Whenever possible, scout the location or venue before the shoot date. Allow sufficient time to look for:
- Power outlets (separate from power used for stage lighting) for additional lights
- Stage arrangements and furniture or props being used to determine camera placement
- Seating arrangements and aisles to determine camera placement
- Ambient noise level and sound of the room quality (fluorescents create a noticeable buzz and can often be turned off)
- Set up schedule. Determine when the camera operator can get into the room before the event. Allow at least 60 minutes of setup time.
- Lighting needs. Are there windows or doors that will let in daylight? Curtains that can be drawn?
- Audio: Is a house audio feed available, where will it be coming from, do you need certain splitters or connectors?
- Who are the contact people for the venue, the house audio and lighting as well as the event?
- What is the format of the event, how many speakers are there, how will Q & A be done, how long is the event?