How to Prep Your Office for a Video Production Team
If you’re reading this, that means you probably have a video shoot coming up - hopefully with us! How exciting! Before we jump in, the most important piece of advice that I can tell you is that prepping your office for a shoot will probably take a little work on you and your teams end and you should never assume that the video production team can just “avoid certain things”.
When we’re on set shooing, the time and thought it takes to avoid certain things, or people truly cut into the ability to really make the final deliverables shine. If we’re worried about making sure that Kevin isn’t on camera (even if he’s on the other end of the room) or that we don’t shoot a couch area - this will really limit what we can capture in the room.
The good news? A little preparation goes a long way.
As a Boston video production company, we’ve filmed inside offices all over the city - from Seaport start-ups to Back Bay law firms to Charlestown nonprofits - and the best shoots always have one thing in common: the space was prepared intentionally.
And no, prepping your office isn’t about cleaning every inch of the building. It’s about creating a space where your brand, your people, and your story shine.
Here’s your simple, stress-free checklist for getting your Boston office ready for a video shoot.
1. Pick the Right Room (It Matters More Than You Think)
The room you choose sets the entire tone of your video.
When we walk into a space, we look for three big things:
Natural Light
Windows give you soft, beautiful light - even if we supplement it our lighting kits.
Depth
A room where we can position your subject several feet from the background looks infinitely more cinematic. Tight spaces = flat, boring visuals.
2. Declutter… But Don’t Sterilize the Space
People often over-clean before a shoot - removing everything until the office looks like it’s never been used.
But here’s the truth:
Your space should feel clean, not empty.
Remove the distractions:
stacks of paper
empty coffee cups
random cords
trash bins in plain view
messy whiteboards
But keep the character:
plants
light décor
branded materials
books
awards
a little bit of your company personality
Cinematic doesn’t mean sterile.
It means intentional.
3. Notify Your Team (This One Is Huge)
No matter how small or contained the shoot is, someone will always forget it’s happening - and walk into a take with a salad or a loud phone call.
Here’s what helps:
Send an all-staff email the day before
Put up small signs near the filming area
Ask people to minimize noise during specific windows
Encourage employees to avoid walking through the background
Everyone doesn’t need to disappear - they just need to know what’s going on.
4. Plan Your Wardrobe (Simple, Professional, Camera-Friendly)
Your team doesn’t need to dress like news anchors, but clothing does matter on camera.
Here’s the cheat sheet:
Solid colors
No intense patterns
Avoid bright whites if possible
Keep jewelry minimal
No large logos (unless branded intentionally)
If the video is formal → business-professional.
If it’s casual → neat layers and textures work beautifully.
We always tell clients:
Dress like your best version of your everyday self.
5. Tidy Your Background (We Promise It Shows)
We’re pros at shaping a background with lighting and depth - but even the best Boston video production team can't hide everything.
Quick things to check:
Are there fingerprints on glass doors?
Are empty chairs in frame? (this one is HUGE- TAKE THEM OUT OF THERE!)
Does the background feel balanced?
Are cables visible?
Are blinds crooked or uneven?
Small details = big polish.
6. Prep Your People (Especially Your On-Camera Talent)
Being on camera is intimidating - even for confident professionals.
Here’s how to make your team feel at ease:
Tell them the video won’t be scripted unless you want it to be
Let them know we’ll guide them through everything
Encourage them to speak conversationally, not formally
Reassure them that mistakes are totally fine
Remind them we can redo anything
Happy people = natural performances.
And natural performances = really good video.
7. Clear the Schedule (as Much as You Can)
Video production runs best when the office isn’t overloaded with meetings, noise, or staff running laps through the halls.
Even small adjustments help:
Close nearby conference rooms
Limit foot traffic in the filming area
Pause loud machinery (if applicable)
Reduce HVAC noise during takes
You don’t need to shut the entire office down - just create pockets of quiet.
8. Assign a Point Person
This one is underrated.
Designate one person who:
knows the day’s schedule
can gather employees and encourage them to be on camera.
helps answer logistical questions
acts as your internal liaison
It keeps the shoot running smoothly and avoids constant interruptions with “Who should we talk to about…?”
9. Trust the Process (You Hired Professionals!)
The best thing you can do after prepping?
Let the crew do their thing. And listen to them when they ask for small changes when they are able to finally be in the space with you! We’re not trying to offend, we just know what works and what doesn’t!
We know how to:
find the best angles
shape the light
control the sound
put people at ease
guide the story
make your office look incredible on camera
Your job is to show up as your authentic self.
Our job as your Boston video production team is to make you look and sound great.
Final Thoughts: A Little Prep Goes a Long Way
Prepping your Boston office for a video shoot doesn’t have to be stressful.
With a few intentional steps and a clear plan, you’ll set the stage for a smooth, successful production that makes your brand shine.
Ready to bring your story to life?
🎥 Bunker Hill Media — Professional Videography Services in Boston
We create cinematic brand videos, corporate interviews, testimonials, and story-driven content across Boston and New England.
