Shoot and Event Equipment Checklist: Compatibility, Storage and Power Checks

Most problems on a shoot or event day are not about the camera. They are a card that is too slow, a lens that does not fit, a battery that dies at 4 pm or a cable that does not reach. This checklist covers the three things that fail most often, compatibility, storage and power, and then a short day-of list. Print it, tick it off at pickup and again before you leave the venue.

1. Compatibility checks

Do these at pickup, with the kit on the table, before you sign off.

Check	What to confirm	Example
Lens mount	Lens mount matches the camera body	Sony E, Canon RF and Nikon Z are different mounts
Adapters	Adapter is in the kit if mounts differ	Nikon F lenses need an FTZ adapter on a Z body
Battery type	Spare batteries are the same model as the body	Check the battery code printed on the body's battery
Card type	Body takes SD or CFexpress, and the card speed suits your video setting	Higher bitrates need faster cards
Audio input	Mic plug fits the body, or a receiver is included	3.5 mm jack vs a hot shoe receiver
Video out	Cable and adapter match the monitor or capture device	HDMI size on the camera and on the screen

• Mount every lens on the body and take one test shot.
• Check the camera firmware screen if you plan to record long clips or use a gimbal.
• If you are renting an adapter, such as the Nikon FTZ adapter at Rs. 200 a day, test autofocus and the aperture ring with each lens.

2. Storage checks

Work out how much space you need before the day, not on the day.

1. Find the bitrate. It is in the camera's video menu, in megabits per second (Mbps).
2. Convert to storage. Mbps divided by 8 gives megabytes per second. Multiply by 3,600 for megabytes per hour. A 100 Mbps setting uses about 45 GB an hour.
3. Multiply by the hours you will record, then add 50 percent for safety.
4. Split across several cards, so one failed card does not lose the whole day.
5. Plan the offload. A laptop with a card reader and a spare drive should be with you, with room for twice the day's footage.

Photographers should count about 25 to 50 MB per RAW photo on a 24 to 33 megapixel body. That means a 128 GB card holds a few thousand frames, which is enough for most weddings if you use two cards. Format the cards in the camera before the shoot, and check that the camera shows no card error.

3. Power checks

• Count batteries by hours. A body battery usually lasts for a few hours of video, less in cold or with the screen on. Carry at least three for a full day event.
• Charge everything the night before, and label the full ones.
• Bring a charger for each battery type, and a multi-plug board. Venues often have too few sockets.
• Check light and monitor power. LED panels such as the Godox LED500C (Rs. 200 a day) need a mains socket or a compatible battery.
• Keep a power bank for phones, wireless mic receivers and USB-powered gear.
• Tape down cables that cross walkways.

4. Audio, light and support

• Test every mic with headphones. A Rode lavalier for the Wireless Go is Rs. 100 a day, and it only works with the matching receiver.
• Check tripod head plates fit your camera and that a small Gorillapod (Rs. 200 a day) can carry the weight you plan to put on it.
• Capture cards and adapters, such as the Elgato Cam Link 4K at Rs. 150 a day, need a free USB port on your laptop.

5. Day-of list

1. Walk the venue and mark sockets, Wi-Fi and the loading entrance.
2. Test every item for one minute at the venue.
3. Photograph the kit before you start, and again when you pack up.
4. Keep serial numbers and accessories in one case.
5. Return everything the same way you received it.

Where to rent the pieces

Cameras: camera on rent in Pune. Lighting: lighting on rent in Pune. Audio: audio equipment on rent in Pune. Tripods: tripods on rent in Pune. The same collections exist for Mumbai, Delhi, Bengaluru, Chennai, Gurugram and Vadodara. For planning a shoot budget, see the benefits of renting cameras for your shoot.

Frequently asked questions

How many batteries do I need for a full day shoot?

At least three per camera for a full day with video, more if you use the screen heavily or shoot in cold weather.

How do I work out how much memory card space I need?

Take your video bitrate in Mbps, divide by 8, multiply by 3,600 for MB an hour, then by your recording hours, and add 50 percent.

Can I use my own lenses on a rented camera?

Only if the mount matches. A different mount needs an adapter, and autofocus may be slower.

What should I test at pickup?

Every lens on the body, every battery and card, the mic, and the cables you will use on the day.

Do I need an adapter for my laptop?

Check the port on your laptop and the one on the capture device. Many laptops only have USB-C.

Send an enquiry

Tell us the camera, lenses, lights and audio you need, along with your dates and city, and send an enquiry. Mention anything you are unsure about, such as lens mounts or card types, in the same message.