Blog / Guide
Event filming in Spain: how I plan a shoot outside Madrid
How I organise the filming of a corporate event in any city in Spain: travel, equipment, permits and what to prepare before arriving at the venue.
Many corporate events don't take place in Madrid. A convention in Valencia, a partner day in Bilbao, a trade fair in Barcelona or a team meeting in Málaga. I work from Madrid, but I'm asked quite often to cover events all over Spain.
Changing city changes the shoot more than it seems. It isn't just taking a train with a backpack. It changes what I can check beforehand, what I can take for granted at the venue and the margin I have if something fails. Here's how I plan it.
What changes when the event isn't in Madrid
In Madrid I can visit the venue a couple of days earlier, see the room in real light and talk to the venue's technician. Elsewhere, I often arrive only the evening before or the same day. That forces me to solve in advance what I would solve on site locally.
The risk changes too. If a microphone breaks in Madrid, I have another within an hour. In another city, I don't. That's why I travel with backup equipment for whatever can't fail: a second camera, two extra wireless microphones and plenty of batteries.
How I prepare so it goes well
Remote pre-visit of the venue
If I can't go beforehand, I ask the organiser for three things: floor plans or photos of the room from the back and from the stage, the exact time I can enter to set up, and the contact of the sound and lighting technician. With that I decide where to put the cameras and how much time I need.
Light kit, but with redundancy
For a one-day event I usually travel with two cameras, three lenses, a tripod, a gimbal and audio gear. It all fits in two carry-on cases or one checked bag. If the event needs three or four cameras, I subcontract local operators and direct the production myself. That way I don't pay for travel that adds nothing.
A schedule with slack for travel
I never plan to arrive in the city on the same day if the event starts in the morning. I prefer to arrive the afternoon before, set up calmly and sleep near the venue. A delayed train shouldn't put a live event with two hundred people at risk.
Common mistakes when hiring event filming outside your city
- Hiring on day rate alone and finding out later that travel and accommodation double the budget. Always ask for the total with travel included.
- Not confirming with the venue whether filming is allowed, whether there are access rules for equipment or whether they charge for using their power supply.
- Assuming the room's audio can be taken from the mixing desk. Sometimes there's no output available and you have to bring your own recorder.
- Not thinking about delivery. If you need a social media recap the next day, say so before shooting, because it affects how the footage is organised.
- Leaving open who authorises the use of attendees' image. The organiser has to sort that out, not the filming team.
Frequently asked questions
Do you travel to any city in Spain?
Yes. I work from Madrid and cover events across the rest of Spain. In cities with good train or air links I get there easily. In more remote destinations more margin has to be planned, and it usually costs more because of accommodation.
How much does filming outside Madrid add to the budget?
It depends on the destination and whether an overnight stay is needed. Transport, accommodation and per diems are added, and they should be itemised. What matters is that the proposal includes them from the start to avoid surprises.
Can you use local operators if the event is large?
Yes. For events with several cameras I hire operators from the area and direct the production myself. It reduces travel costs and gives me local backup in case something fails.
How far in advance should I let you know?
Ideally three or four weeks, especially if the event falls in the high season for trade fairs and congresses. With less time I can consider it, but it depends on my calendar and what needs to be organised.
If you have an event outside Madrid, tell me the city, date, capacity and what you need to receive afterwards via /en/contact. With that I'll tell you what equipment I'd bring and what the real budget is with travel included.