Event Video Recording

Broadcast and Production Services (BPS) assists in the creative development, production, and delivery of audio and video recordings for academic and social media uses. BPS is a unit within Instruction and Research Technology

 

We ask that Video Request Forms be submitted according to the following timetables:

- Live Events (M-F 9:00-5:00) - Archival and Live Stream Requests, no less than 14 days prior
- Live Events (M-F After 5:00PM and Weekends) - no less than 30 days prior. Please note that due to staffing limitations our ability to cover night and weekend events is limited.
- Pre-recorded "Produced" Segments - 30-90 days prior.
The lead time needed to create "produced" videos varies greatly based upon the scope of the project. If you want to produce a video to show at your event or distribute online, we request that you contact us at least 90 days prior to your release date to discuss details and agree upon an appropriate timeline in coordination with our team. Ambitious projects may need even more than 90 days.

Note: The following locations are better equipped for video recording. We encourage you to book these spaces when planning your event to improve the quality of the recording but it is not required.

Hamilton Hall: Martini TV Studio (122A) - Fully Equipped - Capacity 96
Cheng Library Auditorium - Partially Equipped - Capacity 107
Shea: Recital Hall 101 - Fully Equipped -Capacity 80
Shea: Auditorium - Partially Equipped -Capacity 922

1. BEFORE SUBMITTING A VIDEO REQUEST for "Live Events" first reserve your space in 25Live
   Be sure to leave an extra 60 minutes before, and 60 minutes after, your event to allow time for our team to set up and break down the needed recording equipment.
   
2. Follow this link to complete an Event Video Request .
   

Please gather the following information before visiting the form link: [TIP: You may find it useful to compile this information in a separate word processing document, then copy/paste that information when completing our form]

1. 1. Event Title (must be unique, even for recurrent series)
   2. Date and Start Time:
   3. End Time
   4. Location
   5. Basic technical requirements - For example: How many speakers would need microphones? Is there a presentation? Are there other special circumstances we should be aware of?
   6. The names and formal titles of all those appearing in order of appearance (proofread)
   7. A detailed paragraph synopsis of your event
   8. The email address of your Departmental Project Coordinator. (Who will we coordinate details with?)
   9. The email of the Department Chair and extended departmental collaborators. We must be able to contact more than one individual related to the event.
   10. You will need to attest to having secured department approval for recording and posting of the video to departmental pages
   11. The URL of any social media or web pages where the video will be posted
       
       
2. After submission you will receive an email with a Project Number, Share Folder link, and a form letter with directions for completing the Talent eRelease Form.
   Please email the form letter portion to any non-university individuals who will be speaking/performing at the event.
   We ask that Talent eRelease Forms be completed at least 7 days prior to the event. Failure to do so may result in the cancellation of your request due to staffing limitations.
   
   
3. Upload any multimedia related to the event into your project’s unique share folder as they become available: PowerPoint presentation files, programs, flyers, photos, graphics, biographies, etc. We will make use of these to improve the quality of your video. The requesting department must commit to delivering materials in a timely and organized manner. This is an essential part of our team being able to deliver high-quality videos to as many departments as possible.

A friendly reminder that we are not able to mobilize our production team without first securing a properly completed Event Video Request and Talent eRelease Formfor everyone appearing in the video. We will confirm your production will be video recorded in a separate email after securing releases. Thank you.

If you require additional information please contact Greg Mattison 973-720-3711 email form

IRT offers additional services through the Media Services division