Pitch Session Setup

By Mary Bee, Updated by Lola October 2019

Important Numbers/Usernames/PWs:

  • Skype: NARIP02, PW: d0gf00d
  • Justin Allen, Emerson LA (Venue): 404-353-8382
  • Tess: 818-493-0489

BEFORE EVENT

    1. Post signs next to the elevator and that justin has placed one in the lobby and that you have informed the security guards of the event. make sure it is crystal clear where people should go, post signs on the stand at the front door, on the stairs, and one outside Classroom #3 with arrows pointing correct direction.
    2. At Emerson, the mixer and Skype should be set up and ready to go by Justin.
    3. Set skype volume on mixer as close to zero as possible. If help is needed, ask Justin Allen.
    4. Move chairs and lights into formation – make sure chairs in the studio are set up neatly. Make sure there are two chairs set up for tess and guest speaker behind the computer desk. Place and point lights in the direction where Tess and the guest speaker will be sitting. If there are enough chairs, place one on each side of where tess and guest will be sitting so they can place their bags and other items (so things are kept off the table – not in view of the camera – and Tess and guest can have easy access to what they need). 
    5. Put name tags on chairs in alphabetical order by last name 
    6. Set up two (2) video cameras on tripods on each side of the room. Cards will be in cameras. Plug in cameras and put them on tripods. Click silver and red record button to record. Light will blink red on the camera itself and a counter with a red button will show up on camera screen when recording. I suggest stopping and restarting cameras on the break, because if a file gets corrupt we would only lose one half of the session.
    7. Video:  Check both video cameras regularly (every 10 minutes!).  Are they still on? Chargers plugged in? Focused on the speaker?  Is the shot framed tightly?  
    8. SKYPE attendees – we now create a group call in advance, email the link to everyone and they simply join the call when they can (no longer do we have to track them down).  Make sure laptop for skype is set up and test sound when you have the first few people one. NARIP Skype Username is NARIP02, PW: d0gf000d —- @ Emerson, Jusin typically has this set up.
    9. Set up Zoom audio recorder:
      • Plug in adapter to zoom and plug into an extension chord, then plug into a wall outlet. 
      • NEW PROCEDURE (as of October 2019) – now that we are using two lavs +  two adapters w/ the ZOOM. Turn on zoom. You may see the MIC button lit and if so, you need to push 1, so 1 & 2 light up.
      • Grab both VXLR adapters and plug them into Zoom H4n recorder by lining up the three pins. Make sure it is pushed in all the way
      • Then plug in lav mics into adapters.
    10. Place Extra Zoom on table between and as close to Tess and guest speaker as possible for best sound quality. Plug in Zoom – between this and the computers and cameras you may need to use NARIP power strip with extension cords. Do your best to make cords as out of the way as possible, but it can be hard because there are a lot of them.
    11. To record on Zoom: Make sure “1” & “2” are selected. Then press record AND play. Light will be solid red when recording. If light is blinking, it is not recording, and you still need to press play. To test this, try recording yourself, press stop and then play, if you hear yourself through the speakers it is recording properly. Be very careful about the placement of the cord, if it is kicked or moved it will likely instantly turn itself off.
    12. Set and Monitor the levels To avoid poorly recorded and distorting audio, set the levels of the mics. Clip lav mics onto T&G (Tess & Guest) and ask them to speak in a normal conversational voice. you want the levels to hit right around -12 DBs to avoid clipping. This should give you enough room in case someone does something loud like laughing, which might hit or go over 0 DBs, which could lead to clipping.
      • Use this button to change the levels
    13. One-Sheet: in many instances we have a “one-sheet” or movie poster of one of our guest speaker’s most prominent projects.  Put the poster in the frame, set up the easel, and place the framed poster on the easel. Adds a GREAT visual element to our event.

      DURING EVENT:

    14. NOTE the most important points of the discussion: did our guest speaker say something that was extra cool or useful?  Make a note and the TIME when they said it for teaser and highlight videos (most interesting, useful points).
    15. Photos: photos, please take stills: We ALWAYS need great stills of every participant, a few of our guest speaker action, and then a group photo afterward.
    16. Audio: Make sure Zoom is running (continuous RED LIGHT indicates that it’s on).
    17. When people arrive: offer them water (place a few bottles on the table near the door – bottle water is in the NARIP suitcase with equipment. Let them know where the bathroom is.
    18. A few people may bring music with them on a flash drive. Just plug their drives into playback computer and move music into their folder. If the drive does not show up, one option is to open it on your computer, or the SKYPE computer and then email it to yourself, open email and download on the playback computer – hopefully you do not run into that issue!
    19. If there is any trouble with playback or a missing song, offer to help sort it out at the break and the guest will get his time in the second half of the program – this keeps the event moving.
    20. EVERYONE: If you hear any loud noises or talking outside, either shut the door or try to find source and politely let them know we are recording and ask if they could please keep it down. If the noise is coming from a class, we are not able to ask them to be quiet (they would get mad ☺ ).

      AFTER EVENT:

    21. Stop all cameras and Zoom BEFORE unplugging or turning off. The two cameras and the Zoom all go in the same case with their cords and Zoom handle. Wrap all cords and place into suitcase with tripods.
    22. Collect all name tags and put in side pocket of suitcase
    23. If time, do video testimonials from speaker AND attendees! (instructions in folder)

      Be proactive, thank you!     

      BAG CHECK LIST:

      • Laptop BIG PW: d0gf00d
      • Laptop SMALL PW: d0gf00d
      • SAE Wifi PW: NeVe8078J
      • Skype: NARIP02, PW: d0gf000d
      • For Webinars NARIP’s Youtube login is
        • NARIPVideos@gmail.com
        • PW: d0gf00dz
        • CTRL + F11 = Full Screen (press again to clear)
        • SAE: Edgar Hernandez: 323-391 2207, 562-506-3227 CEL
        • SAE: Melissa Robertson: 562-310-3913
      •   NARIP Equipment:
        • Camera Case #1:
          • Two (2) VT 300 Tripods
          • Two ZOOM Records + power cable (only one w/ case)
          • One ZOOM handle
          • One mic stand head
          • One lens care with Q-tips package
          • Two Hand-held Cameras:
            • One Canon HD VIXIA HF R50 w/ Wifi + power cable + camera sleeve
            • One Canon HD VIXIA HF R400 – no Wifi + power cable + camera sleeve
          • Two earbud sets in owl zip-up container
          • Two RODE VXLR+ adaptersTwo RODE Go Lavalier Mics
        • Camera Case #2:
          • Canon still camera
          • Orange USB flashdrive
          • Mini zip-case w/ three SD cards
            • Six extension cords (2 white, 4 brown)
            • One grey folder w/ NARIP signs
            • One golden box w/ name tags and red scissors
            • One pink pencil case w/ pens & markers
            • One silver tray
            • One zip-lock w/ NARIP brochures
            • One zip-lock w/ NARIP leaflets
            • One green laptop case w/ Asus laptop & adapter 
            • One pack of Purple wrist bands
            • One roll of clear tape
            • One pair of blue scissors
            • One zip-lock w/ USB and HDMI cable
            • One zip-lock w/ tape & blue cloth
            • One zip-lock w/ napkins, bag of sweetener & coffee stirs, mini spray bottle of windex