Media pass or filming permission: what exhibitors should arrange before a show

Exhibitors are often surprised to learn that hiring a film crew does not mean the crew can film. Rules vary from one organiser and venue to the next, so treat what follows as a list of questions to ask, not as a statement of the rules at your show.

Three different things

Media accreditation is granted by the organiser to journalists and media outlets covering the event editorially. It is decided for each edition and can be refused.

Permission to film on your own stand is usually covered by your exhibitor agreement, but an outside crew may need to be registered, badged or insured.

Permission to film elsewhere in the halls, at other stands or at conference sessions is separate again, and other exhibitors can decline to be filmed.

Questions to put to the organiser

1. May exhibitors bring an external photographer or film crew?
2. Does the crew need exhibitor badges, contractor passes or media passes?
3. Are tripods, lighting stands or wireless microphones restricted?
4. Is filming allowed in the aisles and common areas?
5. Is access possible before opening or after closing?
6. Are there rules about publishing footage that shows other exhibitors?

Ask in writing and keep the reply.

What to arrange yourself

• Add the crew to your badge order in good time.
• Tell your stand builder if you need a clean wall or power for lights.
• Prepare a simple release form for visitors and customers who speak on camera.
• Check whether your own company has rules about filming products that are not yet launched.

If the answer is no

There is usually an alternative: filming limited to your own stand with a smaller kit, an interview recorded just outside the hall, or a session at your office or hotel before or after the show. Decide on the fallback in advance so that a refusal does not cost you the whole plan.

A note on media coverage

A media outlet that visits your stand on an editorial pass decides for itself what to film and publish. That is different from a production you commission, where you set the brief and hold agreed usage rights. Both are valuable; they should not be confused.