CTL Policy #704: Multi-Camera Video Productions

Description

The process for booking a multi-camera video production. This includes productions in the TV studios, Nutter Center arena, and remote video productions.

Primary Contact

Conference & Facilities Manager (Lee McKarns - 4568)

Alternate Contact(s)

Video Production Manager (David Stoneburner – 3688)
Associate Director, CTL (George Frey – 3685)

Effective Date

January 1, 2006 (revised)

1. All requests for multi-camera video productions must first be referred to the Conference and Facilities Manager. All details of the job are discussed with the client.
2. The CTL will not produce multi-camera video productions containing copyrighted materials without written authorization from the copyright holder(s). Clients are responsible for obtaining all copyright clearances.
3. The Conference and Facilities Manager will determine who shall direct the production, and if deemed necessary, the Conference and Facilities Manager will discuss the job with Associate Director for Instructional Support (if CTL Producer/Directors need to be involved). They may determine that the project needs to be outsourced due to time and resource constraints, and a list of local production houses will be given to the client. If they determine that the multi-camera production shall be produced in house, a director will be determined and the job assigned accordingly.
4. Once a director has been determined, the director meets with the client(s) to go over the CTL Service Agreement and has the client sign the agreement if necessary. Turnaround time will vary depending on the project; the director will determine the turnaround time once the necessary details and arrangements are made with the client.
5. The director of the production then fills out a CTL Video Production Request form with all required client, event, and equipment information (account number, authorized signature, name of event, date and time of event, contact person and telephone number, total number of copies, videotape(s) delivered/held, etc.). The director of the production then puts a copy of the Video Production Request form(s) in the Video Production Manager’s mailbox and books the request in the CTL job database, which automatically generates a job number.
6. Talent Releases and Copyright Clearances may have to be acquired prior to the event being videotaped (depending on the type of event).
7. The Video Production Manager then assigns Student Production Assistants to crew the multi-camera production according to workload and availability.
8. If the multi-camera production is recorded onto videotape, the director may need to post the recorded footage (i.e., add credits, insert clips, clean up glitches, etc.).
9. Once the job has been posted, copies of the videotape(s) shall be made by following the Tape Duplication Procedure.
10. Once copies have been made, the posted master is archived by putting it in the videotape library.
11. If the client has not requested additional copies, the tape shall then be placed in the “From TVC” box located in the CTL main office area. The CTL Front Office staff will create labels for each tape according to the to the Tape Labeling Procedure and put each tape in a VHS tape box.
12. Once the tape(s) have been labeled and boxed, the CTL Front Office staff will either deliver the tapes to the client or call the client for pickup according to the box (“Hold/Review” or “Deliver”) that has been checked on the appropriate CTL request form (unless otherwise indicated on the appropriate request form).
13. Once the tape(s) have been delivered or picked up, copies of all request forms, production forms, service agreements, copyright clearances, talent releases, etc. are submitted to the front office for billing (if necessary) and filing. There is a charge for all tapes unless otherwise indicated on the appropriate CTL request form.
14. Ownership of CTL-produced videos shall be consistent with current Wright State University policy.

IF the Conference and Facilities Manager are not available to talk with the client:

1. A CTL Video Production Request form is accepted or filled out with all pertinent client & project information (account number, authorized signature, name of event, date and time of event, and the name/telephone number of the contact person, etc.). The client shall be told that someone in video production will contact them ASAP to get further information and details.
2. The CTL Video Production Request form is then placed in the Conference & Facilities Manager’s mailbox.