successful.
Because events are unpredictable, add buffers in the ROS, make a list of must-get shots so nice-to-haves can drop if timing slips, and keep an if/then playbook (e.g., if people don’t like being captured individually, pivot to wider crowd shots with an 8k camera or an opt-in video booth).
Finally, set up your import-and-backup routine, such as giving files clear names, labeling cards/drives, and verifying backup copies. Learn the 3-2-1 rule. Make sure everyone’s aligned.
Where AI can help: Script polish, auto shot-list generation, caption files, graphic templates, music suggestions, and basic venue accessibility checks.
Pre-decide the onsite setup
Plan this with the whole team a few weeks out. Visit the venue (if possible) or get the floor map.
Once you know the venue’s layout, pre-decide camera positions or capture zones, booth placement (e.g., 360 video booth), lens choices, and fail-safe audio. Sort lights for capture zones, especially for background wall or step-and-repeat. Check power/media and backup internet.
If you’re livestreaming the event, run a tech rehearsal with lower-thirds/overlays and a failover test. Afterward, finalise your call sheet and gear list, including backups (extra audio recorders, spare cards/drives, and backup power).
Where AI can help: Checklist generation, timed reminders, and failover steps
Inform and prime your event attendees
Communicate your plan at least three days before the event to maximise participation. Tell people what’s being filmed, how to join in, and what they’ll get. Say if you’ll run a video booth, candid videography, or personalised videos.
Offer early incentives (e.g., share-to-win) to promote engagement.
Then, share a short “video content moments” schedule (or bake cues into the host script), so hosts, talent, and crew hit the same beats. Prepare what you need on-site to reinforce it, such as clear signage, push notifications, and floor decals for the video booth.
Where AI can help: segment reminder emails, generate social copy variants, localise consent/privacy microcopy, and schedule push notifications with booth directions
Capture the event as planned
On show day, run your capture plan. Vary coverage with wides, mids, hero close-ups of attendees and VIPs, while grabbing sponsor frames, candid moments, and plenty of B-roll. Film quick interviews between segments as needed.
For a same-day edit (SDE), park an editor (if you have one), time-stamp key moments, and offload files each break. If using CrowdClip, upload footage on the platform to speed up later personalisation.
Where AI can help: capture leads, facial recognition, live transcription/captions, instant highlight detection, noise cleanup, speaker/session auto-tagging, smart clip suggestions, auto sorting of videos, and personalised video generation and distribution.
Edit your event recap video efficiently
Typically, videographers or video editors start editing the recap video or event highlight once the event wraps. Some videographers can even do it mid-event to play the same-day edit video at program close. Keep a tight quality control checklist before showing or publishing.
Fortunately, AI tools now make event video editing faster with features like scene and subject detection, transcript-based editing, auto-reframing for social platforms, and multilingual subtitles.
With CrowdClip, you mainly refine a master template (event façade, general highlights, and sponsor/brand placements). Personalisation is automated, so you’re not scrubbing hours of footage to find each attendee.
Publish and distribute promptly
Don’t let the post-event high fade. Most successful teams push an SDE while excitement is peaking, or ship a recap within 24–72 hours, plus platform-specific cuts (9:16 for Instagram Reels/TikTok, 1:1 or 16:9 for LinkedIn/YouTube). In addition to social media, schedule across email and your landing page. You can also distribute a press/media kit with your highlight video. Consider personalised highlights or video-on-demand (VOD) bundles to extend reach and revenue.
Among AI tools for event videos, CrowdClip is a leading choice for personalised videos. With CrowdClip, distribution scales automatically. Every attendee gets their personalised highlight video delivered for on-demand viewing or download via the Share Hub.
Plus, keep momentum by following up with extra cuts posted on social media (can be stories, posts, or reels) based on top-performing moments and audience behaviour.
Measure and report
Close the loop with a clear KPI review: watch time and completion, plays and shares, clicks and sign-ups/donations, and sponsor value (mentions, frames, attributable reach). Pull data from UTMs, social platform analytics, and your CRM to compare targets versus actuals.
Package this into a simple sponsor or executive report with a KPI scorecard, top-performing clips, earned media highlights, and recommendations for next time.
Planning sponsor reporting or brand follow-ups? Or, measuring event success? CrowdClip produces sponsor-ready metrics straight from the Share Hub and Analytics Hub (for a more comprehensive overview of results).
Read our curated list of top-performing event videos on social media, packed with standout examples and quick, copy-ready tips.
Stay Ahead of the Curve
In the age of social media, event videos are one of the strongest marketing engines you’ve got. Use them across every stage of your event: build buzz before day one, lift the energy and capture the magic on show day, then keep the momentum rolling after with wider reach, extra revenue, and plenty of social proof to back your event’s credibility.
With AI in the mix, you can plan smarter, capture more, edit faster, distribute at scale, and clearly measure ROI and event impact.
Turn Your Event Coverage into Personalised Videos
With CrowdClip, every event attendee walks away with their own personalised highlight video, delivered automatically.
It’s a smart way to drive at least 10x more shares and reach without piling extra work on your team. Plus, you can even turn it into an extra income stream by offering the videos as pay-to-access to generate revenue or donations.
FAQ
Last updated: Oct 10, 2025
ABOUT THE AUTHOR
Charlotte is our Senior Content Writer with 7+ years across marketing, PR, events, and multimedia production. She applies data-driven, organic-growth strategies to build campaigns and content that amplify impact, boost visibility, and engage diverse audiences across corporate, startup, nonprofit, government, and broadcast or production settings.