Filming in Hotel Venues: Pros and Cons

Filming in a hotel ballroom can be a great option for video production companies looking for a versatile and convenient location for their shoots. However, there are several challenges that can arise when shooting in a hotel ballroom, such as lighting, sound, and logistics. 

To ensure a successful shoot and produce high-quality videos, it's important to follow some best practices. Whether you're filming a corporate video, a music video, or a wedding video, these tips and strategies will help you make the most of your shoot and deliver a great final product.

The Pros and Cons

Video shoots in hotel ballrooms happen quite frequently, particularly for corporate events, conferences, and seminars. Many companies choose to shoot videos in hotel ballrooms because they offer a large, versatile space that can accommodate a variety of setups and can be convenient for attendees to access. Keep in mind that each production location can have its own set of unique challenges and advantages. 

Pros: 

  1. Space: Hotel ballrooms are often spacious and can provide enough room for large sets or multiple camera angles.

  2. Lighting: Ballrooms typically have large windows that let in natural light, and many hotels have high-quality lighting systems that can be adjusted to suit your needs.

  3. Convenience: Shooting in a hotel ballroom can be convenient since the space is already set up and you don't have to worry about finding a location or setting up your own equipment.

  4. Amenities: Hotels often have amenities like catering, on-site parking, and restrooms that can make shooting a video more comfortable and convenient.

  5. Sound: Hotel ballrooms are typically soundproofed, which can be helpful if you're recording audio.

Cons: 

  1. Cost: Renting a hotel ballroom can be expensive, and you may need to pay additional fees for things like parking or equipment rental.

  2. Noise: Depending on the location of the ballroom, you may have to deal with outside noise or noise from other events happening in the hotel.

  3. Lighting: While hotel lighting can be a pro, it can also be a con if the lighting is not adjustable or if the ballroom has dim lighting.

  4. Limited availability: Hotel ballrooms may not be available when you need them, especially if there are other events or conferences taking place at the hotel.

  5. Restrictions: Some hotels may have restrictions on filming or may require you to obtain permits or insurance before shooting in their space.

It's worth noting that many different types of businesses and organizations may choose to shoot videos in hotel ballrooms, depending on their needs and goals. The frequency of video shoots in hotel ballrooms can also vary depending on the time of year, location, and other factors.

Maximize Your Space

If you’re booked to shoot at a hotel ballroom, there are different ways to maximize the space to cater to your video needs. This includes:

  1. Planning the layout: Before shooting, it's important to plan the layout of the ballroom to make the most of the space. This includes deciding on camera angles, lighting, and set design.

  2. Using natural light: If the ballroom has windows, make use of natural light to create a more natural-looking video. If the natural light is not enough, consider using additional lighting to supplement it.

  3. Using the space creatively: The ballroom can provide a large canvas to create unique and interesting shots. Try incorporating different levels, angles, and movements to make the most of the space.

  4. Soundproofing: Make sure to check the acoustics of the ballroom, especially if there is external noise or echoes. Use soundproofing materials, such as acoustic panels, to improve sound quality.

  5. Working with the hotel staff: Hotel staff can be a great resource in maximizing the space of the ballroom. Work with them to see what resources they have available, such as tables, chairs, or staging, that can be used in the video.

  6. Testing the equipment: Test all equipment before the shoot to make sure everything works properly. This includes lighting, sound, and cameras.

  7. Being flexible: Sometimes things don't go according to plan, so be flexible and willing to make adjustments as needed.


Keep in mind that hotel ballrooms can have a considerable amount of reverb in the space. This can make it challenging to capture high-quality audio for a video. The size and shape of the ballroom, as well as the materials used in its construction can contribute to those reverb levels.

Lighting

Lighting is a crucial aspect of any video shoot, and there are several things to consider when lighting a hotel ballroom. Check the lighting in the ballroom at different times of day to understand how it changes. From there, consider adding additional lighting if needed to ensure the desired lighting levels are archived. 

One trick that we use is to use the Sunseeker app to check to see where the sunlight will be coming from at any given time of day. The app offers a 3D view of the space so you can accurately predict where the sun will be for your video shoot.

AV System

It’s also important to note that not all hotel ballrooms have a standard AV (audiovisual) system for audio. The AV system available in a hotel ballroom can vary depending on the size and quality of the ballroom, the hotel's policies, and the specific needs of the event or video shoot. Some hotel ballrooms may have a built-in AV system with microphones, speakers, and audio mixers, while others may require additional equipment to be brought in.

Check with the hotel staff and AV team to determine the availability and quality of the AV system in the ballroom. If the AV system is inadequate, a video production company may need to bring in additional equipment, such as microphones, audio mixers, or speakers, to ensure high-quality audio for the video shoot. 

The equipment needed will depend on the specific needs of the video shoot, so it is important to plan ahead and communicate with the hotel staff to ensure all necessary equipment is available.

Keep in Mind

Before shooting in a hotel ballroom it’s important to remember that you need to obtain the necessary permits and get permission to film in the space. Planning ahead is crucial to ensure that everything runs smoothly on the day of production. 

Filming in a hotel ballroom can present logistical challenges, such as limited space, parking availability, and noise restrictions. Make sure to plan for these challenges in advance and work closely with the hotel staff to find solutions.

Conclusion

Production shoots in a hotel ballroom can be a challenging but rewarding experience. From obtaining necessary permissions and permits, to planning logistics, to optimizing lighting and sound, every step you take can make a big difference in the final product. With the right planning, equipment, and mindset, you can turn any hotel ballroom into a creative and versatile space for your next video shoot.

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