I've been approached to cover a school leavers' ball at a local hotel in a few weeks' time. This is a pilot for a possible permanent feature of the event, either by an in-house team or an outside contractor. i would welcome any advice or shared experience.

Remit:
To produce master copy of souvenir DVD (copying may be contracted out) of event, covering (apart from establishing shots)

1) arrival of kids in various modes of transport - coaches, limos, fire trucks etc
2) gathering and socialising in grounds (weather permitting)
3) meal and groups at tables
4) ceilidh & dancing (stiil daylight outside)
5) disco (dark outside and tricky lighting?)
6) final gathering - Auld Lang Syne (hopefully not in the dark)

Nothing yet finalised but anticipate SD 4:3 shoot on at least 2 cameras (Canon XH-A1 and 2 HV 30s available). Simple style (not "cinematic" and full of slo-mos!) but willing to take advice on 50i/25p bearing in mind possible challenging lighting. "Live sound" to predominate but anticipating use of appropriate music. Editing likely to be on FCE (as Dell PC system currently out of action again).

At the moment there is no big issue with costs of shooting/editing as this is a volunteer effort by staff but we need a quick turnround after shooting to come up with at least a rough edit within a couple of weeks. So looking for ways of avoiding problems in post (colour/white balance/audio).

Lastly, would prefer not to dominate the event eg not bringing in lots of lighting kit or getting in the way of the fun.

All help appreciated.

hi colin, why 4x3? I would use the A1 in hdv 25p mode then downconvert to sd 25p, much better IMHO.
I recently filmed a 21st birthday bash and used an on camera light for the guests arriving in the limo as it was dark and also used it for filming the disco later. I also set up one A1 in a side room with lighting etc and used it for people to leave birthday greetings..very popular and funny to play back.

hi colin, why 4x3? I would use the A1 in hdv 25p mode then downconvert to sd 25p, much better IMHO.
I recently filmed a 21st birthday bash and used an on camera light for the guests arriving in the limo as it was dark and also used it for filming the disco later. I also set up one A1 in a side room with lighting etc and used it for people to leave birthday greetings..very popular and funny to play back.

Thanks your reply, John. The 4x3 was just really to fit a data projector screen efficiently as the finished project will be shown to various groups that way. I suppose most people have a widescreen TV to watch their DVDs on now (I don't!) so i could always letterbox when projecting or zoom in the projector and spill the image a bit at the sides.

I could use both cameras in HDV 25p and downconvert - I'll try it out before the event. Thanks also for the tip about the "birthday greetings" - the organiser actually suggested something very similar today so I'm going to do that.

Oh and I just found out there will be speeches - not too many but that will affect my audio plans.