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Communicating Your Vision to the Video Production Team

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Who says exactly what they're thinking? What kind of a game is that?

(Mindy Kaling) in “The Office”

Crafting a video to condense the spirit of your event is no small feat! It requires a delicate balance of creativity, communication, and collaboration between you, your client, and your video production team.

“Attention, mall shoppers…” Before it starts to feel like you’re orchestrating a flash mob at a busy mall during Christmas season, let’s understand the intricate nature of the multi-step video process!

Pre-Production Pandemonium

In the pre-production phase, meticulous planning and preparation take place, including tasks such as brainstorming ideas, drafting scripts, storyboarding, location scouting, and assembling necessary equipment, props, and talent.

Embracing the Production Phase: Lights, Camera, Action!

Moving into the production phase, the focus shifts to capturing the planned footage. This involves setting up cameras, lighting and audio equipment, directing actors or presenters, and filming multiple takes to ensure optimal shots.

Of course, just when you think you’ve got the shot perfectly composed, framed, and ready for editing, reality serves up a curveball and you’re back to square one…or maybe square eight. Welcome to Hollywood.

The Edit-a-thon

Post-production, often considered the heart of the process, involves importing and organizing footage, selecting the best shots, editing the video to create a seamless storyline, incorporating music, sound effects, and graphics, and refining the color and visual effects to enhance overall quality. Then begins the client feedback loop, where rounds of edits may arise, requiring the editor’s finesse to maintain the video’s cohesion throughout the revisions.

Throughout the editing process, careful attention is paid to each detail, with adjustments made to timing, pacing, and visual elements to ensure a seamless final product. After the final touches, the video is sent to the client in custom formats. For events, it’s optimized for the big screen and intended to blend seamlessly with the event’s essence and content.

The Perception vs. The Reality

Video production is like a game of ping pong between creativity and technical skill, logistics and artistic vision, budget constraints and innovation, and client input and management feedback.

Check out the clip below to get a better appreciation for the dedication and expertise required to bring client visions to life on screen:

Deadlines, Long Hours, and Tight Turnarounds

Video editors often find themselves working long hours to meet tight deadlines and deliver polished videos. Whether it’s completing a project for a client or editing on-site at an event, editors may face intense pressure to perform within a short timeframe.

On-site editing, in particular, adds an extra layer of urgency, as the video may need to be ready to showcase as a highlight reel at the event’s conclusion. Despite the challenges, many editors have earned the title of “adrenaline junkies”; flourishing in these high-pressure scenarios by harnessing their skills, creativity, and relentless dedication to produce videos that exceed expectations.

Event Companies with In-House Video Teams

When you come across an event company that has a talented video production team, you have found a valuable hidden treasure! These agencies are rare gems that excel in curating unforgettable experiences and have a knack for capturing creative moments on camera that weave seamlessly with your event.

With their skills and creativity, they incorporate visual narratives that breathe life into events, from captivating pre-event teasers to entertaining videos during general sessions and post-event highlights. Their presence elevates the event, so that every aspect of the event shines brightly. So, when you stumble upon an event production company with an exceptional in-house video team, hold onto them tight – they’re the ones who can make your events truly extraordinary.

Explain Your Objectives Without Hindering Creativity

Here are some strategies to effectively convey your vision and ideas while fostering a productive working relationship:


Communicating with someone creative can sometimes feel like tiptoeing through a minefield, especially when you’re worried about bruising their artistic ego. However, a true professional understands that constructive feedback is a crucial part of the creative process. They should welcome your input, eager to understand your vision and preferences.

With finesse and skill, they should delicately balance your vision with their own creative instincts, striving to create something that outperforms your expectations. Approaching each project with dedication, they’ll likely pour their heart into every edit, all while keeping your objectives at the forefront of their minds. In the end, the result is a harmonious blend of your vision and their creativity and expertise, a masterpiece both of you can be proud of.


When explaining your ideas to a creative video production team, it’s important to provide context and inspiration while leaving room for their own interpretation and input. Start by clearly articulating your vision, objectives, and desired outcomes. Use visuals, or examples to paint a vivid picture of what you envision. Encourage the production team to explore different concepts, perspectives, and approaches, allowing them the freedom to express their creativity. Be open to their ideas and suggestions and foster a dialogue where both of you can contribute and refine the vision together.

Remember to provide constructive feedback and gentle guidance throughout the creative process to keep things on track with your objectives, while also nurturing their creativity and artistic expression.

Let’s break down the key steps as you share your vision with the video production team:

Set the Stage

Begin by painting a vivid picture of your event’s objectives, audience, and theme. Provide background information about the event’s purpose, target demographic, and desired outcomes. By establishing a clear context, you help the production team understand the overarching goals and tailor their approach accordingly.

Inspire Creativity

Encourage the production team to unleash their creativity and think outside the box. Share your vision for the video while remaining open to their suggestions and innovative ideas. Offer inspiration from past events, industry trends, or artistic influences to spark their imagination and fuel their creative process.

Collaborate Freely

Cultivate an environment of collaboration and open communication. Invite the production team to share their insights, expertise, and feedback throughout the creative process. Embrace teamwork, where ideas are exchanged freely, and everyone feels valued and empowered to contribute.

Provide Clear Direction

While cultivating creativity, it’s essential to provide clear direction for the video project. Clearly articulate your expectations regarding the video’s tone, style, messaging, and visual elements. Offer examples, references, or mood boards to illustrate your vision and help the production team align their efforts with your goals.

Establish Realistic Deadlines

Set realistic deadlines and milestones for the video production process. Work with the production team to develop a timeline that outlines the scope of work, allowing for ample time for brainstorming, scripting, filming, editing, and revisions.

Communicate Effectively

Maintain open lines of communication with the production team throughout the project. Schedule regular check-ins, meetings, or video calls to discuss progress, address concerns, and brainstorm ideas together. Provide timely feedback and guidance to ensure that the video aligns with your vision and meets your expectations.

Offer Useful Feedback

When providing feedback on the video drafts, focus on constructive criticism that highlights strengths and offers suggestions for improvement. Frame feedback in a positive and supportive manner, emphasizing how the video drives your vision home while identifying opportunities for enhancement. Encourage dialogue and invite the production team to share their perspectives and insights.

Celebrate Achievements

Celebrating successes bonds the team and motivates them for continued excellence. Recognize and celebrate achievements throughout the video production process. Acknowledge the production team’s hard work, creativity, and dedication, expressing gratitude for their contributions to bringing your vision to life.

In Conclusion

By implementing these strategies, you’ll shine a bright light on your vision for the video team while fostering a friendly and productive working relationship. Incorporate these strategies into your video production process today and watch as your vision comes to life in ways you never imagined! Together, you’ll create videos that captivate your audience and breathe life into your event. You’ll leave a unique, lasting impression that’s memorable, buzz-worthy and post-worthy!