PACK MASK(S)

Would pack a mask / back-up mask for all gigs regardless if you're vaccinated or not against Covid-19. Leave politics at the door and follow client / event room / venue needs and/or wants and better to be overprepared than underprepared. Some may want to consider hand sanitizer  no idea if hotels are providing these in event rooms etc. 

UPDATE/PAUSE OS UPDATES (IF YOUR PRODUCTION LAPTOP IS WINDOWS OS)

• Run Windows Updates, install and reboot if prompted. 

• Upon reboot, check for further Windows Updates and repeat process until there are no further updates

• Click on Pause Updates for 7 Days (multiple times to add 7 more days with each click)

UPDATE ZOOM CLIENT / SET ZOOM UTILITY CONFIGURATION

1. On the same laptop that you will be using on event day, launch Zoom (should be logged in as YOUR Personal Account) and Check for Updates and follow through with any Zoom client updates install prompts. 

2. Review and make sure critical Zoom Utility configurations are set. This is optional as without a doubt you will need to check your Zoom utility configuration right before you launch Zoom Webinar on each and every event day. We have reports of items "unchecking" between event days! Basically if you eyeball and set the day before, should be a quick double-check pair of eyes on the morning of for just quick fixes.

This is the shorthand of this entire site with links (pop open in a new tab) to areas of this site that go into greater detail. It assumes the operator is already familiar with the minutia. 

STAGE 1 | SITUATED IN EVENT ROOM, SPEED TEST AND PROGRAM LAUNCH

1. Have this Site open on your laptop's browser and on your smart phone (it's mobile friendly). You can refer to the In a Nutshell checklists on your phone when up at the speaker's laptop or if the venue Internet dies but refer to this site on your laptop for more real estate / ease of reading. 

2. Identify and go to correct Event Room based on program name / client name by asking at the venue front desk. As normal 1hr 45m to 2 hours event room arrival is always recommended for "god knows what" on all event days. 

3. Boot up Laptop w/ your capture device connected, connect to Internet and run Speed Test (there is a speed test button below the event date/time in the videographer portal) and enter Speed test results.

4. Review and make sure critical Zoom Utility configurations are set. You will be logged into the Zoom Utility always under your own personal account - do not log into the utility under CE21 Zoom account. There is no shortcut for the mirroring of settings (unchecked items are just as important as checked) but below are HUGELY CRITICAL Zoom utility settings. THE ZOOM UTILITY CONFIGURATION SHOULD BE SET PRIOR TO LAUNCHING ZOOM! 

   1. • General | Always show meeting controls

      • Video | Camera set for capture device

      • Video | If speed test upload results under 5mbps - UNCHECK HD!

      • Video | Hide non-video participants CHECKED

      • Video | UNCHECK 1) Mirror my video 2) Touch up my appearance 3) Adjust for low light 4) Always display participant names on their video

      • Audio | Automatically adjust microphone volume UNCHECKED

      • Audio | Microphone Input Level set to Maximum volume and set for capture device

      • Share Screen | Scale to fit shared content to Zoom window CHECKED

      • Share Screen | Side-by-side mode CHECKED

      • Background & Filters | No Virtual Background & No Filters set

      • Recording | Create a program folder per day and line up with Store my recording at. Folder naming convention:  2021_11_04-DBT {yyyy_mm_dd-program name}

      • Recording | 1) Optimize for 3rd party video editor 2) Record video during screen sharing 3) Place video next to the shared screen in the recording and 4) Keep temporary recording files should be the only items CHECKED 

5. Log into the correct CE21 Zoom account in Google Chrome browser (copy/paste credentials in button in Videographer Portal such as "zp8-ext"), go to Webinars on left navigation and click on the title of your program to enter the program details (obviously verify the correct date/time listed also). 

6. RETRIGGER PANELIST EMAILS: Scroll down to Invite Panelists section in Zoom webinar entry and click on the Edit hyperlinked text. Click on Resend button next to all Zoom panelists. Click on Save OR Cancel (it don't matter).

7. Click on Start Practice Session button. The webinar will launch and start auto-recording immediately - INTENTIONAL. Do not stop recording at any point. Do NOT click on Start Webinar at the top of Zoom at this point (you will click on this 1-2 minutes prior to program scheduled start)

8. Upon launch of Zoom you may immediately get a Your speaker is not working properly message upon launching Zoom along with a Continue Recording button. Hit the Continue Recording button or simply close that dialog or any dialogs talking about audio/speaker not working properly

9. Go to the Participant Panel and hover your name and rename your host name to "." (period)

10. Msg CE21 (Reid) in Google Chat/Hangouts "I'm in!" or something of the like

11. Plug in your smart phone and turn down ringer to vibrate only.

STAGE 2 | CAMERA/TRIPOD AND SELF-TEST WIRELESS MICROPHONE(S) / CE21 MICROPHONE SOUND CHECK

1. Build up Camera/Tripod 

2. Confirm camera video in Zoom. Click on the up arrow next to Mute/Unmute and Start/Stop video to select your capture card . If any issue with not pulling in video in Zoom by selecting your capture device - simply exit your Zoom program and relaunch it and try again!

3. If venue audio mixer and wireless receivers were not setup not at your tech table, unplug and physically move to your tech table. Have venue reroute venue cables to PA's etc. 

4. Set up audio mixer routing into your camera XLR preferably via Aux Send to Camera with Aux Master at Unity and if a Pre/Post button - set to Post. Zoom audio will be passthrough with Zoom Audio settings preconfigured to Automatically adjust microphone volume UNCHECKED and Microphone Input Level set to Maximum volume

5. Self-test audio solidly (place wireless lavalier on sternum) into camera via headphones and -6db audio peaks in camera with clear audio. Believe your ears. If there is noise/buzz or any other audio issues, resolve with self, inquire with hotel or ask for help from CE21 (whichever is fastest)

If the speaker is nowhere to be seen - we may need to break up audio checks into two separate ones between microphones audio test and a separate laptop audio test. Perform a CE21 remote sound check of all microphones (Msg Reid Stillings in Google Chat/Hangouts) to remote confirm audio levels/quality is solid

STAGE 3 | SPEAKER LAPTOP OPERATING SYSTEM / SHARE SCREEN / CE21 LAPTOP AUDIO SOUND CHECK

Get speaker into Zoom as panelist once they're settled (You can retrigger panelist email from Zoom). The speaker does not need to log into the Zoom utility, they just simply click on the Zoom panelist link in the email and boom. 

Confirm operating system of speaker laptop and ask if they have any video or important audio clips in their presentation. 

1. 1. If no video clips in speaker's presentation at all, their operating system don't matter. in the Share Screen dialog in Zoom on SPEAKER'S LAPTOP DO NOT select Optimize for video clip nor Share sound but just share screen/display of their slideshow!

   2. If speaker has Windows OS laptop AND video clips in presentation

      • Have speaker in Slideshow view in PowerPoint

      • Zoom Share Screen (At top of Zoom share dialog, select the screen/display where the speaker's slideshow thumbnail shows)

      • Select Share Sound (Do not click on Optimize for video clip initially) at bottom left. 

      • Configure SPEAKER LAPTOP Windows Volume Mixer to mute all instances of Zoom (should be two instances of Zoom).  Right click on Speaker Icon by system tray or you can also access this by Windows Key+R and type in "sndvol"

      • TEST! Have speaker test play video clip via Zoom Screen Share. ONLY if the video clip playback is choppy at VIDEOGRAPHER LAPTOP, return to the SPEAKER'S LAPTOP and do the following:

        1. • Stop Screen Share

           • Share Screen (At top of Zoom share dialog, select the screen/display where the speaker's slideshow is on)

           • Check Optimize for video clip (and Share Sound is still checked also). Verify now that video clip plays smoothly at VIDEOGRAPHER LAPTOP

   3. If speaker has Mac OS laptop AND video clips in presentation

      • Have speaker in Slideshow view in PowerPoint

      • Zoom Share Screen (At top of Zoom share dialog, select the screen/display where the speaker's slideshow thumbnail shows)

      • Select Share Sound (Do not click on Optimize for video clip initially) at bottom left. 

      • On the SPEAKER'S LAPTOP, in Zoom click on Leave Computer Audio (up arrow next to Unmute button) and confirm Join Audio displays where Unmute was.

      • If you are using an Aux Send audio mixer, you will turn 100% down laptop audio aux channel going to your camera (main out to room still active laptop audio). 

      • If NO Aux Send audio mixer available you will turn down ALL audio going to your camera during video clips and immediately turn up audio to camera upon vid clip pause/ending (room has active laptop and microphone audio only during vid clips). Your hand should be lighting quick to turn up audio to the camera! 

      • TEST! Have speaker test play video clip via Zoom Screen Share. ONLY if the video clip playback is choppy at VIDEOGRAPHER LAPTOP, return to the SPEAKER'S LAPTOP and do the following:

        1. • Stop Screen Share

           • Share Screen (At top of Zoom share dialog, select the screen/display where the speaker's slideshow is on)

           • Check Optimize for video clip (and Share Sound is still checked also). Verify now that video clip plays smoothly at VIDEOGRAPHER LAPTOP

Do CE21 remote sound check of all microphones and speaker laptop audio (if applicable) (Msg Reid Stillings in Google Chat/Hangouts) to confirm audio levels/quality is solid (and no Zoom double audio related issues). There will be times when there will need to be two sound checks. 1 for the microphones and one separately for the laptop audio when the speaker finally arrives. 

STAGE 4 | CAMERA DUTIES / VENUE AV STAFF DUTIES / ZOOM WORKSPACE SETUP

1. Take care of Camera (& other AV) Duties

   1. 1. • Turn up to maximum the Room Lighting

         • Level tripod

         • Camera Settings (Manual white balance, audio and exposure / auto-focus / zebra setting / lowest f-stop, 1/60 shutter speed, format SD Card)

         • White balance on evenly lit screen (set something in front of projector temporarily to block light if it's on already)

2. AV Staff Duties

   1. 1. • If you are on Ethernet (hardwire) connection, make sure you have WiFi backup information (ssid/password) from venue staff in the case of emergency

         • If you have an unlimited hotspot plan on your smart phone, make sure it has a password attached to it and it's on the ready. 

         • Confirm how to get ahold of appropriate venue staff in the case of emergency (Internet dies e.g.) such as AV business card. Obviously go to inquire at front desk to track anyone down if all fails. 

         • Make sure have full bar batteries in all wireless microphones and full bar battery backups (engage venue staff if not) prior to program start on all event dates. 

3. Set your Zoom Workspace 

   1. 1. • Confirm Zoom chat and the participant panel are pop outs

         • Hover over your camera video in Zoom and click on the triple dots and select Spotlight for Everyone in the dropdown

         • Click on View (top of Zoom - right side) and choose Side-by-Side Gallery View

         • Maximize Zoom window (Not full screen)

         • On VIDEOGRAPHER LAPTOP Set 1/3 of side-by-side mode to video (Your camera), 2/3 to screen share (speaker). Confirm when adjusting that video/screen share SCALES larger/smaller and screen share doesn't CUT OFF (wrong setting in Zoom Utility configuration!). If the speaker is not there - you may have to do this later when they arrive as need active speaker screenshare to set!

         • Place chat/participant popped out panels in a location where do not block the "action"

STAGE 5 | 30 MINUTES AND UNDER TO START PROCESSES / RECORDS / MIC UP SPEAKER

SPEAKER HAS NOT ARRIVE 45M TO SHOWTIME

PESI asks the speaker to arrive early, 60 minutes in advance. As we both know, we will encounter situations when this does not happen. Please communicate to CE21 when the speaker hasn't arrived into the event room and it's nearing 45 minutes to showtime. CE21 will reach out to Kimm Fasbender in PESI Program Services for an assist (hotels@pesi.com).

CLOSE TO START (AT OR UNDER 30 MINUTES TO SHOWTIME)

1. Confirm Camera Record (Preferred to record straight through including all breaks) - record at lower bit rate/resolution such as 720p @ 8mbps is totally adequate)

2. Confirm Zoom Record is active (do not pause - record should be automatic)

3. Mic up speaker on sternum (Sometimes this is best to do 10 minutes from start time so the speaker has less time to fiddle with it. 

SPEAKER CHAT

• Remind speaker to repeat ALL questions and comments and that not hearing in-room comments is it is a huge complaint from remote attendees.. All comments not in front of a microphone is dead silence. 

• Does speaker use a laser pointer? If so - please do not use laser pointer as this won't show up in Zoom but walk over and physically point/poke the screen and be verbally explicit on what you're pointing at. This process will work equally with remote/in-room attendees as camera will follow the speaker. 

• Does the speaker have any physical or mechanical demonstrations? If so - please figure out a location (back of the room e.g.) where the camera can cover the action and discuss "let's just openly discuss blocked shots etc as the demonstration is going on". 

• Let speaker politely know that you may interrupt them if there are audio issues during the production at any point. These may be microphone issues or issues with Zoom video clip. "I want to let you know that there can/may be audio issues either in the room and/or affecting remote attendees so if I interrupt you - I apologize in advance as the issue may not be readily apparent in the room"

5 MINUTES PRIOR TO SCHEDULED START TIME | DON'T ALTER WORKSPACE & PLAY LIGHT AUDIO LEVELS MUSIC

1. Do not change your Maximized Zoom Workspace from this point forth as it will impact the recording. All apps should be launched OVER Maximized Zoom window - do not minimize, do not resize Zoom

2. Change the To: Chat dropdown in the Chat pop out from Host and panelists to Everyone so you can address attendees from this point forth

3. Play PESI-Lunch-Break.mp4 from VIDEOGRAPHER LAPTOP in whatever media player (plays OVER Zoom) to play audio into the webinar (and room if desired). ALTERNATIVE: Another option is to play PESI-Transition-Audio.mp3 from your laptop (or smart phone if you have an 1/8" headphone jack on it). 

   1. 1. Use a 1/8" to 1/4" cable to connect your laptop headphone port to an open 1/4" channel on the audio mixer | OR | You can use a Direct Box to connect laptop to open mixer XLR channel 

      2. Audio levels for this should be fairly low/light for both the room / camera - just enough for attendees to confirm their "audio (speakers) is working" vs silence. If the speaker makes a quick announcement in the room prior to start - the music levels aren't overbearing where the speaker would say "can you turn that down?" 

      3. When the volunteer / speaker begins the presentation, videographer should turn completely down this light videographer laptop music on the audio mixer and then pack this cable away. 

1-2 MINUTES PRIOR TO SCHEDULED START TIME | LET ATTENDEES INTO THE WEBINAR | Post Chat

4. Click on Start Webinar button at top of Zoom. This will bring in all attendees into the webinar (they will show in the Participant Panel in the Attendees section). Attendees are in listen only mode and cannot speak nor turn on webcam. They will hear your light background music already playing.  

5. Post this canned message in Zoom Chat (Make sure the To: Chat dropdown changed from Host and panelists to Everyone in Chat pop out): Hello all! I am the videographer for this webinar. Throughout today, please direct your questions for the speaker to the Q&A feature and your tech and other questions to here in the chat. If you need immediate assistance, please feel free to reach out to PESI Customer Service at 1-800-844-8260. Thank you!

6. Close the Zoom Pop Out Participant Panel as not really needed anymore (used only to verify Attendees are piling in after you click on Start Webinar) and less blocking your Zoom interface. You can pop it open again at any point based on want/need.

MOVE ONTO IN A NUTSHELL | DURING PROGRAM PROCESS!

This is the shorthand of this entire site with links (pop open in a new tab) to areas of this site that go into greater detail. It assumes the operator is already familiar with the minutia. 

ATTENDEES WILL NOT BE ABLE TO TURN ON THEIR WEBCAMS/MICROPHONES AT ANY POINT - THEY ARE IN LISTEN ONLY MODE

CAMERA WORK

There isn't a single framing shot during a shoot as framing is contextual based on what the speaker is doing (walking wall-to-wall, standing, sitting at stool, group exercises e.g.). With all framings Make sure hand motions are fully captured and aren't cut off in framing. 

That said the overriding parameters moving forward are:

1. Consider a Medium Full/Long Shot (knees up) the typical framing for when a speaker is roaming the room incessantly or heavily rocking back and forth in an area

2. Medium Shot (hips up) when speaker is roaming the room occasionally or standing but rocking back and forth or slightly moving around sides of podium

3. Tight Medium Shot (waist up) if the speaker is standing still or sitting on a stool or standing firm at podium. 

4. Seize Medium Shots (hips up)  for same scenarios as Tight Medium Shot above for tighter push in. 

5. With camera zoom differences, make sure your exposure for speaker's face is correctly adjusted as more/less light is entering the camera. Use camera Zebra and obviously your eyes (Does the image look properly exposed in tandem with Zebra)!

AUDIO

1. Tweak audio on the audio mixer channels to keep audio in your camera meters at about -6db peaks.

2. SPEAKER LAPTOP MAC OS with video clips, verify audio mixer audio for video clips doesn't come into your camera/headphones. See page that discusses processes for this based on using an Aux Send audio mixer or a Non-Aux Send audio mixer. 

CANNED RESPONSES FOR ZOOM CHAT

There may be chats by attendees in the Zoom Chat throughout the program. Make sure if you do chat with attendees that you have the Zoom chat To: set to Everyone (not Host and panelists)

The videographer should prioritize the production over Zoom chat responses to attendees. This means zero compromises on camerawork / framing / audio in order to respond to an attendee Zoom Chat. If the speaker is "a rock" - standing at podium for huge chunks of time, quickly responding to Zoom chats is quite likely appropriate. If you feel the production would be compromised in any way by interacting in Zoom chat - leave any chats for the Breaks. 

Ready-to-go copy/paste canned responses that are already precrafted to speedily respond. 

GENERIC CHAT WHEN YOU ARE BUSY FOR SEEABLE FUTURE / ASKING QUESTIONS BEYOND CANNED RESPONSE: A reminder to please direct your content related questions to the Q&A feature in the Zoom interface. For technical assistance, please contact PESI customer support, the number is 1-800-844-8260 or email is info@pesi.com.Thank you!

BREAKS (3X BREAKS - AM/PM 15 MINUTES & LUNCH 1 HOUR 10 MINUTES) PROCESS

IMMEDIATELY UPON HITTING BREAK

1. • ALL | Go as wide as your camera will go on Camera Framing (Adjust camera exposure)

   • ALL | Turn down audio mixer levels for room (open microphone / private conversations)

   • AM/PM BREAK | Your camera wide shot of the room will be the entire break "video"

   • AM/PM BREAK | Speaker should continue their Zoom Screen Share (showing to webinar attendees same as showing to room attendees)

   • LUNCH ONLY | On YOUR LAPTOP in Zoom Share Screen (You will be prompted to stop Speaker share - yes) > Advanced Tab (Top of dialog) > Video > Share PESI Break Video 

   • LUNCH ONLY | Collect Wireless Mics to bring back to your tech table

   • LUNCH ONLY | Power wireless mics OFF

OTHER BREAK DUTIES

1. • AM/PM BREAK | Check Battery levels of wireless mic's to ensure nothing in danger (at least 2 bars. If single bar, swap out batteries for full bar batteries)

   • LUNCH ONLY | Replace batteries in wireless mic’s and ensure FULL Bars for all wireless microphones!  Keep the AM partially used batteries as backups.

   • ALL | ZOOM STUFF

     • Check YOUR LAPTOP'S Zoom Chat for any comments that attendees may have questions with. Use copy/paste canned responses to respond if it's as simple as the generic one. You should not miss your break in order to respond to all chats vs a generic posting

     • Remind speaker to check Q&A button in Zoom (Speaker also has access to this!)

---->5-10 MINUTES BEFORE BREAK IS SUPPOSED TO END<----

1. • LUNCH ONLY | Go to SPEAKER LAPTOP and:

     • Click on Share Screen in Zoom and share screen/display showing Speaker's SlideShow. 

     • You will get a Zoom prompt that you will stop other's screen share - YES as this will stop VIDEOGRAPHER LAPTOP PESI Break Lunch video playback. 

     • If speaker has video clips in presentation, reverify Zoom Share Screen settings at bottom of Share dialog such as Share Sound (so attendees can hear) and Optimize video clip (if this was necessary earlier for smooth video playback). 

     • If Speaker Laptop is Windows OS w/ video clips, verify all instances of Zoom are still muted in Windows volume mixer (right click on system clock)

     • If Speaker Laptop is Mac OS w/ video clips, verify Leave Computer Audio is engaged and is showing Join Audio where Mute/Unmute button typically is.

     • On VIDEOGRAPHER LAPTOP do a Zoom audio toggle by clicking on Mute and then click Unmute and verify green bouncing levels in Zoom microphone icon upon quick wireless lav test. This Mute/Unmute toggle can solve an issue where no audio comes through Zoom after changing screen share from you to speaker at lunch. 

   • ALL | Double check wireless lavalier placement on speaker's sternum or fixed mic (podium, tabletop mics e.g.) placement to confirm not changed from optimal placement

   • ALL | Turn up audio mixer board and reverify (sound check) solid clear audio levels around -6db loud peaks in camera audio meters. Be aware of open microphone (everything in your camera headphones is going to Zoom attendees)

   • ALL | Reframe camera / adjust camera exposure for starting again

ENDING / WRAP UP

Always wait a minute to two to absolutely confirm all is 100% done - not a false ending where the speaker revs up again. 

1. Go as wide as your camera will go on Camera Framing (Adjust camera exposure)

2. Click on Stop button in the Zoom Pause/Stop Recording interface

3. Click on X at the top right  of Zoom window (basically exit Zoom)

   1. When exiting Zoom you will get a prompt - select End Meeting for All which will boot all attendees/panelists being in Zoom. Select this. 

   2. Zoom will start to convert the recording. Hit Stop Converting. If you're staying overnight at hotel, bring laptop to your guest room and start converting process. Else convert from home. Estimated convert time for single full day file is 2-4 hours. There is no "resuming" converting (that I'm aware of)

4. Stop recording in camera - gather up gear. 

5. If Speaker's laptop is Windows OS with video clips - go back to their laptop and go to their Windows Volume Mixer and UNMUTE all Zoom instances!

OFF-SITE

1. If you feel there may be charge for parking at venue, ask the front desk on way out of they validate parking as you were part of the program/conference.

2. Convert the Zoom recording(s) in your hotel room (multi-day shot on location) or at home/home office. It probably will take 2-4 hours to convert. 

3. Check/Inspect Zoom recorded file(s) before upload- there may be multiple files if there were internet hiccups or you restarted Zoom in the lead-up - and skip around to make sure no issues. 

4. Upload relevant file(s) via Videographer Portal Submit File(s) button for the correct program

5. Approve Expenses in Videographer Portal

6. Hang onto the camera /Zoom files for 30-45 days post-event which is ample time to determine if any issues