How to film orientation and welcome events

Orientation is often a student’s first week in a new place. A good video shows that week honestly and warmly, and a good plan makes sure no student is filmed against their wishes.

What should the video show?

Choose what a new student, or a parent, would want to see:

• Registration and arrival, and the people who help.
• Welcome talks from staff and senior students.
• Campus tours and facility walk-throughs.
• Club and society showcases.
• Icebreaker games, performances and social events.

Aim for natural moments rather than staged smiles. A student asking a question, a group laughing together and a senior helping with directions say more than a wide shot of a full hall.

How do we respect students who prefer not to be filmed?

Some students will not want to be on camera, for personal, family or safety reasons. Make it easy for them to say no, with no questions asked.

1. Tell them early: in orientation information, on signs and in announcements.
2. Offer a clear choice: a marked area where filming is avoided, a sticker or a quick word with a crew member.
3. Brief the crew: they should know the signal and how to avoid framing those students.
4. Keep a record: note who asked not to appear, so the editor can remove them from the final cut.

For example, the organiser could give out coloured stickers to students who prefer not to be filmed and brief the crew on the colour at the morning meeting. Students should know they can change their mind at any time.

Our guide to participant notices and filming preferences has wording ideas, and the filming and publication responsibilities checklist helps you record decisions. If students are young or in a group needing extra care, check with your institution’s own policies.

How do we film groups, clubs and performances?

Club showcases and performances are lively and easy to film, but each group has its own wishes. Ask the leader what may be filmed and how it will be used. For performances, check whether music or other material in the show is cleared for use in a video. Our page on performing arts videography covers what is involved.

Who approves the video?

Orientation involves several offices, so agree this before the day. Student affairs usually cares about how students are shown, and communications about the university’s image and accuracy. Name one person who gives the final yes.

Check your institution’s current filming arrangements for students, and tell us what they are so the plan follows them.

Which videos should we plan?

• A welcome film: a warm main video for new students and families.
• Short clips: individual moments, such as a campus tour, for the university’s channels.
• A full recording of key talks: for students who could not attend.
• An internal version: for staff and committees, with more detail than the public cut.

Our page on event videography explains how these outputs are agreed. Livestreaming a welcome talk is available on request, confirmed for each event.

What we confirm for your event

• Opt-outs. The crew learns the signal for students who opted out, and keeps them out of frame.
• Unused footage. We agree with you what happens to any footage that includes a student who opted out.
• Review. We agree how clips are shared, so student affairs and communications see the same version.
• Removal requests. If a student later asks to be removed, we agree with you who contacts them and how the edit is changed.

Where we can help

This is where we help: we plan the filming around your programme and your students’ preferences. Student organisers can start with the page for student societies and clubs. For the wider topic, see the universities guide.