We have been helping organisations promote their events for many years.
One of our regular clients is the European Food Information Council (EUFIC) who are based in Brussels.
Since 2005 we have helping them with a complete range of Audio-Video services ranging from interviews with scientific experts and podcasts to webinars on the research findings and end of project dissemination conferences.
MyNewGut EU research project
We were recently asked to record the dissemination conference at the end of 5 years research. The project – MyNewGut -had investigated the gut microbiome to see if it prevented diet-related and behavioural disorders. (The project has received funding from the European Union’s Seventh Framework Programme for research, technological development and demonstration.)
The conference was held in October 2018 in Brussels and was attended by around 120 participants, including representatives from the European Commission, project partners and interested stakeholders. The conference recording was to made available online as part of the dissemination program so that a global audience unable to attend the conference can get access. The content will remain online for as long as the project web site exists.
Our key tasks for recording this event are the same as for all conferences and events we undertake for clients.
First we need to understand how the content will be used post-event and review the deadlines and the required delivery date. This enables us to develop the project plan and ensure we allocate the right staff and equipment to complete all phases of the project to budget. The steps are
- Review and agree schedules – we do this to ensure we have the correct staffing levels at all stages and are able to bring the project to completion on time and budget.
- Room layout – when recording an event we usually have a minimum of two cameras in use. We need to ensure we can site them to capture the best angles of view. Having multiple cameras allows us to mix and match content during post-production to ensure we maximise audience engagement when viewing them. As part of this we need to understand the layout of the podium, the use of lecterns and also on-stage tables or chairs for speakers panels and plan for a Q&A session if being held. This impacts the equipment we will need and how we interface to the rooms sound system.
- Location Health & Safety – where possible we work with batteries rather than mains power as this avoids having power cables running around the rooms. We will always carry out a Risk Assessment to ensure there is no impact on our staff and attendees.
- Stage/agenda management – we need to fully understand how the day will run, where speakers will be sitting immediately before being called up to present and if anyone is acting as a session or event moderator. All these things effect where we need cameras positioned and how we ‘mic’ people up with wireless mics or how we take a feed from the podium mic.
- Logos and graphics – as part of post-production editing we will need all the logos and graphics associated with the project. We always try and do this well before the day of the shoot so we have them on our workstation as part of the project files.
- Slide sets – we always like to get copies of the slides before the event if possible or at the latest at the event itself. Trying to get them after the event is over is time consuming and a logistics challenge especially with presenters are living in countries around Europe or the world. The old adage a ‘stitch in time saves nine’ really applies here.
- Event recording – for the shoot on the day we draw up a shot list to agree with the client. This would usually include all relevant signage, shots of registration, people networking/in conversation and the presenters during their sessions. It may also include interviews with key people (Note: This would involve finding a location to shoot the interview with suitable signage visible). During the event we will be keeping all batteries fully charged and backing up all the footage shot on a regular basis.
- Post-production – immediately after the event we transfer all the footage to our office network and back it up. We would then start the editing process.
- Editing – the recordings from the two cameras together with the slides used by the presenters is crafted into a seamless video that is designed to both engage and inform the viewer. There are technical aspects of blending 3 sources of material but there is also an element of creativity too. As part of post-production we have to add logos, captions naming the presenters and links at the end of the video showing where more information can be obtained. Each presenter and each interview will have an opening and closing sequence has to be designed just like a book cover. We then have one further element to add – music. Again there is a creative element in matching the action to the beat and speed of the music but also a technical aspect of blending it to what is being seen.
- Client review/sign-off – each job is unique as it matches the clients preferred style of working but we prefer to engage with the client as fully as possible so they get a style that they are happy with and that this can be applied across all the relevant content.
Once produced we can help the client with marketing through social media and other communication tools.
For this project we had to film and edit 15 presentations and 4 interviews as well as create a short video of the conference itself. These will all be made available to the public via the project website.