Convention planning
A practical convention video checklist for Las Vegas exhibitors
Plan booth filming, product demos, interviews and keynote coverage before your Las Vegas convention. A clear checklist for exhibitors and marketing teams.
Start with the job the video needs to do
A convention shoot becomes easier to plan when every video has a purpose. Are you introducing a new product, giving your sales team a useful follow-up, or showing prospects what a visit to your booth feels like? Choose one primary goal before building a long list of shots.
Write a simple brief: who should watch, what should they understand, and what should they do next? An exhibitor launching a product may need a clear demonstration and a short invitation to book a demo. A speaker may need a complete recording plus a few concise excerpts.
Confirm the venue, access and schedule
Share the event name, venue, hall, booth number and best on-site contact with your videographer. Ask your organizer which credentials, filming permissions and contractor arrangements apply. Venue and show rules can differ; a visitor badge should not be assumed to authorize a working camera crew.
The Las Vegas Convention Center publishes facility policies and an Exhibitor Appointed Contractor permit pathway through its official website. Use the current guidance and your organizer’s instructions when planning access. Build time into the schedule for entry, walking between halls and setup.
Prepare a short, useful shot list
Prioritize a clean booth view, readable company signage, the product in use, a team introduction and a few genuine interactions. Add close-ups that help explain the product: controls, materials, packaging or a before-and-after demonstration. Keep other exhibitors and incidental visitors out of shots where appropriate.
For each spokesperson, prepare three prompts: What problem do you solve? Who is it for? What should someone do next? Ask for natural answers rather than a memorized paragraph. Arrange participant permission before recording interviews.
Plan sound and formats before filming
A busy exhibit hall can make speech difficult to hear. Schedule interviews away from loud demonstrations when possible. For keynote recording, coordinate microphone or sound-desk access with the event’s audiovisual team, and confirm whether slides need to be included in the finished edit.
Tell the crew where each video will appear. A website overview and a vertical social clip need different framing. Agree on the number, length and orientation of the final edits rather than expecting every moment to become every format.
Finish with a delivery and follow-up plan
Provide your logo, preferred spelling of names, product details and call to action before editing begins. Assign one person to gather feedback, and agree on delivery dates and revision rounds.
After the event, send the most relevant clip alongside a useful next step. A product demo can support a sales conversation; a team video can introduce the people a prospect met. Choose coverage that matches this plan, from a focused booth shoot to a full day of convention filming.
Social media marketing · Local visibility & reputation · Convention video