Scottsdale Conference Video Production: The AV-Ready Run-of-Show, Shot List & Deliverables Guide
This is the definitive guide to Scottsdale conference video production—from AV coordination and audio routes to sizzle reels, vertical cuts, and session libraries. Use it to brief vendors, align stakeholders, and ship fast deliverables that prove sponsor ROI. If you also need photo coverage, start with our Scottsdale event photography & videography pillar and our corporate event videography portfolio.
Why conference video production matters in Scottsdale
A Scottsdale summit or SKO can generate a year of content in three days—keynotes, panel insights, product stories, and community moments. Properly planned conference video production transforms those moments into sizzles, verticals, and searchable session edits that feed demand gen, PR, employer brand, and sales enablement. The bar: clean audio, readable slides, flattering skin tones, consistent brand graphics, and turnaround that meets the news cycle.
Pre-production checklist (copy/paste)
- Run-of-show & floor plan: stage, breakouts, expo, sponsor activations, quiet interview space.
- Audio routes: board feed + room mics; list channels, lav/handheld counts, and any translation/ASL feeds.
- Slides & LED walls: provide decks; decide on clean slide capture vs. in-camera only.
- Deliverables & deadlines: sizzle length, vertical cuts, session edits, testimonial clips; same-day and 48–72h priorities.
- Brand guidelines: lower-thirds, colors, title cards, caption style, logo safe-area.
- Sponsor entitlements: stage mentions, booth demos, hosted suites—tie each to a specific pull.
- Permissions & NDA: embargo windows, restricted sessions, and storage/security requirements.
Scottsdale conference video shot list (by area)
| Segment | Must-have Shots | Notes |
|---|---|---|
| Mainstage | Wide/medium/tight; audience cutaways; walk-in/out; lower-thirds | Record slides clean if required; monitor moiré with LED walls |
| Panels & Breakouts | 2 angles + Q&A; room context; speaker close-ups | ISO audio per speaker; mic flag or banner for brand |
| Expo & Activations | Traffic, demos, signage, product interactions | Get sponsor logos and attendee reactions; shoot vertical B-roll |
| Testimonials | Customer soundbites (15–30s) | Quiet background; branded step-and-repeat optional |
| Culture & Networking | Candid interactions, team energy, evening events | Match brand tone; avoid harsh color casts |
| Executive Access | Leadership interviews; VIP experiences; on-site headshots | Portable studio; consistent light and backdrop |
Crew, gear & audio you should expect
- 2–4 cameras (4K/6K) with fast lenses; gimbal for dynamic B-roll; tripod/monopod for stage.
- Dual-system audio: board feed + room mics; backup recorders to prevent single-point failure.
- Graphics package aligned to brand: opener/closer, lower-thirds, title cards, and captions.
- Redundant capture and offloads; encrypted storage if under NDA.
Deliverables that move the metrics
- Sizzle reel (30–90s): built for LinkedIn/email recap; brand-aligned motion graphics.
- Vertical cut (9:16): captioned, sound-off optimized Reels/Shorts.
- Session edits: trimmed, chaptered, titled; SRT or burned-in captions.
- Testimonial clips: short soundbites for PR and sales decks.
- Sponsor pulls: stage and booth moments mapped to entitlements for renewal decks.
Timeline & handoff (realistic)
- Same-day: 10–20 photo selects + 10–15s teaser when feasible.
- 48–72 hours: full photo gallery; first sizzle draft if rush requested.
- 5–7 business days: sizzle + verticals; session edits queued with captions.
Scottsdale venue notes (LED & mixed light)
Many Scottsdale venues feature bright LED walls and mixed color temps. Coordinate with AV for balanced exposure and white balance so slides stay readable and skin tones look natural. Frequent sites include Fairmont Scottsdale Princess, Talking Stick Resort, WestWorld of Scottsdale, and Scottsdale Center for the Performing Arts.
Pricing signals (what drives cost)
- Number of rooms & simultaneous sessions (crew count).
- Hours on site vs. multi-day coverage; rush turnaround requirements.
- Volume of deliverables (session edits, sizzle + verticals, testimonials).
- Add-ons: headshot lounge, teleprompter, livestream, translation/ASL feeds.
Case snapshot: 3-day Scottsdale user summit
Scope: mainstage + two breakouts + expo; deliverables: 60–90s sizzle, 3 vertical cuts, 12 session edits, 8 testimonial clips. Outcome: same-day social package, full gallery in 48h, sizzle + verticals in 6 days; PR pickup and sponsor renewal support.
Next steps
For combined photo + video services, start with the Scottsdale event photography & videography pillar. See more video examples in our corporate event videography portfolio, or request a Scottsdale conference video production quote.