SayPro Coordination with Event Organizers: SayPro Monthly February SCDR-5 Video Production

Event Overview

Event Name: SayPro Monthly February SCDR-5
Event Type: Video Production and Live Streaming
Organizer: SayPro Festival Management Office under SayPro Development Royalty (SCDR)
Event Date: [Insert Date]
Location: [Insert Venue/Online Platform]
Purpose: To ensure all event details are captured and coordinated effectively for video recording and live streaming of the event.

---

1. Coordination Tasks with Event Organizers

1.1. Event Schedule

• Task: Ensure that the complete event schedule is finalized and provided to the video production team.
• Required Information:
  • Event start and end times
  • Timing for each session or segment (e.g., keynote, panel discussions, Q&A, break times)
  • Speaker names and their respective time slots
  • Any special sessions (workshops, networking events, etc.)
  • Set-up and rehearsal timings
  • Expected duration of breaks, transitions, and audience interaction periods
• Action Steps:
  • Request the finalized event schedule from the organizers and distribute it to all video production personnel.
  • Confirm any changes in the event schedule as soon as possible and adjust production plans accordingly.
  • Ensure the schedule includes buffer time for transitions, setup, and any unexpected delays.

1.2. Venue Details

• Task: Obtain and provide video production team with comprehensive venue details.
• Required Information:
  • Venue layout and room configurations (stage setup, seating, equipment placement)
  • Location of power sources for cameras, lights, and other equipment
  • Internet connection availability, speed, and backup options (for live streaming)
  • Accessibility details (e.g., stage height, speaker podium location, audience seating arrangement)
  • Lighting conditions (natural lighting, existing venue lighting, and areas requiring additional lighting)
• Action Steps:
  • Coordinate with the venue staff to ensure the video team can visit the location ahead of time for site inspection and technical check.
  • Share venue details with production crew and confirm equipment requirements (e.g., cabling, lighting, audio equipment placement).

1.3. Speakers and Presenters

• Task: Ensure all speaker information is accurately captured for video production.
• Required Information:
  • Full names of speakers and their affiliations
  • Speaker session titles and topics
  • Session formats (keynote, panel discussion, interview, etc.)
  • Speaker biographies and any required visual materials (slides, videos, etc.)
  • Speaker preferences regarding microphone types (lapel, handheld) and camera positioning (close-up, wide-angle)
  • Any pre-recorded content to be shown during their session
• Action Steps:
  • Request speaker bios and session descriptions from organizers.
  • Ensure that the speakers’ audio/visual requirements are communicated to the technical crew.
  • Coordinate with speakers to confirm timing for presentations, potential delays, or tech-checks prior to going live.

1.4. Technical Setup

• Task: Confirm the technical setup requirements for the event, especially related to video production.
• Required Information:
  • Power requirements for video production equipment (cameras, lights, audio)
  • Equipment rental confirmation (cameras, microphones, switchers, and lighting)
  • Audio and video signal routing details (e.g., SDI, HDMI, XLR)
  • Internet and bandwidth requirements for live streaming
  • Backup systems (e.g., secondary stream, additional equipment in case of failure)
• Action Steps:
  • Confirm with the venue about the availability of power outlets and cable management systems.
  • Ensure that technical requirements (lighting, sound, video equipment) are met and clearly communicated to all departments.
  • Set up a technical rehearsal to check all video and audio equipment before the event goes live.

1.5. Rehearsals and Run-throughs

• Task: Coordinate rehearsals with organizers and ensure video team’s participation.
• Required Information:
  • Time allocated for speaker rehearsals and run-throughs
  • Specific segments that require testing (e.g., camera angles, microphone checks, timing for transitions)
  • Any live-streaming or pre-recorded content that needs to be tested
  • Speaker preferences or specific instructions for their presentation (e.g., podium, movement on stage)
• Action Steps:
  • Ensure all speakers and presenters attend a rehearsal to test the audiovisual setup, including microphone checks and video positioning.
  • Organize a full technical run-through to test streaming setups, camera switching, and lighting.
  • Coordinate a final pre-event briefing with the production crew to confirm timing, roles, and responsibilities.

1.6. Event-Specific Requirements

• Task: Ensure any unique or event-specific requirements are communicated to the production team.
• Required Information:
  • Special instructions (e.g., specific audience segments to be captured, special effects or graphics to be used)
  • Any branding materials that need to be integrated into the live stream or video content (logos, overlays, lower thirds)
  • Specific audience engagement techniques (live polls, chat interactions, or Q&A sessions)
  • Any post-event content (e.g., highlights, interviews) to be recorded or edited for future use
• Action Steps:
  • Communicate all event-specific production requirements to the video and technical teams.
  • Ensure that branding materials (e.g., graphics, logos) are pre-loaded and ready for use during the live stream.
  • Schedule any additional post-event interviews or content recordings.

---

2. Coordination with the Video Production Team

Once the event details are captured and organized, the following steps will be taken to ensure smooth coordination with the video production team:

2.1. Detailed Event Briefing

• Organize a meeting with the video production team to provide an in-depth briefing of the event schedule, speaker lineup, venue layout, technical requirements, and any special needs.
• Ensure all crew members are aware of their roles, such as camera operators, switcher operators, and audio engineers, and understand the timing and flow of the event.

2.2. Timeline Coordination

• Share a timeline that includes setup, rehearsals, and live streaming/recording periods.
• Ensure that the video production team is aware of critical moments, such as speaker transitions, live Q&A sessions, and important visual elements to capture.

2.3. Real-Time Communication Plan

• Establish a communication plan between the video production team and event organizers for real-time updates and troubleshooting.
• Use walkie-talkies, intercom systems, or mobile apps for coordination during the event.

2.4. Post-Event Review and Feedback

• Plan a debriefing meeting with event organizers and video production crew after the event to review the execution and gather feedback for improvements.
• Collect feedback from both the production team and audience to evaluate the quality of the video production and streaming experience.

---

3. Conclusion

Effective coordination between the SayPro Festival Management Office and the video production team is essential for ensuring the successful recording and live streaming of the SayPro Monthly February SCDR-5 event. By capturing all critical event details, including schedule, venue, speakers, and technical needs, we can ensure a smooth, professional production that meets the expectations of both the organizers and the audience.

Next Steps:

• Finalize event schedule and speaker list
• Confirm venue and technical requirements
• Organize rehearsal and technical run-through
• Ensure production team is aligned with event timeline and technical details