Vantas covers events with photography and video production so the people who came can share it and the people who missed it want in next time. We are based in Dallas and send crews to festivals, conferences, fundraisers and brand activations across Texas and on national assignments. Our event work includes video coverage at SXSW in Austin and event coverage for the San Antonio Museum of Art.
It starts with a discovery call with Woody Lawson, our owner and creative director, who leads the crew on site. We ask what the event has to prove, who needs the files afterward (your team, sponsors, press, a host organization) and how fast each group needs them.
An event cannot be reshot, so pre-production carries most of the weight:
On site, the crew joins your production huddle, stages gear and locks positions before the cued moments. Crew size runs from two people to fifteen depending on the size of the event. When same-night delivery is in scope, cards are offloaded during the event and selects go to an editor who is working while we are still shooting.
Post-production covers selects and retouching for stills, and editing, color grading and sound design for video. Deliverables arrive in stages: fast selects first, the full gallery next, then the finished film.
Most event work is a single production with a fixed list of deliverables and delivery dates. The agreement names each one, down to the horizontal and vertical cuts.
A retainer fits a venue or an organization with a calendar: a museum, a festival producer, a nonprofit with several events a year. It sets a monthly scope of shoot time and deliverables, includes a planning session each month, and holds the monthly rate fixed for the initial term. Footage from one event becomes the promotion for the next.
What drives cost on either one:
Turnaround is set in the agreement, and it can be quick when we plan for it. For Diner en Blanc Dallas the plan called for social clips the same night and press photos within 24 hours, so we staffed an off-site editor for the evening. Tell us on the discovery call what you need by when.
We follow the style the event calls for. Most coverage is observational, with no directing of guests. Posed shots such as a leadership or sponsor group photo get a scheduled slot in the run of show so they are not improvised.
Our standard agreement gives you a non-exclusive, perpetual license to use the final deliverables for marketing, advertising, web and social media. Vantas keeps the copyright. Passing files to sponsors, partners or a host organization needs written consent, so list them in pre-production and we will write that use into the agreement.
Often, but it depends on the airspace, the venue and the city. We check authorization in pre-production and file what the city or venue requires. If a permit is needed, lead time matters, so raise it early.
Yes. We have covered a three-day festival in Oklahoma with photography, video and drone, and we work in more than ten U.S. markets. Multi-venue events get a coverage plan with a crew assignment for each location.
Send us the date, the venue and the run of show. Book a discovery call.
Let’s create something extraordinary together. Contact us today to schedule a discovery call with one of our team members, we’d love to hear more about your project and explore how we can bring your vision to life.
