Event highlights - how it works

Job brief meeting - 30 minutes

The process begins with a remote job brief meeting using Google Meet, where you’ll meet your dedicated project manager, confirm the details of the project, and generate a job brief.

Contract and assets

After the meeting, we’ll send an email containing a checklist of required assets: your branding, names of participants as they should appear on screen, and contact details.

In the email, there will be a link to your secure cloud storage folder on our Google Drive, which will act as the long term archive of project materials and central exchange of supporting files / information. The email will provide direct links to the subfolders where you can upload branding, review your contract and job brief. You can also access final cuts and raw footage for future use:

In a separate email, we’ll attach the contract of engagement and initial invoice for approval.

Your project manager will connect with you on WhatsApp to answer any urgent questions throughout the process.

Planning

Before the event, you’ll need to confirm who we’re interviewing, when and what questions / themes the highlights film will address.

Filming

We'll work with your event staff to capture the event, and with your contributors to conduct supporting interviews. Our camera team consists of 2 camera operators supported by a producer. The minimum camera kit includes 1 interview light, 2 radio microphones, 2 tripods, 1 dedicated 4k broadcast video camera, and 1 4k broadcast video / stills camera, both prime and zoom lenses.

• Essential event: During the event, the camera operators will work separately, one filming key moments while the other takes photographs.

• Event + interview and Enhanced event: To capture the full event, the team will bring an additional 4k broadcast camera which will be set on a tripod at the back of the space to record a single static wide shot. During the event, the camera operators will work separately, one filming key moments while the other takes photographs. Either before or after the event, they will come together to film up to 5 interviews.

Once filming finishes, our on-location producer will upload the footage and photographs to your secure cloud storage for our remote editors to begin work. For the Enhanced event packages, we also upload the raw video files and photographs directly onto your own 1tb SSD hard drive, which we’ll supply. This drive will be available for you to take with you at the conclusion of the shoot.

Post-production

As soon as the video files have uploaded, your project manager will pass them to our team of editors. They’ll enhance the audio, grade the image and make the first cuts, using your branding and event b-roll. For Event + interview and Enhanced event packages, we’ll also include our own general b-roll from the conference.

Meanwhile, our photo editor will re-touch the images and post the best ones to your own event Picflow gallery (example), where you can view and download. In most cases photos are processed and available for download within 3-4 hours, but this is dependent on the location, upload speed, time of the event and number of photographs.

Transcript review (Enhanced event only)

If your team would like full editorial control, we can provide transcripts and a guide to making selects efficiently for our editors to work from. Once transcript selects are complete, our editors will be waiting to begin the first cut.

Proofing (Event + interview and Enhanced event)

Once the rough cut of each film is complete, we’ll send a link to review it in Frame.io. There, all stakeholders can play the films, add their own comments and review the rest of the team’s directly on the video timeline.

• Event + interview: 1 round of changes

• Enhanced event: up to 2 rounds of changes

Our editors will be scheduled and waiting to make any changes as soon as the notes are signed off, so we can deliver final cuts as quickly as possible.

Distribution

Once the final films are complete, we’ll upload distributable .mp4 master files to the deliverables folder of your secure cloud storage. They will remain there indefinitely, ready for you to distribute, along with the full-resolution master recordings for your archive.

• Essential event: 1 delivery format

• Event + interview: 2 delivery formats

• Enhanced event: up to 3 delivery formats