How to hire a Freelance Event Videographer

Essential skills to request, key interview questions, and more

Hiring a freelance event videographer is like hiring a personal paparazzi - except they won't be hiding in bushes and sneaking up on you. Instead, they'll be capturing all the candid moments and turning them into a cinematic masterpiece. Professional event videographers specialise in creating high-quality video recordings that can be used for a variety of purposes. From creating lasting memories of a special occasion to capturing footage at your corporate event online. They can even create a highlight reel to share with your guests or turn your event video into short-form social media content to promote your brand. 

According to a survey conducted by Wistia, 82% of internet traffic will be from video by 2022. This highlights the increasing importance and popularity of event videography as a way to promote and remember events. We only need to look at the boom in video-sharing platforms such as TikTok, Instagram Reels and YouTube to see the way we now consume content. 

When hiring a freelance event videographer, there are a few things to keep in mind to ensure that you get the best results. For example, it's important to find a professional who has experience working with events similar to the one you want to capture on film. This will ensure that they have the right equipment and expertise to capture the right angles and moments. 

It's also important to consider the videographer's style and approach to filming. Some videographers may have a more traditional, documentary-style approach, while others may be more creative and experimental. Finding a videographer whose style aligns with your vision for the event can make all the difference to the final result. It’s also important to discuss the cost and logistics of the project with the event videographer in advance, to ensure that there are no surprises or misunderstandings on the day of the event.

Quick tip: provide a shot-list and a schedule for the event videographer for them to tick off. If they know when and where an important moment is taking place, they can prepare and capture it on time.  

Things to look out for when hiring a Freelance Event Videographer

Technical expertise

This might seem obvious, but a good event videographer should have a solid understanding of videography equipment, lighting, and sound recording, as well as the ability to use editing software to create a polished final product. You can include these skills as essentials in your job description.

Event experience

Look for a videographer who has experience filming events similar to yours. In that way, you can be certain that they have the particular knowledge and skills to focus on the right moments and angles relevant to the sort of event you want to capture. 

Creative vision

A videographer with a unique and creative style can add a special touch to your event video, so look for someone whose approach aligns with your vision for the event. Send them examples of video content you like stylistically before the event so they can take that into account. Not everything can (or should) be done in the editing room so the more you can provide the event videographer with, the better. 

Communication skills

As with working with any freelancer, communication is key. A professional videographer should be able to effectively communicate with you, your event planner, producer, and other vendors to ensure smooth coordination on the day of the event. Equally important, they should be able to communicate effectively with guests, speakers, and attendees. 

Flexibility

You never know what might happen on the big day of the event. An experienced videographer should be able to adapt to unexpected changes or challenges that may arise during any point of the project.

Attention to detail

Paying close attention to detail is what can make your final project really stand out from the crowd. A good event videographer will pay close attention to small details and be able to anticipate potential problems before they happen.

Pricing

Navigating video production costs can be like walking through a fog—prices can start at a modest hundred pounds and skyrocket to the lofty heights of tens of thousands. Early-career professional videographers, those within their first 5 years, typically operate on a day rate, which falls between £400 and £1000. The experience and reputation of the videographer play a huge role, with seasoned professionals generally charging more. The nature and duration of the event are also pivotal— a day-long conference will cost more than a few hours' seminar. The number of cameras, equipment used, and the extent of post-production editing required also impact the final cost. Additional services like drone footage or special effects may also increase the price.

Remember, when hiring a videographer, you're investing not just in a person behind a camera, but in expertise, creativity, and sophisticated technology that can turn your event into a memorable visual story. It's therefore crucial to balance cost considerations with the quality and value you're seeking. Pinning down a precise budget can feel like trying to catch a cloud—difficult and somewhat elusive. So, it's wise to maintain a flexible budget and engage in a candid cost discussion with your potential freelancer. Establish a maximum spend limit to help steer your negotiation.

Time management

It goes without saying, but a professional videographer should be able to work efficiently and effectively to capture all the important moments of your event while still meeting your deadline.

Interview Questions to Ask a Freelance Event Videographer

To find the right videographer for your event, it’s important to do your research and find out as much as possible about their previous work - so make sure you check their portfolio/showreel. Asking these questions is a good starting point to get a good understanding of their experiences and whether they might be able to offer the right service for you. 

Can you provide examples of your previous event videography work? 

Checking out a videographer’s previous work is the ideal way for you to get an idea of the videographer's style and approach, as well as the quality of their work and experience in event videography.

How do you approach capturing candid moments during an event?

It’s a good idea to understand the videographer's ability to capture the natural and unplanned moments that make an event special.

How do you handle unexpected changes or challenges during an event? 

As freelancers usually work alone, it is crucial that they know how to adapt to unexpected situations. Ask your videographer how they might respond to any challenge that might come up during the event. 

Can you provide a detailed list of your equipment and how you use it? 

This question will give you an idea of the videographer's technical expertise and the quality of their equipment. Again, this is another crucial aspect of any freelancer's service, as they are often responsible for bringing and handling their own equipment.

How do you handle lighting and sound during an event?

A good understanding of lighting and sound is crucial for a good final product. Try to get an idea of the videographer's ability to capture high-quality audio and video in different lighting conditions. 

Can you provide references from previous clients who have hired you for event videography?

If you’re still unsure about the videographer’s experience, it might be worth asking for references from previous employer’s. This will give you an idea of the videographer's reputation and the experiences of other clients.

Can you provide your availability on the event date?

It’s important that you double-check the videographer’s availability and flexibility. Freelancers often work with multiple clients simultaneously, so try and avoid any scheduling mishaps. 

Can you explain your pricing and billing process?

Finally, this is perhaps one of the most essential aspects of hiring any freelancer. Get a clear understanding of the videographer's pricing, package options, and billing process. See how it fits with your budget, and make sure you have all the details of the pricing and billing process before you start working together.

Conclusion

Hiring a freelance event videographer involves more than just picking a name out of a hat. It requires understanding their pricing model, reviewing their work, and communicating your specific needs. Don't shy away from discussing costs to ensure you're making a worthwhile investment. A well-made event video is not merely a recording—it's a story, a memory, and a marketing asset. So take the leap, armed with knowledge, and find the right professional to immortalise your event. After all, the essence of your event deserves to be captured in its full vibrancy and spirit. With our handy tips, you're now ready to take the next step—hire the ideal event videographer to capture the unique spirit and vibrancy of your event.

Photos: Alex Class, Mike Hogan, Raquel C L