CTL Policy #708: Videotaping An Event (Documentation)

Description

The process for booking the videotaping of a Wright State University event by faculty, staff, or student. This is also known as a single-camera documentation.

Primary Contact

Video Production Manager (David Stoneburner – 3688)

Alternate Contact(s)

Conference and Facilities Manager (Lee McKarns – 4568)

Effective Date

February 1, 2001

1. All requests for the videotaping of an event must first be referred to the Video Production Manager. All details of the job are discussed with the client.
2. The CTL will not videotape events containing copyrighted materials without written authorization from the copyright holder(s). Clients are responsible for obtaining all copyright clearances.
3. All requests for videotaping of events must be received the week prior to the event (by 12:00PM Thursday).
4. A CTL Video Production Request form is then accepted or filled out with all required client and project information (account number, authorized signature, contact person, telephone number, etc.).
5. Talent Releases and Copyright Clearances may have to be acquired prior to the event being videotaped (depending on the type of event).
6. The Video Production Manger books the request in the CTL job database, which automatically generates a job number. The Video Production Manager then assigns the job to a Student Production Assistant according to workload and availability.
7. The Video Production Manager will make alternative arrangements if a member of the CTL Facilities Team cannot fulfill the request (i.e., recommend that the client checks out a camcorder at the CTL front desk and does the videotaping themselves).
8. Once the job has been completed, copies of the videotape(s) shall be made by following the Audio/Video Tape Duplication procedure.
9. If the client has not requested additional copies, then the tape shall 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 VHS tape box.
10. 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.
11. 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.

IF the Video Production Manager or 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 & event 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 on the Facilities Team will contact them to get further information and details.
2. The CTL Video Production Request form is then placed in the Video Production Manager’s mailbox.