SayPro Pre-Event Planning Create a production timeline

SayPro Pre-Event Planning: Production Timeline for SayPro Monthly Video Production (February)

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Objective

Coordinate the video recording and live streaming of events for the SayPro Festival Management Office under the SayPro Development Royalty SCDR program. This document outlines a detailed production timeline to ensure all aspects of video production—setup, filming, and post-production—are organized and on track for the February SayPro Monthly event (SCDR-5).

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Timeline Breakdown:

1. Pre-Production Phase

(2-4 Weeks Before Event)

• Week 1-2: Initial Planning and Coordination
  • Kick-off Meeting:
    • Coordinate with SayPro Festival Management Office, SCDR, and the event team to confirm the scope, vision, and objectives of the SayPro Monthly event (February).
    • Assign roles and responsibilities to the production team (camera operators, directors, technical support, sound engineers, etc.).
  • Finalize Event Program and Schedule:
    • Confirm the event’s schedule, speaker lineup, and any other special segments that need to be captured (e.g., interviews, performances, etc.).
    • Outline key timings (e.g., event start, breaks, Q&A sessions, closing).
• Week 2: Location Scouting and Logistics
  • Venue Coordination:
    • Confirm the event venue and check the technical setup (internet speed, power supply, camera angles, etc.).
    • Arrange for necessary equipment (e.g., cameras, tripods, microphones, lighting).
    • Finalize streaming platform for live broadcast (e.g., YouTube, Vimeo, Zoom, or custom streaming setup).
• Week 2: Technical Rehearsal
  • Test Run:
    • Conduct a technical rehearsal with the full crew (camera operators, sound, lighting, streaming) to test all equipment and workflows.
    • Ensure connectivity, sound quality, camera positioning, and lighting are all optimal for the live stream.
    • Confirm streaming platform functionality and review troubleshooting procedures in case of technical issues.

2. Event Day (Filming and Live Streaming)

(1-2 Days Before Event)

• Day Before Event:
  • Setup and Equipment Check:
    • Arrive at the venue early (at least 3-4 hours before event start) to begin setting up all equipment.
    • Set up multiple cameras, microphones, lighting, and monitors. Verify internet connection and streaming setup.
    • Conduct a final walk-through to ensure all elements are ready, including confirming signage, presenter setups, and stage organization.
• Event Day:
  • Final Setup (2-3 hours before Event Start):
    • Audio Check: Ensure all microphones are functioning (lapel, handheld, or boom mics) and check sound levels across the venue.
    • Camera Setup: Position cameras for the best angles and coverage (close-ups, wide shots, audience shots, etc.).
    • Streaming Setup: Test streaming platform to ensure smooth integration with video feed.
  • Event Filming & Live Streaming:
    • Live Stream Management: Start the live stream promptly at event start time. Monitor the stream for quality and troubleshoot as needed.
    • In-House Filming: Capture all important event moments, including speeches, presentations, performances, and audience reactions. Ensure clear visuals and high-quality sound.
    • Audience Interaction: Ensure that questions or comments from virtual or in-person audiences are captured or streamed if applicable (e.g., Q&A sessions, polls, etc.).
    • On-Site Monitoring: Designate crew members to monitor and adjust sound, lighting, and camera angles throughout the event.

3. Post-Production Phase

(1-2 Days After Event)

• Day After Event:
  • Initial Review:
    • Review footage to ensure all key moments were captured clearly and without errors.
    • Identify segments that need trimming or additional post-production attention (e.g., removing technical issues, adding graphics or captions).
  • Video Editing (2-3 Days After Event):
    • Editing Process:
      • Trim raw footage to highlight the best moments and ensure the content aligns with the planned event schedule.
      • Add transitions, graphics (such as lower thirds with names), and any necessary captions for accessibility.
      • Incorporate branding elements (SayPro logos, sponsor mentions, etc.).
      • Adjust audio and visual quality, including background noise reduction and color grading.
    • Final Video Approval:
      • Send the edited video to the SayPro Festival Management Office and relevant stakeholders for review and approval.
      • Address any requested revisions (e.g., additional edits or content changes).
• Post-Event Deliverables:
  • Final Video Package:
    • Provide the final edited video in various formats for distribution (e.g., MP4, high-resolution files, and streaming-friendly versions).
    • Upload the final video to the agreed-upon platforms (e.g., YouTube, Vimeo, company website, etc.).
  • Promotional Content:
    • Create shorter clips or highlights for social media and marketing use (e.g., Instagram, Twitter, LinkedIn).
    • Prepare and share a post-event summary with key moments, including timestamps for important segments (e.g., speaker quotes, performances).

4. Post-Event Review & Reporting

(1-2 Weeks After Event)

• Feedback Collection:
  • Gather feedback from stakeholders (SayPro Festival Management Office, event attendees, production crew) to assess the success of the event.
  • Identify opportunities for improvement in future video productions (e.g., technical glitches, timing issues, etc.).
• Final Report:
  • Compile a comprehensive post-event report, detailing the production process, any issues encountered, resolutions, audience engagement metrics (viewership numbers, engagement rates), and lessons learned for future productions.

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Production Team Responsibilities

1. Production Manager:
   • Oversee all aspects of production from pre-event planning to post-event delivery.
   • Manage team schedules, deadlines, and logistics.
2. Camera Operators:
   • Set up and operate cameras during the event.
   • Capture key moments and adjust angles as required.
3. Sound Engineers:
   • Set up microphones and manage audio during the event.
   • Monitor sound levels to ensure high-quality audio throughout.
4. Lighting Technicians:
   • Set up lighting for both the stage and audience.
   • Adjust lighting as needed for different segments of the event.
5. Streaming Technicians:
   • Set up and monitor the live streaming platform.
   • Ensure smooth live transmission of video and audio.
6. Video Editors:
   • Handle post-production, including cutting footage, adding graphics, and finalizing the video for distribution.
7. Social Media/Marketing Team:
   • Create post-event promotional content (clips, graphics, and highlights).
   • Monitor engagement and provide updates to stakeholders.

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Conclusion

This detailed production timeline ensures that all stages of the SayPro Monthly video production for February are organized and on track. By adhering to this timeline, the SayPro Festival Management Office can deliver a high-quality live streaming experience that meets both the needs of the event and the expectations of the audience.