How We Work

How We Work

 

We want to create a lasting partnership with you. By meeting your needs and assisting you to put on the best possible event, we hope to become a trusted partner in offering your future events, too. Below are the twelve basic steps to help make that happen.

Overview

  1. You contact us
  2. We discuss your event and provide an estimate
  3. Together we review and tweak your estimate and set expectations for deliberables
  4. You give us the go-ahead and pay a 50% deposit
  5. We work with you before the event to put together intro and exit materials
  6. We discuss with your A/V people what we need from them
  7. We confirm all travel and communicate setup with you, your A/V folks, and your venue
  8. We arrive and set up, remaining unobtrusive to your attendees and responsive to your needs as we capture your event
  9. We deliver your video within hours, days, or weeks, as previously communicated
  10. You review and sign off on all deliverables
  11. We hold a quick retrospective call to review how things worked and discuss your next event
  12. We submit our final invoice

  13. That's a wrap!
Roa2014 friday hug

Friday Hug Ruby on Ales 2014, Bend, OR

Technical Details

Equipment

The following equipment and processes are used for each track/room being recorded:

  • 1 - Manned HD camera (used for primary speaker(s) coverage)
  • 1 - Wide shot HD camera (used for backup and synchronization with slides)
  • 1 - Backup slide camera
  • 1 - Hi-res slide recorder that goes in between the presenter's laptop and the projector (records hi-resolution output of exactly what is seen during the presentation, including slides, videos, live coding, etc.)
  • 1 - Audio recorder that takes an auxiliary out from the house sound system to provide a crisp, clean audio track

Post Production

In post production we add a conference title slide or motion graphic, depending on what you prefer and what graphic resources are available. We can include one or more sponsor recognition slides, depending on how you've sold sponsorships. We then add in a presentation slide and a presenter slide.

For the keynote presentations, depending on content, we'll spend more time in post production determining the best transitions between speaker dominance and slide dominance. For an example, see: Simplicity Matters - the density of the information on the slides will determine whether we bring them into a larger perspective.

For the rest of the talks, we typically decide on a set position for presenter and slides, usually with slides dominating the screen, and then we don't transition dominance during the presentation.

Licensing

We will provide a discount on video services if you agree to release the videos under a Creative Commons license (presenters maintain their copyright on materials).

Travel and Expenses

We include estimates for travel, freight, and accommodations. No other expenses are involved.

Deposit

We typically require a 50% deposit at the time you commit to our services. The final 50% balance is due after all of the presentation videos have been produced and delivered to you or posted on the internet, depending on your choice. In the rare case of technical difficulties, we provide a reduction in charges pro-rated for any videos that are not delivered.

Deliverables

Depending on the option you choose, turn around time for videos can be same day or, more typically, 14-21 days.

Redundancy

For redundancy, the slides are recorded with the hi-res recorded as well as the third camera. Audio is captured on all cameras, as well as the audio recording device. The speaker is on the primary camera and the second camera. All aspects of the presentation are recorded in two or more places.

What we ask for from your venue

  1. Access to the venue at least 90-120 minutes before the event's scheduled start - for multi-track/room events, this time could increase
  2. An auxiliary output at mic levels from the venue house sound system - we would prefer XLR or 1/4" jack, but we have adapters for most outputs Note: this is a key aspect of creating the best recordings possible - having crisp audio directly from mic'd speakers dramatically improves the quality of the finished video.
  3. A VGA or HDMI output from the projection system - if the venue does not have a video switcher and cannot provide this video feed, we will put a splitter between the laptop and the projection system and capture our signal from there
  4. Access to electricity for the various devices
  5. If we are doing livestream, a wired internet connection that can support a 2Mbps upload

What we need from you

We need you to provide the following, prior to us arriving on-site:

  1. A 1920x1080 image with your conference logo - this should be a jpg or png file
  2. A 1920x1080 image for each sponsor/set of sponsors to be included
  3. A hi-res version of your event logo or any brand/style guide you may have
  4. The name of the font that we should use for your title slides