Production Elements
Rundown- Once you’ve decided on how you plan to present your information, the next step is to organize it into a time line or "rundown" This outline is an estimate of how the program time will be spent, allotting specific blocks of time for specific segments (see sample rundown). It’s important to create a time line that’s realistic. Don’t try to cram too many different elements into a show, and be prepared to fill in extra material if a segment takes less time than planned. This becomes much easier if you segment the videoconference into relatively short blocks of time which can be added or deleted. Careful planning will help you make optimal use of precious air time, but remember, this is LIVE TV. Flexibility will save the day when the unexpected happens.
Pacing- Even the most interested viewer has difficulty concentrating for long periods of time on a static image. Keep your videoconference lively by adding, graphics, pre-taped "field" segments, and interactivity. Although you need to keep the show moving along, remember to keep graphics up long enough for your audience to take notes.
Graphics- Graphics are pre-rendered video pages of text and/or images that highlight or illustrate key points in a presentation. Graphics visually reinforce the most important points in a verbal presentation; they also give presenters a break from being "on camera" for extended periods of time. NYN can transfer images and slides onto a format compatible with our production equipment, or we can create them from scratch.
Note: The time NYN production spends creating graphics, and, consequently, their cost to you, can be lessened greatly if you take the time to prepare them beforehand. With direction from NYN a client can prepare their own graphics using Microsoft PowerPoint. PowerPoint is a presentation software package that many of our clients use to create their own graphics.
Graphic Guidelines
Layout Size
- Aspect should be 8½ by 11" landscape sheet of paper.
- Allow 1" margin on all sides.
Composing your Graphic
- Keep your graphic simple. Allow for a font size of at least 24pt.
- Don’t clutter your graphics.
- Use colors that are easy to read
- Make sure your background color and text color contrast.
- Combine charts and graphs where necessary.
Words of Caution
- Keep your graphics legible and concise.
- Don’t go overboard - your graphics should be an enhancement to your
- presentation, NOT the presentation itself.
Interactivity - No matter what form it takes, fostering interaction is extremely important in ensuring that both viewer and presenter come away with a "positive" videoconference experience. Remember, a typical NYN videoconference is set up in a one-way video, two-way audio configuration. Your audience will be able to see and hear you, but you will not be able to see them. Therefore, that you’ll need other ways to gauge their interest and understanding of the material being presented. The most common form of interaction is via telephone, however, more and more videoconferences are incorporating faxed-in questions into their Q & A segments as well.
Venue- Most NYN videoconferences originate in one of our studios in downtown Albany, New York. The studio can comfortably accommodate up to seven people on camera at one time. If the format you choose requires you to use more space, special arrangements can be made. Just remember that such accommodations require special planning and extra time.
Teleprompter- You may want to script certain parts of your videoconference, such as opening and closing salutations, introduction of guest speakers, and program transitions (lead-ins to breaks and Q&A segments). This ensures that important information such as job titles, dates and titles of upcoming events, etc. will be conveyed accurately. Teleprompter copy should be prepared using ASCII text format. It is best to provide the Network with the prompter script before the day of the show.
Character Generator- This piece of professional equipment adds text in an assortment of fonts over whatever else is displayed on the video screen. Your program title, closing credits, the name supers that appear on the screen to identify speakers - all are created by this machine. It can also be used to display important telephone numbers and identify the sites from which "live" phone calls originate. All the copy for the character generator should be prepared before you arrive for scheduled production.
Video Roll-ins- A roll-in is a pre-taped video segment which is incorporated within the body of a "live" program. A roll-in allows you to: demonstrate something that cannot be done "live" or in the studio; show how an agency or individual uses a technique or performs a task in the "real world"; include an event that took place at another time or place; or include a guest who was unable to schedule a "live" appearance. Inclusion of one or more roll-ins in your videoconference can greatly enhance your presentation, but they require careful planning and can be expensive. If you are considering this option, be sure to discuss it with the NYN staff as early as possible.
ELMO- ELMO is an overhead camera with direct input to the studio control room. It can be used effectively for displaying photos, charts, forms and transparencies, as well as three-dimensional objects, or for writing or drawing diagrams as part of a presentation. It is simple to operate and is usually manipulated by the presenter.
Scan Converter- A device that allows the output from a computer to be displayed cleanly on the air. If your presentation requires use of a computer, please let NYN know as early as possible.
Taping- You will receive a master copy of your videoconference on a tape format that will permit you to make high-quality copies of your show. You may also receive a maximum of ten VHS copies of your videoconference to take home immediately if you prearrange for this to be done. NYN will assist you in identifying vendors to make additional copies after the videoconference.
Toll-Free Phone Line- NYN has a toll-free phone line that can accommodate up to five callers at the same time. After a short wait on "hold," during which they are able to hear the program on the phone, participants are able to speak directly with studio participants and can be heard clearly over the air. Your agency should designate two people as "telephone operators" during the interactive portions of your videoconference.
The following simple "phone rules" should be emphasized to both site facilitators and participants, and should be strictly observed, since they will make a difference in the quality of the interactive portion of your show.
- don’t use a speaker phone
- shield the call-in phone from the TV monitor, or make sure the volume on the monitor is turned down when the call is on the air
- speak clearly, directly into the mouthpiece
- if put on hold, be attentive, listening for the moderator’s cue that it is your turn to speak
Special Considerations - Funding sources and/or program content may make it necessary for yournvideoconference be either captioned for the hearing impaired, or include a sign language interpreter. If you require either of these services, please inform the Network as soon as possible, so that we can help you arrange for them.
In rare instances, circumstances may dictate that a special guest or presenter participate from a site other than an NYN studio, or that a certain receive site send a video signal to be mixed into your program. With adequate preparation time, such accommodations can often be made. Again, ask early.
The Production Team- Watch the credits roll at the end of a television broadcast, and you’ll get an idea of just how many specialized jobs go into creating this type of show. Your production team will consist of you (perhaps other designated members of your organization), and NYN’s production personnel. Onthe next page, you’ll see how your responsibility as primary producer, fitsinto the overall videoconference picture.
Catering- If your event is scheduled near lunch or dinner time, you may want to consider providing food and drink for your presenters. NYN will be happy to recommend or arrange for this service.
