SayPro Video Production Checklist: SayPro Monthly February SCDR-5

Event Overview

Event: SayPro Monthly February SCDR-5
Production Objective: Coordinate video recording and live streaming for the event
Organizer: SayPro Festival Management Office under SayPro Development Royalty (SCDR)
Event Date: [Insert Date]
Location: [Insert Venue/Online Platform]

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Pre-Event Preparation Checklist

1. Team Coordination

• [ ] Assign Production Roles
  • Director: [Name]
  • Camera Operators: [Names]
  • Audio Engineer: [Name]
  • Video Editor (for post-production): [Name]
  • Streaming Technician: [Name]
  • Event Coordinator: [Name]
• [ ] Communication Plan
  Ensure all team members have access to the communication tools (e.g., radios, chat platform) to maintain coordination throughout the event.

2. Production Schedule

• [ ] Confirm Event Timeline
  Verify the full event schedule with the host and speakers, confirming specific times for rehearsals, live streaming, and breaks.
• [ ] Create Production Run Sheet
  Develop a detailed timeline (hour-by-hour) that includes key moments like speaker presentations, panel discussions, Q&A, etc. Ensure all production team members have a copy.

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Equipment Checklist

3. Video Equipment

• [ ] Cameras
  • 2-3 HD or 4K cameras for different angles (main stage, speaker close-ups, audience shots)
  • Tripods or dollies for stable and flexible movement
  • Extra camera batteries and memory cards
  • Camera stands or mounts for static shots
• [ ] Camera Cables and Connectors
  • HDMI, SDI cables for camera output
  • Extension cords and power strips
  • Backup cables for redundancy
• [ ] Camera Accessories
  • Lens filters (for bright lighting or specific shots)
  • Lens wipes and cleaning supplies
• [ ] Video Switcher
  • Confirm switcher equipment to allow real-time camera switching during live streaming
  • Test all connections between cameras and video switcher

4. Audio Equipment

• [ ] Microphones
  • Wireless microphones for speakers and panelists (minimum 3–4 for mobility)
  • Lapel microphones for individual speakers/presenters
  • Handheld microphones for audience interaction (Q&A)
• [ ] Audio Mixers
  • Audio mixing console for controlling levels of microphones and sound inputs
  • Test all microphone input levels before the event
• [ ] Audio Cables & Accessories
  • XLR cables for microphones
  • Backup audio cables and adapters (1/4″ jacks, etc.)
  • Headphones for audio engineers to monitor the mix

5. Streaming Setup

• [ ] Streaming Platform Setup
  • Set up the live streaming platform (e.g., YouTube Live, Vimeo, or proprietary system)
  • Test stream link and ensure the platform is ready
  • Embed or share the stream link with the marketing team for attendee access
• [ ] Encoder
  • Set up the encoder software or hardware for streaming
  • Test video and audio input to the encoder
• [ ] Backup Streaming Solution
  • Verify alternative streaming platforms or backup systems in case of primary failure

6. Lighting Equipment

• [ ] Stage Lighting
  • Set up lighting to ensure visibility for all speakers and panelists
  • Avoid harsh shadows, backlighting, or glares on cameras
• [ ] Light Modifiers
  • Diffusers, reflectors, and softboxes for controlled, flattering lighting
  • Backup bulbs or lighting fixtures for redundancy

7. Other Essential Equipment

• [ ] Laptops/Tablets for Monitoring
  • For streaming team to monitor live feed
  • For event coordinator to monitor live chat or audience questions during Q&A
• [ ] Power Supplies
  • Ensure all equipment (cameras, microphones, streaming devices) has access to sufficient power
  • Have spare batteries or external power banks
  • Bring additional power strips and extension cords for flexibility

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On-Site Setup Checklist

8. Venue/Location Setup

• [ ] Venue Walkthrough
  • Conduct a final walk-through of the venue with the team to finalize camera placements, power sources, and space for crew.
• [ ] Equipment Placement
  • Set up cameras at designated locations (main stage, close-ups of speakers, wide shots, etc.)
  • Test each camera’s framing, angle, and focus
• [ ] Audio Setup
  • Position wireless microphones on all speakers and panelists
  • Ensure sound levels are correct and microphones are working with minimal interference
  • Set up audio mixing console for easy adjustments during the event
• [ ] Lighting Setup
  • Position lights around the venue to avoid harsh shadows
  • Test lighting on each speaker’s position to ensure proper illumination for cameras
• [ ] Video Switcher Setup
  • Confirm that the video switcher is connected to all cameras
  • Test the smooth transition between different camera angles

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Test Runs & Rehearsals Checklist

9. Rehearsals

• [ ] Technical Rehearsal
  • Schedule a full technical rehearsal the day before the event or early on the event day
  • Test all video, audio, and streaming equipment
  • Ensure all speakers, panelists, and moderators are familiar with microphones and presentation setup
  • Run through transitions between different event segments (e.g., from keynote to panel discussion)
• [ ] Live Stream Test
  • Run a short test stream to verify the connection, quality, and audio-video sync
  • Test real-time streaming with the encoder to check stream stability
• [ ] Lighting Check
  • Verify the lighting setup and ensure it is sufficient for each speaker and stage area
  • Make necessary adjustments to avoid overexposure or underexposure in camera shots
• [ ] Audio Check
  • Test microphone levels for all presenters and speakers
  • Check for any background noise or interference
  • Confirm sound balance with both the in-house PA system and live stream audio

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During the Event Checklist

10. Live Production

• [ ] Camera Operation
  • Monitor camera feeds throughout the event, switching between different angles
  • Ensure proper framing and focus on all speakers, panelists, and audience members
• [ ] Audio Monitoring
  • Continuously monitor sound levels and adjust microphone volumes as needed
  • Ensure no microphones are left on when not in use (to avoid feedback or background noise)
• [ ] Live Stream Monitoring
  • Ensure the live stream is stable, with minimal latency or buffering
  • Monitor audience engagement (comments, questions) in real-time
• [ ] Audience Interaction
  • Collect questions for the Q&A session and pass them to the moderators
  • Ensure smooth integration of live audience interaction into the streaming feed

11. Backup Plans

• [ ] Monitor Equipment Health
  • Have spare equipment ready in case of technical failures (cameras, microphones, etc.)
  • Ensure backup power sources are functioning
• [ ] Backup Stream
  • Ensure a secondary streaming platform or connection is ready if the primary fails

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Post-Event Checklist

12. Post-Production

• [ ] Video Editing
  • Review and edit the recorded footage for clarity, content flow, and engagement
  • Integrate event branding (logos, transitions, titles) as necessary
  • Add subtitles or closed captions to the recorded video for accessibility
• [ ] Uploading & Distribution
  • Upload the final edited video to the designated platforms (e.g., YouTube, Vimeo)
  • Ensure proper video description and tags for easy searchability

13. Feedback & Review

• [ ] Team Debrief
  • Gather feedback from all team members on what went well and what can be improved for future events
  • Discuss any technical issues encountered and develop strategies for improvement
• [ ] Final Report
  • Provide a report detailing the event’s production, including equipment used, team performance, and any technical challenges
  • Share any metrics related to the live stream performance (viewership, engagement, etc.)

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This checklist ensures that all aspects of video production, from pre-event setup to post-production, are fully covered, resulting in a seamless and professional experience for the SayPro Monthly February SCDR-5 event.