15 On-Camera Video Tips For Event Planners From Experts

15 On-Camera Video Tips For Event Planners From Experts

Most event planners get booked through networking and building trust through in-person events. So why video tips for event planners? Well, read on.

Since planners typically perform their magic behind the scenes, being comfortable on camera can be a challenge. But these are strange times we live in, and video is now as fundamental as imagery in communicating with clients. 

Video Tips For Event Planners From Experts

The Solopreneur Society team of Andy and Dre inspired this article. They also put together all these video tips for event planners – so, all credit is due to those two brilliant people.

Who Are The Soloprenuer Society?

Well, we’ve shared ideas from the Solopreneur Society here, and here. But they’re back with more. 

The Solopreneur Society Website Logo
The Solopreneur Society

Andrea, known as Andy, is an award-winning communications specialist and marketing strategist with a career spanning over two decades. She’s steered campaigns of all sizes, from small non-profits to Fortune 120 companies. 

Dre is an expert in digital design and brand strategy guru who has spent years “studying, dissecting, and reverse engineering, cult brands. Dre says, “I’ve become quite the human decoder ring. I just have a sixth sense when it comes to deciphering a brand’s identity, which has helped me hone a battle-tested development system for building (or rebuilding) one from scratch.”

Now, personally speaking, I’m a fan of theirs, which is why I reach out to them for marketing ideas. And because they’re fantastic, they respond. So, while we do event planning software, the Solopreneur Society does branding, marketing, and brilliance!

At the moment, The Soloprenuer Society is running an incredible course called the Stimulus Plan, spanning copywriting, graphic design, online events, email marketing, and more. 

But let’s get to video tips for event planners!

Tip #1: Choose Your What & Your Why

As someone who has done a lot of public speaking, and is ALWAYS nervous before each talk, this tip from Andy and Dre hit home. A great way to alleviate your nervousness is to know, way in advance, of the what and why. So The Soloprenuer Society recommends writing down an answer to each of these two questions:

  • What do you want to share?
  • Why do you want to share it?

In Andy’s words, “The key to this exercise is to define your driving force when it comes to communicating with your audience. This will help you plan and execute your videos more effectively.”

“For instance, if one of your driving forces is to inspire others, you can achieve this by doing a weekly livestream on your page where you share successes, failures, and other vulnerabilities. Give them the behind-the-scenes stuff they crave!”

We’ve even shared just such a video from an event planner before. Watch the Work From Home Tips from a Wedding Planner.

Tip #2: Motivate Yourself By Confronting Your Fears

Write down 2-3 major fears you have for being on video. Focus on those that will ultimately prevent you from fulfilling your driving forces above. Then, brainstorm a list of potential actions for overcoming them. Here’s an example:

Fear: I don’t have the credibility to be seen as an expert in my industry.

Potential actions to overcome this fear:

  • Remind yourself that someone wants to hear your story
  • Create talking points instead of a script; keep it near the camera
  • Practice 2-3 times before going live/recording
  • Embrace brevity
  • Stay on message when live/recording
  • Keep a list of accomplishments nearby (this is just for you to see)!

This exercise helps you discover solutions to whatever is holding you back from getting on-camera. This is my favorite video tip for event planners (and anyone else too)!

And if you’re a newer planner, just learning the ropes, I recommend our Event Planning 101: A Guide For New Event Planners in 2020.

Tip #3: Make The Video Work For Your Event Planning Business

This one is a little tricky to describe, but I’ll do my best. See, you want to maximize the value of the video, so you need to set some constraints. The point is that the video achieves some business goals for you. Think of the following. 

Your video should:

  • Help you build trust
  • Makes you relatable to potential clients
  • Include your branding
  • Be easy to produce
  • Offer SEO benefits

Tip #4: Decide What You Want To Achieve

This is my favorite of the video tips for event planners. It could be anything, but it will help your content stay on topic and work for both you and the audience. Here are some examples of things you’d want to achieve:

  • Teach clients how to do something
  • Connect on a personal level
  • Announce new services
  • Address industry myths or misconceptions
  • Reach a new market

Pick one of these, or something of your own, but stick to it for the entire video. 

Tip #5: You’re An Expert, So Be The Expert

Look, you’re good at what you do. There might be more experienced event professionals out there, but this video is not for them. This video is for your clients, and you’re the expert. You know WAY more than 99.9% of the population about event planning. So share what you know. 

Take the knowledge and experience you’ve accumulated through your work and let it give you the confidence to share your expertise. 

Tip #6: Talk About Something You Know Well

You’ll sound natural, and act natural too, if your first videos are on topics that you know really, really well. The better you know the subject, the more comfortable you’ll feel, and the more pleasant it will be to watch too.

Dre and Andy offer some topic ideas to get you started:

  • Solve your audience’s problems
  • Look at market research
  • Questions your customers often ask
  • Something you can demonstrate
  • An action you’d like your clients to take

Tip #7: Creating A Script

When getting in front of a camera, there are two ways you can do it. One video tip for event planners is to just start talking. I’ve seen this work quite well, but there’s a big catch. You’ll need to do absolutely tons of editing afterward. So, while you save time in not writing a script, you’ll take more time in post-production fixing it all up. Plus, there’s no guarantee you’ll stay on track.

The alternative is to write a script. If you do, try to:

  • Write in a casual tone… like you’re talking to a friend
  • Be concise, yet make it fun and humorous
  • Discuss product and service benefits, not features

Our own Event Planner in Chief, Jenna, takes a middle ground. She plots out the key points and riffs on them. It’s a script but still allows her to expand on anything that strikes her in the flow.

Tip #8: How To Structure Your Video

This tip is pretty clear. Try to templatize your video structure. It helps when writing scripts, and it helps in motivating you to create new videos too. 

The Soloprenuer Society suggests that you start with this simple structure first:

  • Introduction (keep it short)
  • Summary of what the viewer can expect
  • Main Content
  • End on a call to action

Tip #9: Clothing Choices

Andy and Dre offer the following sartorial suggestions:

  • Colors and patterns should harmonize and not clash
  • Bright colors are okay as long as they work well together and with your background
  • Avoid intricate patterns

As someone who loves to wear Aloha shirts, I can attest to this. Not every item of clothing works on camera!

Tip #10: The Recording

When it’s time to hit the record button, and the little red light is blinking at you, well, things get real! Our two heroes recommend the following:

  • Put yourself into a relaxed state of mind before shooting
  • Practice what you’re going to say; no need to memorize, just be familiar with your talking points
  • Pay attention to your pace… talk slightly slower than normal
  • Modulate your voice with natural intonation, so you don’t sound monotone
  • And practice a couple more times! 

Tip #11: Body Language When Recording Video

Having spent a lot of time in the software world, I’ve become sensitive to body language in meetings, interviews, and speaking gigs. I had to practice body language after I once gave a workshop in which I looked like I was hugging myself the entire time. And yes, people noticed.

Andy and Dre offer these tips:

  • Sit up Straight; slouching makes you look like you lack confidence
  • Keep your head steady because too much head movement is unnatural and distracting; so is continually shifting your weight
  • Make a few practice recordings or shoot in front of a mirror to monitor yourself

Tip #12: The Eyes Are Window To The Soul

I remember recently filming a marketing video in which I looked like the proverbial deer in the headlights. With that in mind…

  • Look directly at the camera to maintain eye contact and make it appear as if you’re talking to a friend
  • Remember to look away when it feels natural
  • Don’t forget to blink to help avoid making it look like you’re staring at your audience (Or you’ll look as weird as I did).

Tip #13: Relax Your Face

You know what makes someone look like a natural on camera? They don’t look like they know they’re on camera. The key to this is in your face muscles.

  • Give the audience a natural smile as you speak
  • Record yourself talking and watch for tics or awkward facial expressions
  • Practice speaking to eliminate anything that might be distracting

Tip #14: Don’t Hide Your Hands

If you’re standing, don’t hide your hands or stuff them in your pockets; keep them visible and naturally move them. It’s only normal. And yes, you should feel free to gesture as long as it’s natural and not distracting.

Here’s my all-time favorite example of hands in a video – trust me, give it a watch:

How not to use your hands in video

Tip #15: It’s The Little Things That Make A Difference Between Okay and Good

  • Record your practices – you might just get a take
  • Sip water between takes to stay hydrated
  • If walking, mark out your path and ahead of time
  • Take a break to recharge after a few takes
  • Don’t be too much of a perfectionist

Why Event Planners Don’t Need Video Tips For Event Planners

Well, okay, everyone needs tips. But event planners are uniquely trained to handle tough situations. So, while these tips are great, you’re gonna do great regardless. You know how to show grace under pressure. So, do take these tips to heart, but there’s no need to worry. You got this!