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Hybrid Event Success Part 3 – The Process

Hybrid Event Success Part 3 – The Process

November 24, 2023
Matthew Byrne
For-A-Cause Events

Hybrid Event Success – Part 3 The Process

Pre Production

Pre-Production is going to be the heaviest part of your process. This is the part where you do the most planning effort to ensure you are set up for success.

A picture is worth a thousand words, as they say. In pre-production you will need to think through and plan all of your camera shots. The goal of this phase of your process is to create a detailed shot list and layout. Book a time to go to the venue with a good still camera and one or two volunteers to stand in for your speakers.

We will often walk around the location with the client to take shot tests. This will be a reference that you use throughout the pre production process.

These shots can be shared with partners and stakeholders as a visual reference that will help communicate your vision.

Next, create a shot list and story board. This is a handy tool that allows you to layout how your cameras will be set up and shot. You can use this document to communicate graphics placements, confirm general composition of your frame and track continuity between camera shots.


Once on site for the production it is critical to do Camera Rehearsals. These allow you to create a short thirty-second to one-minute test. Upload these to a shared location so that you can conveniently give your clients and stakeholders access. Use s a stand in to show what the final shot will look like.

Our eyes will adjust for light levels and colours in the room. Just know that you need to be more intentional for your cameras. Using your shader rack and a skilled operator can colour balance each of the cameras to match exposure, colour and focus. This is known as camera chipping.

Investing in  a DSC labs chip chart will allow you to use the international standards for camera colour balancing.

The goal in your production phase is to make sure you have the best, high quality footage available for post production. No matter how skilled an editor you have, if the footage is not matching colour, poorly composed or of general low quality, the post production process will ground to a halt.

Post Production

In post production all of this comes together. This is where you edit or cut your footage together, add graphics and get final sign off from your client. Make sure you have a progressive review tool available to allow you and the client to exchange notes and feedback.

The traditional image of an editor in a suite with a director over their shoulder, drinking coffee thorough the late hours of the night just isn’t plausible anymore. Editors, you and your client will all be remote.

Think through what systems you are going to use for footage traffic. How is the footage being sent between editors, graphics and source? Tools like MASV data transfer, WeTransfer and other dedicated systems are designed specifically to move large amounts of Data, like the sizes you would be dealing with on Video Footage. Sharing apps like Dropbox, Box and SharePoint are not designed to handle transferring those size of files and can become extremely costly.

There are great tools available in the market  for footage review. and Vimeo Pro have hosted note review tools that allow your team to click directly in the video playback to add notes, highlights and track revisions.

We always like to send a progress or assembly cut to our clients to make sure they see something in progress. This step is designed to make sure they see the overall story of the footage, make sure continuity is correct and that all presentations are in the right order.

Finally, add in your graphics and finishes and send to your team for final review. Again using or Vimeo Pro will allow the team to add their final thoughts on the video before final delivery.

We are thorough believers that nothing can be done without the right people, right technology and the detailed process that ties it all together.

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