As healthcare conference season kicks into high gear, it's time to embrace the unique opportunities that arise from podcasting on location. Conferences like HLTH, HIMSS, and VIVE bring together industry leaders, thought experts, and innovators, offering rich content for live discussions. But while podcasting at conferences is exhilarating, it presents its own set of production challenges—whether it's background noise, lighting issues, or the unpredictable nature of the event space.
At LIKEagirlmedia.com, we've honed our skills in creating high-quality podcasts directly from these dynamic environments. Through this guide, we'll share tips and strategies to help you achieve top-tier production quality, no matter the setting.
1. Preparation is Everything
Success on-site starts well before the event itself. Here’s what you need to ensure:
- Scout the Venue Early: Find your designated podcasting space. Knowing the layout will allow you to plan necessary accommodations, like extra soundproofing materials or lighting. You should also test the room's acoustics to gauge potential echo or interference.
- Bring Backups for Everything: Microphones, batteries, memory cards—never underestimate the need for backups. Equipment can malfunction, and conferences rarely allow time for troubleshooting.
- Know Your Schedule: Understand the key sessions and events relevant to your podcast. Reach out to speakers, vendors, or industry influencers beforehand to schedule interviews. A set agenda allows for a smoother production process and maximizes your podcast’s value.
Conferences are bustling with energy—and noise. This lively atmosphere can add excitement to your podcast but can also drown out meaningful dialogue. Here’s how to manage it:
- Use Directional Microphones: A cardioid microphone helps minimize background noise by picking up sound from the front and reducing noise from the sides and back. This keeps the focus on your speaker’s voice.
- Consider Portable Soundproofing: Tools like collapsible soundproofing panels or acoustic blankets are worth the investment. While you may not achieve complete silence, these will help dampen external noise.
- Edit Out the Noise in Post-Production: Noise reduction software like Adobe Audition or Audacity can help clear up any remaining background noise. Remember, listeners may forgive occasional interference, but clarity is paramount.
3. Lighting for Video Podcasts
More podcasts are incorporating video, which brings additional challenges in terms of lighting. Conference spaces may not have optimal lighting conditions for high-quality video recordings. Here’s how to compensate:
- Portable Lighting Kits: Invest in small, portable LED light panels. These are easy to set up and can dramatically improve video quality, especially in dimly lit conference spaces.
- Natural Light: If possible, choose spaces with natural light, but avoid areas with too much backlight (like sitting directly in front of a window). Your goal is soft, even lighting.
- Check the Color Temperature: Conference lighting often casts a yellow hue. Ensure your lighting equipment allows you to adjust the color temperature to avoid unnatural-looking videos.
4. Choosing the Right Location
The conference floor is the heart of the event, but it’s not always the best spot for a podcast. You’ll need to balance the event's energy with control over your recording environment.
- Choose Semi-Enclosed Spaces: Many conferences offer press rooms or semi-private lounges. These spaces are quieter and allow for more controlled recordings while maintaining the event's buzz.
- Pop-Up Studio: Set up a mobile recording studio if your brand permits. This could be as simple as a banner, a table, and a couple of chairs with your podcast gear. A defined space allows for consistent production quality and makes it easier for attendees to find you. We've seen this done well by the
Swaay.Health Marketing Community
team. Their carefully coordinated schedule is quite impressive.
- Consider the Flow of Foot Traffic: While high-traffic areas might seem exciting, constant interruptions can disrupt recordings. Balance visibility with practicality.
5. Managing Video and Audio Simultaneously
While audio is the backbone of your podcast, video is becoming an integral part of podcast marketing. Juggling both can be challenging but achievable.
- Use a Multi-Camera Setup: Even for simple podcasts, having at least two camera angles will make your video more dynamic. One camera should focus on the host, and the other on the guest(s), allowing for clean transitions in post-production.
- Sync Audio Separately: Relying on the camera’s built-in microphone is risky, as it often picks up too much background noise. Instead, record your audio separately with professional-grade microphones, then sync the audio in post-production.
- Keep Cables Tidy: Conference spaces can get cluttered fast. Make sure to secure your equipment and keep cables out of the way to prevent tripping hazards or mishaps.
One of the highlights of podcasting at conferences is the opportunity to engage industry experts and influencers. Here’s how to ensure smooth guest appearances:
- Pre-Brief Your Guests: Let them know what to expect, including the noise levels, interview format, and key discussion points. The more prepared your guests are, the better the podcast will flow.
- Quick Mic Check: Always perform a quick sound check before recording. This ensures that your guest’s voice will be picked up clearly without distortion or interference.
- Keep it Brief and Engaging: Time is limited at conferences, so keep your interviews brief—around 15-20 minutes. This allows engaging content without overwhelming your guests or losing the audience’s attention.
7. Post-Production: Clean It Up
Once the event is over, the real magic happens in post-production. Editing on-site recordings can be challenging, especially when dealing with less-than-ideal audio and video.
- Noise Reduction and Equalization: Post-production tools can help remove unwanted noise and balance audio levels. Clean up any background noise, especially crowd chatter or hum from air conditioning units.
- Color Correction for Video: Conference lighting can result in inconsistent color. Use post-production software to adjust the white balance and enhance the color for a more professional appearance.
- Consider Adding B-Roll: Video podcasts can benefit from additional footage. Whether it's shots of the conference floor, attendees interacting, or speakers on stage, B-roll can add context and polish to your podcast.
8. Maximizing Social Media and Promotion
The real value of podcasting on location goes beyond just the podcast. It’s about capitalizing on the energy of the event to promote your brand in real-time.
- Post Sneak Peeks: Record short clips of the podcast and post them to social media throughout the event. This keeps your audience engaged and builds anticipation for the full episode.
- Tag Speakers and Influencers: When posting on platforms like Twitter or LinkedIn, be sure to tag the event, your guest speakers, and any relevant organizations. This increases your reach and invites others to share the content.
- Utilize Hashtags: Events often have dedicated hashtags. Use these in your posts to increase visibility and reach a larger audience.
9. Collaborate with Event Organizers
Many conferences welcome media coverage, and podcasting can be a mutually beneficial arrangement.
- Request Media Passes: Most large conferences offer media passes, which grant you access to additional resources, private rooms, and sometimes interviews with keynote speakers.
- Coordinate with AV Teams: Conference organizers usually have their own audiovisual teams. Coordinate with them to ensure your setup won’t interfere with the event’s sound or lighting systems and vice versa.
- Offer to Share Content: Share your podcast recordings or snippets with the conference organizers. They may feature your content on their website or social media, providing additional exposure.
Podcasting at Conferences is Worth It
Podcasting on location at conferences presents challenges, but the payoff is significant. You’ll have the chance to capture fresh insights from thought leaders, engage with your audience in real time, and showcase your podcast as a media authority. With careful planning and the right tools, you can produce high-quality podcasts that resonate with both in-person and online audiences.
At LIKEagirlmedia.com, we’re podcasting live from several healthcare conferences this year, including the highly anticipated HLTH 2024. Join us for an exclusive podcast networking session where you’ll have the chance to connect with fellow podcasters, healthcare leaders, and influencers.
Don’t miss out—register for the event here and meet us at HLTH for cocktails, conversations, and content creation. Let’s make the most of conference season together!
For more information on HLTH 2024, visit HLTH.com (https://www.hlth.com/2024event). Prices increase on Friday.
