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 your future events, too. Below are the basic steps to help make that happen.
You contact us. Or we might even contact you.
We discuss your event and provide an estimate.
Together we review and tweak your estimate and set expectations for deliverables.
We review our business agreement and document the expected deposit, deliverables, and release process.
You give us the go-ahead and we invoice you for the deposit and lock in your calendar dates.
You pay the deposit as agreed.
We work with you before your event to put together intro and exit clips.
We discuss with your A/V people what we expect them to provide.
We communicate setup time with you, your A/V team, and your venue.
We arrive and set up, remaining unobtrusive to your attendees and responsive to your needs as we capture your event.
We deliver your videos within days or weeks, as previously documented in our business agreement.
We follow the release process for delivery of your videos per our agreement.
We submit our final invoice and set expectations for future contact.
That's a wrap!
The following equipment and processes are used for each track/room being recorded:
1 - Manned HD camera (used for primary speaker(s) coverage)
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
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 sponsorship's. We then add in a title and 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 the keynote videos below. 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.
We will provide a discount on video services if you agree to release the videos for free public access.
Travel and Expenses
We include estimates for travel, freight, and accommodations. No other expenses are involved.
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.
Depending on the option you choose, turn around time for videos can be done in a few days or, more typically, 14-21 days.
For redundancy, the slides are recorded with the hi-res recorder as well as the back-up camera. Audio is captured on all cameras, as well as the audio recording device.
What we ask for from your venue
Access to the venue at least 90-120 minutes before the event's scheduled start - for multi-track/room events, this time could increase
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.
We will put a HDMI splitter between the laptop and the projection system and capture our signal from there.
Access to electricity for the various devices
If we are doing livestream, a wired internet connection that can support a 8-10Mbps constant upload is required for 1080HD streaming.
What we need from you
We need you to provide the following, 2-3 weeks before your event.
A 1920x1080 image with your conference logo - this should be a jpg or png file
hi-res version of your event logo or any brand/style guide you may have
A 1920x1080 image for each sponsor/set of sponsors to be included
The font that we should use for your title slides