From 25617b105e9f99832c2d216981192060888c7fcc Mon Sep 17 00:00:00 2001 From: Jan-Erik Rediger Date: Sun, 24 Jun 2018 14:35:24 +0200 Subject: [PATCH 1/2] List out what to do for video recordings Closes #41 --- cards/video-recordings.md | 108 ++++++++++++++++++++++++++++++++++++++ 1 file changed, 108 insertions(+) create mode 100644 cards/video-recordings.md diff --git a/cards/video-recordings.md b/cards/video-recordings.md new file mode 100644 index 0000000..95960b5 --- /dev/null +++ b/cards/video-recordings.md @@ -0,0 +1,108 @@ +--- +feature-key: video-recordings +category: video +--- + +# Video Recordings + +## Description + +Recordings of all talks on stage. +These should be published later on video platforms such as YouTube, Vimeo or similar for consumption. + +## Categorisation + +Type: + +Implementation difficulty: medium + +Appropriate decision time: + +## Why? + +Video recordings allow people to watch the talks again after the conference finished. +It is a good resource as material for the topic of the conference, gives the speakers more exposure to a wider audience and can act as promotion material for the conference. +Making video recordings available for free makes it possible for people who cannot otherwise attend to get access to the discussed topics and ideas. + +## How? + +Video recordings should be provided by (semi-)professionals. +Good video recordings can take a significant amount of time and effort. + +Video recordings need to be provided on site. +Some venues offer video recordings as extra services. +Other venues might give you access to the available audio/video equipment for use by your own video crew. + +If possible visit the venue early and clarify these questions. +If hiring an external video crew connect them with the venue technician. + +In the video recording contract clarify video editing & cutting services, expected delivery times, licenses. + +Prepare required data: + +* Schedule in computer-readable format +* Speaker names +* Talk titles, descriptions +* Intro/outro slides, event logo, sponsor logos + +Make sure to get consent from all speakers to be recorded and published. + +_Note: this might require a signed form from all speakers._ + +## Effort + +This feature requires medium effort. +This will require finding a video recording supplier. The video crew will know the requirements, which needs to be communicated with the venue. +If services are provided by the venue all required hardware setup should already be there. + +Early planning makes it go smooth. + +## Plannabilty + +Easy to plan if you communicate early with both the supplier and the venue. +Ask fellow organisers for trusted suppliers. + +## Budgeting + +It is a fixed cost, make sure that your pessimistic ticket sale estimate covers it completely. + +Price is often in the range of 2000-4000 Euros per day, per event room. + +## Hidden Things + +The recording is most of the time the simple part. +Cutting and editing the videos can be very time consuming. +That's why, if possible, it's best to hire a (semi-)professional supplier and pay them to do the job. +Good quality videos are a valuable resource. + +## Tasks and Time Frames + +### Getting a quote + +Get a quote and requirements from a supplier, along with a commitment date. + +When? As early as possible, before budgeting +Suggestion: 4 months before the event + +### Schedule goes to the supplier + +Give your schedule skeleton (speaker names, talk titles and descriptions) to your supplier. +Prepare intro/outro slides or hand required material (event logo, sponsor logos, sound files) to the supplier. + +When? Last month before the conference +Suggestion: 2 weeks before the event + +### Confirm hardware shipment + +Confirm with the supplier that additional hardware is shipped in time (e.g. video camera, cables, ...). +Make sure this material is transpored to the venue on the date of the event (or the day before). + +When? Last month before the conference +Suggestion: 1-2 weeks before the event (shipment takes time) + +### Recording Setup + +The day before the event or early on the day of the event the video crew should have access to the venue. +Clarify if the venue technician is available for the setup. +Professional teams can be ready in less than 2 hours. +If the service is provided by the venue it might not require setup time at all. From ff39ab3cbb803e4b1c8aadf868a3be5a8f93e862 Mon Sep 17 00:00:00 2001 From: Jan-Erik Rediger Date: Mon, 25 Jun 2018 14:21:12 +0200 Subject: [PATCH 2/2] Add decision time and license details --- cards/video-recordings.md | 5 +++-- 1 file changed, 3 insertions(+), 2 deletions(-) diff --git a/cards/video-recordings.md b/cards/video-recordings.md index 95960b5..b41003b 100644 --- a/cards/video-recordings.md +++ b/cards/video-recordings.md @@ -16,7 +16,7 @@ Type: Implementation difficulty: medium -Appropriate decision time: +Appropriate decision time: budgeting early, detailed plan 2 months before the event ## Why? @@ -37,6 +37,7 @@ If possible visit the venue early and clarify these questions. If hiring an external video crew connect them with the venue technician. In the video recording contract clarify video editing & cutting services, expected delivery times, licenses. +We recommend the [CC BY-SA license](https://creativecommons.org/licenses/by-sa/2.0/). Prepare required data: @@ -95,7 +96,7 @@ Suggestion: 2 weeks before the event ### Confirm hardware shipment Confirm with the supplier that additional hardware is shipped in time (e.g. video camera, cables, ...). -Make sure this material is transpored to the venue on the date of the event (or the day before). +Make sure this material is transported to the venue on the date of the event (or the day before). When? Last month before the conference Suggestion: 1-2 weeks before the event (shipment takes time)