pre-set up

• connect with the pf to find out if there are any activities on the pre-event day that need to be recorded--i.e. sponsor meeting
• if a pre-event activity requires recording, set up a single DVcam camera with a miniDV cassette in the camera that can be left recording on its own
• connect with documentation team to assess whether they will need video/audio assistance; if so, prepare their work station with a VCR, monitor, and the proper cable connections...more detail

• connect with the pf and facilitator to determine the level of capture desired for the event
• connect with the environment team about layout of the space
• ensure that there are active audio/video connections within reach of the Radiant Room
• set up and test the Radiant Room cameras and microphones on the prep-day (1 to 3 cameras, 1 to 2 microphones)
• connect video/audio cables from camera and microphones to the power towers around the Radiant Room
• take care with tripods and cables to keep them tidy and out of the flow of people traffic
• take cameras and microphones off the tripods and stands and store them away overnight

test drive the a/v systems...more detail

• once the cameras and microphones are set, turn on Radiant Room monitors (if they are to be used) to ensure that the video signal is coming through properly.
• ensure that audio from microphones is coming through to the audio mixer and the monitor at the video station
• check volume levels of audio mixer
• ensure that the signal from video cameras is coming through to the monitor at video station
• record a minute or two of video/audio signals to be sure the recorder is ready to go.

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supply check

• ensure there are enough video tapes for capturing the event-(SVHS, VHS, miniDV)-most events will only require VHS tapes
• batteries for wireless microphones (if used)
• locate battery charger for DVcam cameras
• keep batteries on charge rotation throughout the event (DVcam cameras use same batteries as the Mavica)

recruiting camera operators

• before each report out recruit camera operator/s to man the camera/s stationed in the Radiant Room
• if the report out in the Radiant Room run for very long be prepared to spell your camera operators to keep them from getting over tired
• if any of the recruited operators are using the NavCenters camera for the first time, be sure to give them a tour of the camera well before Report Out time

capturing the action

• be prepared to record any large group activity in the Radiant Room (i.e. report outs, dialogues, facilitator presentations)
• be aware of the a/v resources throughout the NavCenter and be prepared to be mobile with a camera to any area of the environment to record report outs on the move (i.e. walk-a-bout report outs)

playback for the participants

• be familiar with the a/v system and prepared to playback video and audio onto the monitors in the Radiant Room...more detail

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labeling tapes

• label each tape with event name/date/tape number
• keep up with labeling throughout event--don't wait until the event is over as tapes can become mixed up and misplaced

• participants photos may be taken during the report outs and in the break out areas
• capture the activity and energy of the participants in photos that may be posted on the knowledge wall during the event
• connect with the pf and production and graphics team to determine what the post event products may be and what photos will be required
• to make the photo experience a good one for everybody, please make an effort to to label photos ASAP after they are taken...more detail
• connect with the production team about the proper file type and file name to use when saving the photos
• connect with the production team to identify the proper folders for saving the photos
• create sub-folders as necessary to keep photos organized

video log

• use the video log template which includes event name, date, module number, module name, time, and tape number
• connect with the production team to hand-off the video log at the conclusion of the event

wrap up

• double check that all tapes are labeled properly and stored in the archives
• store all camera, microphones, tripods, and mic stands in their proper places
• store all video/audio cable in their proper places
• return the video station to order and notify the Kwib if the tape supply is low and will need to be replenished before another event
• connect with pf for opportunities to help other teams with their post-event tasks

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