one smooth stone producer you!

Producer…You!Producer…You!

Kevin OlsenBethany Johnson


In the role of producer, what

has been your greatest challenge?Please respond to this question via

the “Questions” box on the right hand side of your screen.

Please respond to this question via the “Questions” box on the

right hand side of your screen.

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What is a Producer?Getting StartedStagingAudioLightingVideo & ProjectionHotel CommunicationGraphics (PowerPoint)RehearsalsOther Questions to Ask…Q&A

Topics for Today’s WebinarTopics for Today’s Webinar

OV

ERV

IEW

OV

ERV

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What is a Producer?What is a Producer?

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A Producer is a General Contractor…A Producer is a General Contractor…

Overall vision for the “house”Pulls together a team of specialistsProvides overall project managementManages budget and communication processServes as single point of contact or “neck to grab”

What is a producer?

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What Does the Producer Role Look Like?What Does the Producer Role Look Like?

Qualifying expectationsAnswering the question “What does success look like?”Over-communicatingDriving the process

What is a producer?

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Typically, a Producer is Responsible for things like…Typically, a Producer is Responsible for things like…

StagingAudioLightingVideo & ProjectionHotel CommunicationGraphics (PowerPoint)Rehearsals

What is a producer?

Getting StartedGetting Started

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Start with the Right QuestionsStart with the Right Questions

What does the event architecture look like?What kind of experience do we want our attendees to have in our general session?What should the environment look like?

• What’s been done in the past and what is expected?

What are the technical needs of the program?• How will content be communicated?

Getting Started

StagingStaging

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Questions To AddressQuestions To Address

Do I need a stage to elevate presenters in front of the audience?

• More than 100 people or attendees more than 50 ft. from stage

Who is providing the stage?What is happening on stage?Do I have a podium ordered from the hotel or A/V provider? Do I need one?

Staging

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Stage SizeStage SizeStaging

How high is my stage?How high is my stage?

12” high – up to 150 ppl24” high – up to 300 ppl32” high – up to 500 ppl36” high – up to 800 ppl42” high – up to 1,200 ppl48” high – 1,200 ppl or more

12” high – up to 150 ppl24” high – up to 300 ppl32” high – up to 500 ppl36” high – up to 800 ppl42” high – up to 1,200 ppl48” high – 1,200 ppl or more

Is my stage size Is my stage size proportionate to my audience?proportionate to my audience?

Stage DepthAll stages at least 12’ deep16’ deep – up to 80018’ - 24’ deep – 800 ppl & higher

Stage Width16’ – up to 150 ppl24’ – up to 300 ppl32’ – up to 500 ppl40’ – up to 800 ppl48’+ – 1,200 and larger

Stage DepthAll stages at least 12’ deep16’ deep – up to 80018’ - 24’ deep – 800 ppl & higher

Stage Width16’ – up to 150 ppl24’ – up to 300 ppl32’ – up to 500 ppl40’ – up to 800 ppl48’+ – 1,200 and larger

AudioAudio

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AudioAudio

This is the MOST important aspect of the meeting…What kind of microphones will my presenters need? What type of podium microphone is being provided?How many presenters do I have and how many microphones will I need?What kind of music do I need?

• Walk-out/walk-out• Awards• Play-ons• Appropriate genre?• Does leadership have an opinion?

Other audio needs?• Musical act, entertainment, sound effects, etc.

LightingLighting

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LightingLighting

Do I need theatrical lighting?How high are the room’s ceilings?What is happening on stage?

• Entertainment• Presentation format/locations and quantity

What types of lights are typically used?• Traditional: par cans, lekos, moving lights

Electrical power?

Video and ProjectionVideo and Projection

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Screen Size & PositioningScreen Size & Positioning

Are my general session screens 4:3 or 16:9 ratio?• 4:3 – Traditional (based on previous television set ratio)• 16:9 – Widescreen (past 5 years, new standard, does not = HD)• What will you do with the media after the program?

What size should my screen be?• Distance of farthest person divided by 8 = screen width

How high off the ground should my screen be positioned?

• Never less than 4.5’• Consider ceiling height and sight lines

Front or rear projection?

Video & Projection

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Viewing and RecordingViewing and Recording

Does my meeting need to be recorded?• Do I have sufficient back lighting?

Do I need I-mag (image magnification)?• I-mag = magnifying the image of presenters on the screen LIVE• Backlighting needed

What factors could have a detrimental affect on the brightness and view of screens?

• Chandeliers, columns or other obstructions• Downlights around the screen should be turned off• “Bounce” from theatrical lighting

What types of media will be used?• Ask presenters about their media and ensure you can support it• Ask if media is embedded in a PowerPoint presentation

Video & Projection

Hotel CommunicationHotel Communication

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Information to Gather or AskInformation to Gather or Ask

If equipment is stolen, who is liable?• Is security needed for the ballroom?

How much power is available in the ballroom?• How is it accessed?

Does the ballroom have a dimmer? Remote?How many stage platforms will be needed? What size?

• What is the hotel’s inventory? Availability?

Will meals need to be provided for the crew?How will the room be set-up?

• Submit floor plans for fire marshal approval

Will rigging be needed to attach equipment to the ceiling? Who does it and how much will it cost?

Hotel Communication

Graphics(PowerPoint)

Graphics(PowerPoint)

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GraphicsGraphics

What’s my process for tracking changes? YOU NEED ONE! Does my graphics designer (internal or external) need our corporate design standards and a high res version of our corporate logo? If I am hiring an outside graphics designer/operator, how are charges typically handled? Are all of the fonts in our graphics size 18 or larger?Is graphics content…

• Bulleted (not in paragraph form)• Formatted so key words STAND OUT• Supported by visuals (images, graphs, charts)• CLEAR, CONCISE and CONSISTENTIs our graphics background pure white? It shouldn’t be!

• The key is contrast

RehearsalsRehearsals

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RehearsalsRehearsals

What makes a good rehearsal?• Presenter: get comfortable, media works, logistics• Crew: show flow/sequence, technical requirements

Who needs to rehearse?What expectations should be set for rehearsals?

• Timing communicated• Content is fully developed and previously rehearsed• Final polished run-through• Getting comfortable on stage

Are your presenters ready to go on stage? Do your presenters know what attire is appropriate?

Other Questions to Ask…

Other Questions to Ask…

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Other Questions…Other Questions…

Do I have all my media gathered?• Is it in the right order?

Will presenters be entering from the house or from backstage?

• If backstage, who will cue them on?• Do they know when to arrive in the room?

What will my role be during the show?

Follow-up

Follow-up surveyA copy of the webinar slides and a checklist will be sent Check http://ossunplugged.blogspot.comfor audio/videoFuture WebinarsEmail topic ideas to [email protected]

TeleprompterTeleprompter

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TeleprompterTeleprompter

Is my script formatted as a txt file or a word document before it’s submitted to the operator? Are presenters’ notes for teleprompter fully scripted or bullet points? Have I added the date and time to the script every time a change has occurred? Have my presenters worked with teleprompter before?

• Do I have the time, money and on-site resources for teleprompting rehearsals?

How experienced is my teleprompter operator?

one smooth stone producer you!

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