A Quick Guide to Event Videos with Tips & Examples

Promoting your event starts from the beginning of your event planning journey, and an event video is a great way to get the ball rolling. A study by Wyzowl says that as many as 91% of consumers want to see more video content. As the demand for video keeps increasing, it is time to pivot your event marketing plan to a more video-centric approach.  

You can create different event promotion videos for different stages of your event marketing. This quick guide will cover event videos and their various types, along with some excellent examples and tips for standing out.

What is an Event Video?

An event video can be anything from a pre-event video teaser to a post-event highlight made to promote an event. It is a great way to increase engagement with your event through social media or other mediums. You can also use event videos to increase event ticket sales, create a buzz, or give information to your potential audience. 

Why Should You Use Event Videos?

Capturing the essence of an event is best done through video. Video brings the energy and connection to life in a way that words or photos simply can’t. To stand out in the crowded event landscape, compelling event videography is essential to showcase the unique appeal of your event and attract eager participants.

Using Videos in Pre-Event Marketing

The main objective of event marketing is to generate excitement. Pre-event marketing is most effective when using event promo videos. These videos are a great way to build anticipation before the event and can continue to generate revenue afterwards. Other types of pre-event videos, such as teasers or sneak peeks, can help increase event registrations and attendance. 

Using Videos During and Post Event

Ensure that your event marketing and videography are carefully planned to make a significant impact. Your videos should captivate and compel viewers, driving them to take action. Deliver valuable content that guides the audience on your event’s what, where, why, and how. Video is a powerful tool for capturing the essence of your event. 

Live streaming is far more engaging than traditional slideshows or PowerPoint presentations and can effectively spread the word. Once your video is ready, leverage it to improve SEO, expand distribution, and maximize your reach.

Types of an Event Video with Examples

An event video will mostly take the form of a video teaser or a promotional video; however, there are many other types as well. All these video types can serve different purposes for your event, depending on where you are in the process. It is crucial that you consider all these types and incorporate event videos in one way or another in your marketing strategy.

Let’s talk about each event video coverage separately and look closer at examples of these that stand out. 

1. Webinars/Presentations

A webinar is a “Web-Based Seminar” that is learning-centred, collaborative, and interactive. Typically, a host is accompanied by one or more presenters to discuss a given topic. Webinars at virtual events include PowerPoint presentations, whiteboards, surveys, and other technologies used to teach the audience. 

Webinars are excellent for generating leads, but they are also helpful in achieving other organizational objectives, such as creating thought leadership, sharing knowledge and information, and receiving feedback from an interested audience. Because webinars are so effective at generating leads that turn into customers, they immediately generate revenue, which helps your company grow. 

Another advantage of having webinars (live or pre-recorded) is that you can easily alter them and produce fresh marketing materials for your attendees to study afterward. These could be informative videos on YouTube, vital takeaway videos shared on social media, or used as event promo video examples for the following year. You can turn the webinar into new media, such as podcast episodes, white papers, blogs, infographics, etc. Webinars are suitable for virtual and hybrid events and are needed on the day of the event. 

Now let’s look at the example for webinars/presentations:

vFairs Weekly Webinar: Event Networking and Gamification

vFairs regularly organizes webinars featuring industry experts as special guests on its YouTube channel. These webinars are designed to offer valuable insights into the latest event industry trends, event platform features, and tips for a successful event experience.

Why it works: This specific webinar format is highly effective because it tackles various industry obstacles and provides remedies for them. For example, the webinar delves into event organizers’ issues in establishing more robust networking and engagement at their events. Furthermore, the webinar underscores the attributes that assist participants in forming meaningful connections and experiencing immersive event networking.

2. Video Ads

One effective strategy to boost your content and attract consumers is to use high-quality films to promote your events. Above all, it transforms your event into an unforgettable distant experience. Video ads allow you to reach out to those who might not otherwise be interested in attending your virtual, hybrid, or in-person event. 

In the case of pre-events, video ads help increase registrations and attendance rates. Video ads might feature anything from how-to tips to client testimonials. You can also use video ads during the event for the host or sponsors to promote products and services. Since videos are more common among audiences, they are more prone to increasing revenue. Video ads are launched pre-event, and they are relevant for virtual, hybrid, and in-person events.

Video Ad Example: MS Office Powerfest Virtual Learning Fair

Partnering with a leading event management platform, MS Office organized the Powerfest virtual learning fair to provide attendees with access to top knowledge from instructors around the globe.

Why it works: The promotional video for the event showcases an array of offerings, including keynote speakers, roundtable discussions, a resource center, and more, all accessible through vFairs’ virtual event platform. With captivating visuals and compelling content, the video is designed to capture attention, cultivate interest, and drive higher event attendance.

3. Teaser Videos

Creating an event teaser video is one of the most effective ways to promote your event online and ensure that it receives the attention it deserves. You can make a teaser video regardless of the type of event. The teaser video comes out before the event goes live and offers information about the event’s date, location, purpose, and what guests can expect. The video concludes with a call-to-action, usually inviting viewers to sign up for an event.

Teaser videos may be a terrific method of promoting live events or increasing attendance for virtual or hybrid events while promoting the business. They are also launched pre-event and apply to all types of events. 

Event teaser example: DiscoverNext 2023

The teaser for DiscoverNext 2023 introduces an event focusing on event technology and the optimal use of an event management platform to address upcoming industry trends.

Why it works: The video features top keynote speakers at DiscoverNext 2023, all experts in their respective fields. The teaser provides essential details for attendees, including the event date and day and the valuable benefits of participating, such as gaining knowledge, insights, networking opportunities, and more.

4. Event Awareness Videos

You may not be ready to post a full promotional video for your event yet, and that’s understandable. If you plan on doing something different, it can be best to create a few awareness videos to educate your audience about the topic of your event before you start promoting it. 

Virtual Recruitment Awareness Video

Thought leadership videos can be one of the best ways to pique audience interest and educate your audience. Here’s an example:   

Why it Works: The above video only creates hype about virtual recruitment events and that’s it. The presenter is someone that belongs to the same industry and can offer the right insights giving strength to the claims in the video. This type of video can work well in the very early stages of inception where you are testing the waters and educating your audience. It will subconsciously prepare them and lay the groundwork for when you start promoting the actual recruitment event! 

5. Event Video Promo

The most common and obvious type of event video is a promotional video. These are meant to be pre-event videos that will create hype around your event right through the earlier days of planning. Using a video as another piece of marketing collateral for your event can also increase audience attention and engagement with your event. 

Video promo can be the single most versatile piece of collateral you have. You can post it on your website’s landing page, send it to your audience in an email, or share it through your social media accounts. The more people that watch the video, the more chances there are of them signing up for your event.

If you’re looking for ideas to determine how to make promotional video of an event, take a look at this example.

vFairs Eventeer Awards Promo

vFairs hosts the Eventeer Awards annually to highlight the most creative and innovative events that customers have hosted with us. We created a promotional video for the second Eventeer Awards in 2023 that created excitement and set the tone.

Why it Works: The video covered so much in under a minute. The promo video had highlights from the past event and a testimonial from one of the winners from the previous awards as well. This not only made viewers more excited for what was to come but also convinced them to attend through social proof.

6. Event Training Videos

These can be great tools to help event attendees, exhibitors, or speakers easily navigate through and make the most of your event. While training videos may be ideal for virtual or hybrid events with an online platform, they can be a great value add for physical events too. 

You can use them to guide physical attendees to the venue, tell them about important sessions at your event, or set them up with a walkthrough of the venue floor plan. For virtual attendees, training videos can include instructions for logging in to the event, navigation guidelines, and general know-how of what to expect when they’re in the virtual environment. 

vFairs Platform Training Videos

vFairs created training videos for attendees, speakers, and exhibitors to help them navigate through the virtual event platform. Any event organizer that powers their events through the vFairs platform can use these videos as basic walkthrough training for event participants. 

The exhibitor training video helps event planners train organization reps exhibiting at their events with ease. It is a detailed walkthrough for setting up and customizing their virtual booths, adding necessary resources, accessing the e-commerce and reporting features, and much more!  

The attendee training video helps attendees visualize how the event may look like. They can see where each item of interest might be, how to attend sessions and book meetings, etc. It can be a great tool to empower your attendees so they can make the most of their event experience.

Speaker training videos can be a fantastic addition to virtual or hybrid conferences or summits with various scheduled webinars. Guest speakers use these videos to understand how their live sessions will look to the audience. Speakers also get the awareness of the types of streaming options the platform has through the video.  

Why it works: Training videos are a great value add for any event. They can be used to train event attendees, speakers, exhibitors, and other participants at scale. You can create such videos to train all participants well before the event.

7. Post-Event Recap

Another great event video you can make is a post-event recap. It can be a great way to make sure your event stays memorable. Moreover, it is also a great excuse to reuse the content at your event. Recap videos are ideal for in-person, virtual, and hybrid events. They can jog the memory and set the tone for any upcoming events as well. 

Post-event recap videos can be a collection of all the exciting things that happened at your event in the form of a highlight video, a keynote session recording, or a sizzle reel from one of the main sessions. The choice is yours!

Epic Events Webcast Sizzle Reel

Epic Events is a weekly webcast from vFairs where we invite event professionals and experts from the industry to share insights. The webcast is often promoted by sharing sizzle reels or teasers from past episodes. Here’s an example of one of the post-event teasers from the webcast: 

Why it works: The video gets straight to the point and shares a key moment from the webcast. It intrigues the audience just enough for them to watch the entire episode. And even if they don’t they still get some value out of the sizzle reel itself!

Discover Next 2022 Full Recap

Discover Next is an annual thought leadership event hosted by vFairs. Event professionals come together to hear about the latest news and trends in the industry. This keynote session from vFairs CEO Muhammad Younas offered curated insights and an inside scoop into the future of events. The recap video is his entire keynote session for anyone who missed out on it in real time.

Why it works: These kinds of videos add value for people who may have missed the actual event. If they like what they see, they will make it a point to watch for upcoming events. Moreover, they also serve as an evergreen resource for attendees, as they can refer to it later on. 

8.  Speaker Videos/Interviews

Speakers are a popular part of events, educating, inspiring, and entertaining participants. Speaker videos and interviews are an excellent way to create a buzz and market your event. You can ask the speaker to make a short video before the event and upload it to different platforms to promote it. 

If a relatively famous speaker is on the panel, you can ask them to promote the event on their platform, significantly enhancing audience participation. You must also examine whether they have relevant video content from previous presentations. 

Sharing this content ahead of time, in addition to your schedule and topic descriptions, can help potential attendees recognize the value that your speakers will deliver. Speaker videos are launched pre-event to excite the audience and apply to all event types.

Let’s have a look at the example:

vFairs CEO Inviting for Discover Next 2024

Discover Next: The highly anticipated vFairs User Conference, DiscoverNext 2024, was held in Toronto on August 15th. It featured industry thought leaders and experts, and CEO Muhammad Younas was part of the speakers’ panel.

Why it works: In the video clip, Younas highlights the discussion points that will be further discussed at the Discover Next conference. He emphasizes how the user conference is a must-attend for the event industry and associated professionals. The video gives a sneak peek into the knowledge sessions that will be part of the event, making it an exciting conference for the attendees.

9. Customer Testimonials From Past Events

Many modern clients rely on testimonials to seal the transaction. Consumers have grown tired of sensationalized sales claims in an age of fake news and mistrust of “influencers.” This is why testimonials are crucial for creating relationships for customers and marketers. With some well-crafted testimonials from actual consumers, you can get significant trust. You’re checking all the boxes for consumer engagement by combining the power of video demonstrations with authentic user testimonials.

Customer testimonials are suitable for all types of events. You can use them on your website, social media, or other channels to increase attendee participation. Customer testimonials are relevant to all event types and shared pre-event to maximize the number of registrations.

Here is an example of customer testimonials

vFairs Customer Testimonial Compilation

vFairs is dedicated to providing the best event management solutions worldwide. They have collected video testimonials from satisfied customers and shared them on YouTube for all to see.

Why it works: The video showcases the success stories of various organizations that have utilized vFairs’ comprehensive event management platform for virtual, hybrid, and in-person events. By witnessing these customers’ achievements, potential clients gain valuable insights into how vFairs operates and feel reassured about entrusting their events to the platform. This video is a powerful tool for building trust and confidence among prospective clients.

10. Event Replays

Recognizing the value of a live event and the engagement it can generate is crucial. Virtual and hybrid events with event replays have become more prevalent for those unable to attend. Event replays allow organizers to record and share events with the audience, serving as a source for on-demand content and showcasing achievements. These replays help people relive event memories and promote the event’s success.

Here is an example of video replays: 

vFairs Customer Conference Toronto

vFairs recently organized an upscale meet-and-greet, bringing together our distinguished VIP contacts and esteemed clients for networking and fruitful collaboration.

Why it works: Event highlights examples like the above capture unforgettable moments. In the video from the vFairs Customer Conference in Toronto, we can witness how customers were impressed by the innovative technology showcased at the event, such as the event badge printing app. They also had the opportunity to connect with top professionals in the event industry. While the event was a success, this video replay allows viewers to reexperience how vFairs excels with its state-of-the-art event technology.

11. Video Byte 

A video byte is a brief clip of speech or music clipped from a lengthier piece of audio. Video bytes are typically taken from a recorded interview, a whole piece of music, or long-form video footage. The most memorable ones are usually under 30 seconds long. You can post them on LinkedIn or other social media platforms for a long time and be worked into a larger marketing campaign post-event.

Video bytes summarize what the speaker tried to communicate and are used to interest the reader or viewer. They are suitable for all events and are mainly post-event to recap the key points. They also help the audience catch up on anything important they missed.

Here is an example of a video byte:

Discover Next 2023: vFairs CEO Session

The prestigious vFairs thought leadership event brings together global industry leaders and experts to explore the latest trends and developments in the event industry. In 2023, Younas presented at Discover Next, sharing insights into the future of the events industry.

Why it works: The video bite from Younas’s interview at Discover Next 2024 provides a concise summary of the critical session. This extract is valuable for recapping the event and assessing the predictions’ accuracy. Additionally, it can be leveraged for post-event marketing initiatives.

9 Best Practices for Creating an Event Video that Stands Out

If you plan to place event videos at the centre of your event marketing and promotional plans, they must stand out. The challenge is to create videos that will add value to the viewer’s experience while keeping them fresh and engaging. Here are some event videography tips to get you started:

1. Define a Clear Objective

With so many different types of event videos, you need to clearly understand what you want to achieve from each video you make. Decide if you wish to create awareness, recap past events, or promote your upcoming event. Then, based on your goals, you can choose the event video type that most suits you.

2. Distribute Your Videos Widely

After you have created a video and are ready to go, the next step is distributing it across various mediums. Knowing where and when to post your event videos can be crucial in getting more engagement with your content. You can use an event video by posting it on your landing page, creating an email campaign, and sharing it on social media or within the event platform. However, using popular channels amongst your target audience is ideal to get your promos to the right people.

3. Know Your Audience

It is pertinent to deeply understand your target audience, where they’re coming from, and what they want to see in a video promo. If you don’t understand your audience’s key demographics or interests, you will likely miss the mark on messaging. Research customer personas and their pain points and address them in your promotional videos. Ensure you align your goals with your target audience’s goals and speak in a tone that resonates with them the most.  

4. Create a List of Must-Have Shots

If you plan to shoot an event highlight video or something popular, such as an event highlight reel for an in-person event, you must plan. Creating a storyboard before the event starts and listing all crucial events throughout the day is always great. Clear your schedule so you don’t miss filming essential events like a keynote session, opening or closing remarks, etc.

5. Add Captions and Subtitles

During the post-processing stages of your footage, optimizing it for online viewing and a global reach is essential. You must add accessibility elements to your videos to make them more inclusive for all your audiences. This can include translations, closed captions, transcriptions, or subtitles.

6. Capture B-Roll 

A B-roll is any extra footage that you will shoot during the event. This can include shots of audience members, speaker session candids, recordings of activities, or more. It doesn’t have to make sense at the time, but you will thank yourself later by recording everything that you can. The more footage you have, the more content you can later create from it. Moreover, it will be much easier for a video editor to create an impressive highlight reel from the extended footage.

7. Leverage the Power of AI

AI-powered event marketing tools like ChatGPT can reduce the time and effort it takes to create video scripts and storyboards. By reducing time-to-market for each video, you can also create more promotional materials. If you are hosting on vFairs, you can benefit from our AI assistant to create promotional content within the event platform and push out more videos faster. 

8. Use SEO Best Practices for Titles & Descriptions

Search engine optimization (SEO) can be crucial in getting more video views when you post them on social media channels like YouTube. Keyword research through tools like SEMrush, Ahrefs, or Google Trends can help you get started. Using the correct search terms in the script, video title, and description will help you rank higher, thus giving you more organic traffic for your video.

9. Keep an Eye on Analytics

Posting a video doesn’t mean it is the end of the road for you. You also need to monitor how it’s doing in the short and long term. If there is no engagement with the video, you may need to rethink your strategy and make some enhancements.

Key Takeaways

Video content is a must-have for any online event strategy. Each type of event video can serve a unique purpose during the planning or execution phases. Your first video might be flawed, but the increased engagement you’ll see is worth the effort! Check out our event marketing guide for more fantastic ideas on creating the best event marketing videos.