In the fast paced world of live events, it’s all about creating a memorable experience, nailing the show and then moving onto the next one. It’s super easy to forget that whenever you shoot an event, there is some kind of post production that will need to happen. That’s why we at Repertoire want to give all you budding event producers a couple tips to streamline what should be a fun and collaborative process.

Back when Repertoire was mostly a white label live video production company for larger AV companies, one thing that producers often did would draw my ire. Basically the conversation would go like this.

Producer-Can I get all the line cuts, cameras Iso’s and graphic recording from you?

Me-Sure thing. I’ll need a 1 TB hard drive to transfer that onto.

Producer-Oh I didn’t think of that. Let me send a PA to go get one at Best Buy.

Me-palm to forehead.

The last thing your video producer or TD wants to do at the end of a long day, or series of long days is sit around and wait for someone to have the free time to go buy a hard drive, especially when it could have, and should have been anticipated that this would be a necessary purchase for receiving content. Unless it’s been worked out in advance, no video production company is going to let you walk with their expensive and proprietary recording media. With that said, here are a few basic tips to ensure the final post production phase of your show goes as smoothly as the event itself.

  • Calculate the size of hard drive you need by asking what quality of video is being recorded, including resolution, frame rate and codec and how long you expect to record for. The Aja data calculator is a very handy tool for getting a rough estimate of how many gigabytes your video will end up being. In addition this will keep you and your TD on the same page. If for example, you only wanted H264 recordings but the TD recorded in 10 bit uncompressed, not only are you going to run out of recording material much sooner, you are also going to have a lot of transfer and encoding time on the backend that could have mostly been avoided.
  • Be specific about what you do and do not want recorded. In this age of live streaming video, some clients may not even care about the recording-they just want the live experience. Other projects may require that everything gets recorded and delivered-each line cut (sometimes both standard and clean versions) each camera angle, every graphics feed and sometimes every channels of audio. Being clear and communicative about what content you expect to be delivered at the end of the day will make everyones wrap out so much more pleasant.
  • Anticipate what you want to do with the video after the fact. If you are a video savy producer with a decent editing workstation, you may prefer to do all the editing, encoding and uploading yourself. But if you need help, talk with your video production company about what your needs and expectations are. Some things to cover include turn around time, rounds of edits, color correction, lower 3rd title generation, intro and outro and target encoding size. Decide on how the final videos are being delivered-wether it’s uploaded directly to Youtube or Vimeo, loaded onto a hard drive and sent in the mail, or online delivery via Box or similar.
  • Make sure your production company is upfront about the costs. Editing can stretch out far longer than the initial scope as various stake holders watch the videos and have different and sometimes conflicting notes. If you where given an estimate of 2 days to complete a project but the notes keep piling up and now your editor is in their 3rd or 4th day, how are those overages going to be billed? We always used to estimate days and charge a day rate, but after doing this for awhile with hundreds of different clients, my belief is that it’s better to bill by the hour. That way if we finish early, the client gets to keep the difference but if a project stretches on for days past its estimated end point we aren’t left hung out to dry. A good rule of thumb for live video is 5 hour of data management, editing and encoding time per hour of video recorded.
  • Choose a video production company that will not only deliver great looking and sounding content, but will also be your advocate on the best strategy to deploy the media. If you produce an awesome tech talk, but then don’t upload those videos for weeks after the event, you will lose much of the viral buzz that could have garnered your video thousands, even millions of additional views. At Repertoire, we have pioneered a multitude of tricks and techniques for recording, editing and delivering massive quantities of high quality video in the shortest possible time frame. If you are looking for a video production vendor to partner with, remember that what they shoot and edit is going help promote and draw attendees to your event next year. Make sure they have a solid reel, a great reputation, the proper equipment and the right insurance.
  • And last but not least, don’t forget about Post!