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 link to your secure cloud storage folder on our Google Drive. This acts as the long term archive of project materials and central exchange of supporting files / information, including your contract, job brief, raw event footage and photos.

• Not live + interview and Enhanced: The email will also provide direct links to subfolders where you can upload branding and receive final cuts.

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

• Not live event: Before the event, you’ll just need to connect us with our contact on the ground.

• Not live + interview and Enhanced: Before the event, you’ll need to confirm who we’re interviewing, when, and what questions / themes the films will address.

Filming

Our minimum kit for the shoot will include:

• Not live event: a 4k broadcast video camera, stills camera and tripod.

• Not live + interview and Enhanced: 1 interview light, 2 radio microphones, 2 tripods, 2 dedicated 4k broadcast video cameras, and 1 stills camera, both prime and zoom lenses.

How we cover the event:

• Not live event: We’ll provide a single camera operator who will set their video camera on a tripod at the back of the space to record a single static 4k wide shot. They’ll also take still photos of the event, including the buzz before and after.

• Not live + interview and Enhanced: 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. To capture the full event, the team will set one video camera on a tripod at the back of the space to capture a single static 4k 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.

Video files and photos

Once filming finishes, our on-location producer will 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.

• Not live event: our on-location producer will also upload the photographs to your secure cloud storage for remote re-touching.

• Not live + interview and Enhanced: our on-location producer will also upload the footage and photographs to your secure cloud storage for our remote editors to begin work.

Post-production

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.

• Not live + interview and Enhanced: Once 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, event b-roll and our own general b-roll from the conference.

Transcript review (Enhanced 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 (Not live + interview and Enhanced)

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.

• Not live + interview: 1 round of changes

• Enhanced: 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, where they will remain indefinitely, ready for you to distribute, along with the full-resolution master recordings for your archive.

• Not live + interview: 2 delivery formats

• Enhanced: up to 3 delivery formats