I have but 1 condition that is not up for debate:
The things I help film go online for all to see, unrestricted and for free.
That means things like a pay wall, requiring registration or similar nonsense to view the video is not allowed.
The norm is Youtube or Archive.org but feel free to suggest your own preferred platform. You're free to turn on Monetization in Youtube, but it's my experience that the money you earn this way is quite insignificant.
I want whatever any other volunteer is getting. Typically that's things like a con shirt, stickers, swag, etc., as appliccable.
Depending on how free in terms of standard ticket price your conference is, I may also ask you to cover some or all of my costs. For (mostly) free conferences I'll happily pay everything myself, but if you charge more than what I consider a minor fee I will request that you chip in for at least some of my costs which, depending on your con, may involve one or all of: travel costs (car fuel, boat trip and/or plane ticket), highway vignets, hotel stays and parking - all of which I'll provide a copy of the relevant receipts for. Regarding the hotel room, dependant on the situation I might request for additional days so I can play tourist in the area and/or for the room to be booked as a double when my girlfriend chooses to join me.
If I consider yours a non-free conference, I will also ask you to pay a €50 per track per day equipment fee which I use to maintain my rigs. I will provide you an invoice for that fee.
To determine if I can come and film your event, I will need some idea of when you want to put it on. Phrases like 'Preferably a friday in May, or possibly June' work really well for that. I'll get back with options and we take it from there. If you've already set a date when you first contact me there's a much higher chance I'll have to decline. Note that if you plan your con during the week not immediately before or after a weekend it'll be harder for me to agree as your 1-day con will result in me not being in for work for at least 3 days.
I operate on a strict
first-come, first-serve basis. I also assume that cons repeat every year, so if you pick a date where historically a con I film would be happening but they didn't officially announce their new date, I will contact that con's organizer to ask them to either claim that date or give it up for you. Since I possess multiple rigs, we might be able to arrange something whereby I setup a room, train your people in operating the rig(s), run off to film a different event and return later to pick up my kit again and start working on editing, but obviously this is a bit risky.
It takes me roughly an hour to set up a single track. I greatly prefer to do setup the day or evening before the event, but failing that I'll be at the doorstep of the venue EARLY the next morning to ensure things got set up properly. I'm expecting you to arrange the times with the venue that we have access to the room(s). If we set up the day before the event, having some way to lock the room is preferred.
I'm expecting you to arrange either with the venue or a third party that a projector will be available. This projector accepts either HDMI (preferred) or VGA but is always capable of projecting an image provided to it at a resolution of 1920x1080.
I'm also expecting either you or the venue to arrange something of a lectern or table onto which the speaker can set his/her laptop and on or within which I can place the various bits of hardware needed to get the image from the laptop to both my rig and the projector. All my hardware is powered from the rig so I will not need a power socket within the lectern/table, but the presenter likely will.
When the venue is small it might not be required to have the speaker(s) use a microphone. In this case each of my rigs has at least an omnidirectional microphone to properly record the room. If however you do arrange microphones for the speaker(s), either via the venue or an external entity, this signal will invariably go through a mixer and I will want to connect to one of its outputs so I, too, can get clean room audio. I can plug into the mixer either via XLR or a Jack plug. Note that the mixer must not be placed more than 8m away from my setup due to cable lengths. I can bring extra XLR if needed, but this MUST be agreed upon before-hand.
I will need a single power socket, European standard Type-F, from which I will power all my bits. My rig consumes no more than 300W. If your country uses different sockets, I might ask you to provide a converter per rig.
I will need a table to set up on. Anything over 1m squared will do.
When I fly to your conference, I might bring my mobile rigs. This is saves costs as it allows me to bring hardware for up to 2 tracks using only carry-on luggage, but it also means that some of the bulkier bits need to somehow be provided by you. These bits are, per track:
- An HDMI monitor capable of a resolution of 1920x1080, with power- and HDMI cable.
- A tripod. Higher is better. The Velbon VideoMate F series is cheap (€60-ish) but quite good.
- A standard PC power supply unit capable of delivering at least 350W, with power cable, and made after 2015. Specifically, it must have a 24-pin ATX power connector, a 4-pin CPU power connector (often labelled as a '4+4' 8-pin CPU power connector), 2 SATA power connectors and 1 big Molex connector. When in doubt, tell me the make and model of the PSU you're considering and I'll tell you if it'll work.
- OPTIONALLY a power strip so the 2 power cables mentioned above can be plugged into a single wall socket.
Running a rig is a 1-person job, and that person will not be very busy. When there's just 1 track that person will be me.
When your conference has multiple tracks, you should have at least that same amount +1 volunteers assigned to operate the rigs, with me free to roam and make sure any issues should they arise are swiftly dealt with. This way I'll also be able to edit the talks immediately after they've been given, meaning you'll be given the videos sooner.
The best people for the job of running the rig in a track are those with an actual interest in the talk itself, as in most cases this person can for the most part sit back and enjoy the talk. People with an interest in film/video/media but without any affinity for the talk subject will be bored out of their skull.
Every single one of my rigs is capable of live-streaming what it's recording, but it must be the same format as is being recorded. What this is means is that for reliable streaming I will require a wired
network connection that's capable of sending a sustained 10mbit/s stream of data to the internet. I'll also expect you to provide the network cable.
Setting up an event in youtube to live stream to is an easy process which I've detailed here
If you worry your bandwidth might be insufficient, or not consistent enough, don't
. People rarely remember a smooth stream but they most certainly will remember a choppy, flakey one, or one where the audio is decidedly poor. Plus, if I'm not busy running a track I can edit out a talk in about 5-10 minutes, upload it to youtube, have them chew on the file for a few minutes and done! Talk online in, typically, about 30 minutes depending on network upload speed. For most cons that's more than sufficient.
One interesting option that exists is for a rig in one room to live-stream the talk there privately to an overflow room. This can be very useful for dealing with popular keynotes. All it requires is a suitably configured nginx server (an it's a lightweight process - a single Raspberry Pi can handle the load) and a network-connected laptop, whose audio output is amplified into the room, with VLC installed on it, running the lectern of the overflow room.
In terms of ownership, I believe the videos to be your property and as such want them to be in your possession as swiftly as possible.
I expect the videos to become publically available soon. Usually that means within 3 months, but we can decide on a longer wait period. You're allowed to use the videos in any commercial setting you see fit, including hosting them on a paywalled or registration
required 'premium' site, but the exact same videos MUST ALSO
be available publicly, unconditionally and for free at the same time. See also the Conditions section of this page.
Obviously, when a speaker doesn't want to be recorded, we will not do so and I'll either not upload the video, or only share it privately with the speaker(s) in question allowing them to decide what to do with it, which can be to delete it (optionally providing them with an off-line copy so they might learn from their experience), publish it anyway or publish it at some later date when, for instance, a responsible disclosure has occurred.
Most conferences want their videos on youtube and choose to either make me a so-called 'brand manager' allowing me to upload directly to their channel from my own account, give me the credentials to their account so I can log in as them or they themselves log me in to their youtube account on my laptop. For the latter 2 cases, changing the account password once my uploading is complete will terminate my session and, thus, my access to the channel. No hard feelings. I upload the files as Unlisted, meaning you need to know the URL to be able to view them. You can then release them to the public (or choose not to) as and when you see fit.
For archive.org I will simply upload the files there and inform you of the location. Note that archive.org will take a day or 2 to make so-called 'derived files' (thumbnails and other formats of the same media) but the originals that I'll upload will be immediately ready for playing, straight from their web player. Unlike youtube, who will re-encode the uploaded file for you, archive.org will never modify the original. Since the original was made in a time-constrained setting it's been poorly compressed and as such will not play well off of archive.org's web player. I will need to re-encode the videos myself, which takes about 75 minutes for a 50-minute talk, before uploading.
If the above-mentioned options are inadequate for you to gain possession of the video files, I can put them on my google drive and give you access to them that way, but I will be expecting you to download the files from there promptly.