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-184150-23653800CTC Annual Conference 2019Audio/Video Presentation GuidelinesThe deadline to request audio/video support or content is 5 p.m. Monday, May 6Deadline to submit content to the CTC Communications Team is 5 p.m. Tuesday, May 28If you would like to employ video in a business session presentation or one of the worship services during the 2019 Central Texas Annual Conference Meeting (June 9-12, a.d. 2019) or if you have other audio/visual (A/V) requests, please review the following requirements and guidelines. Videos or A/V requests submitted that fail to meet these requirements will not be considered for inclusion during AC19. Due to the AC19 business meeting being very tight, it may not be possible to accept all requests for video submissions – nor can we guarantee that videos will be played as scheduled (or at all) due to unforeseen scheduling changes, though every effort will be made to accommodate. Contact Dr. Clifton Howard (cliftonhoward@817-877-5222) for AC19 agenda requests and questions.You must alert* the Central Texas Conference Communications Team via email by 5 p.m. CDT, Monday, May 6 if you plan to use video in your presentation or have other A/V needs. (*content doesn’t need to be available by May 6, this deadline is to just let us know that you plan to use multimedia during AC19)Please see below for more specific production and receipt of content deadlines.To make an A/V or video request for AC19, please send an e-mail to vancemorton@ and include the following information:A/V RequestsWhen and where will your event take place? (Arlington Convention Center, Sheraton Arlington, First UMC Hurst, or other? (If other, please provide location details)What equipment do you need – microphone (how many), speakers, video playback, audio playback, screen, internet access, laptop, projector, other______________? Do you need physical technical support during your meeting or can your team run the equipment? Requests for Original Video ContentIf you would like to request video production services from the CTC Communications team, those requests must be received by 5 p.m. May 6. Submissions will not necessarily be considered on a first come – first served basis, but the earlier the request is received the better. Any requests must include the following to be considered.What is the approximate target length of the video?Who is your primary target audience?What is the message of the video (i.e. if the viewer remembers one thing, what would that be)?How does the video support the WIG?Is this an interview style (news) or a scripted narrative (screenplay)?Do you already have some existing video or photo assets?Are the interviewees and/or actors already lined up?The CTC Communications Team has very limited availability leading up to AC19 but will make every effort to accommodate each properly formatted and submitted request. If the CTC Comms Team cannot provide assistance, a list of preferred vendors will be provided.(continued on next page)Pre-Produced Video SubmissionsIs the video intended to support a presentation during a business session, a worship service, a meeting or gathering separate from the business session/worship services or is it a stand-alone promo video?What is the estimated length of the video?When do you expect the video to arrive at the Central Texas Conference Service Center (CTCSC)? – see below for deadlines and accepted formats.Presentations & Videos must be received by Tuesday, May 28.If you would like to post the video, PowerPoint and/or other content for download (PREFERRED method of delivery), the content needs to be available for download by 5 p.m. May 28. Please send download instructions via email to vancemorton@ and julianhobdy@. If you would like to share via Dropbox or another file share, please email that request to vancemorton@ and julianhobdy@.If you are sending a hard copy on a DVD, external hard drive or flash drive, the content should be mailed to Vance Morton, 3200 E. Rosedale St., Fort Worth, TX 76105, in time to arrive by May 28. Please include return address if you would like the video or drive to be returned following the event. An email to vancemorton@ alerting him that content is on the way is appreciated but not required.Please ensure your video does not exceed the total allotted time for your presentation. Please include a listing of all the content on the storage device or download site. If there are multiple files on the drive or site, please call out which files and/or video(s) on the drive/download site you intend to use, and a runtime (how long) and out-cue (how the video ends) for each.Please send a loose script of when you plan to call for the slides, graphics, video(s) in your presentation.Please note that the Central Texas Conference may post your presentation, images and/or video(s) on its website for viewing and/or downloading and use by our local churches following the event unless specifically requested otherwise. Such requests need to be sent to the director of communications in writing (hard copy or email) at vancemorton@ Video formatting tipsVideos must be encoded in one of the following formatsH.264 MPEG4QuickTime The screens at all the Arlington Convention Center are widescreen (16:9). As such, all videos should be submitted in the 16:9 widescreen format whenever possible. Videos sent in the 4:3 square-pixel format, while usable, have the risk of distortion and will not play full screen.If possible, please encode and send video in the full HD resolution size of 1280x720 (HD 1920x1080 is also acceptable, but not optimal for the ACC systems). The minimum resolution size that we can accept is 640x360.Any graphics or name keys edited into the video need to employ a readable font (we suggest Arial, Arial bold or Trebuchet 24 pt or higher) If the font is too small or thin and judged unreadable by the CTC Communications team, the video will be re-edited and standard CTC fonts will be used (time permitting). ................
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