List out what to do for video recordings

cards/video-recordings.md

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+---
+feature-key: video-recordings
+category: video
+---
+
+# Video Recordings
+
+## Description
+
+Recordings of all talks on stage.
+These should be published later on video platforms such as YouTube, Vimeo or similar for consumption.
+
+## Categorisation
+
+Type:
+
+Implementation difficulty: medium
+
+Appropriate decision time: budgeting early, detailed plan 2 months before the event
+
+## Why?
+
+Video recordings allow people to watch the talks again after the conference finished.
+It is a good resource as material for the topic of the conference, gives the speakers more exposure to a wider audience and can act as promotion material for the conference.
+Making video recordings available for free makes it possible for people who cannot otherwise attend to get access to the discussed topics and ideas.
+
+## How?
+
+Video recordings should be provided by (semi-)professionals.
+Good video recordings can take a significant amount of time and effort.
+
+Video recordings need to be provided on site.
+Some venues offer video recordings as extra services.
+Other venues might give you access to the available audio/video equipment for use by your own video crew.
+
+If possible visit the venue early and clarify these questions.
+If hiring an external video crew connect them with the venue technician.
+
+In the video recording contract clarify video editing & cutting services, expected delivery times, licenses.
+We recommend the [CC BY-SA license](https://creativecommons.org/licenses/by-sa/2.0/).
+
+Prepare required data:
+
+* Schedule in computer-readable format
+* Speaker names
+* Talk titles, descriptions
+* Intro/outro slides, event logo, sponsor logos
+
+Make sure to get consent from all speakers to be recorded and published.
+
+_Note: this might require a signed form from all speakers._
+
+## Effort
+
+This feature requires medium effort.
+This will require finding a video recording supplier. The video crew will know the requirements, which needs to be communicated with the venue.
+If services are provided by the venue all required hardware setup should already be there.
+
+Early planning makes it go smooth.
+
+## Plannabilty
+
+Easy to plan if you communicate early with both the supplier and the venue.
+Ask fellow organisers for trusted suppliers.
+
+## Budgeting
+
+It is a fixed cost, make sure that your pessimistic ticket sale estimate covers it completely.
+
+Price is often in the range of 2000-4000 Euros per day, per event room.
+
+## Hidden Things
+
+The recording is most of the time the simple part.
+Cutting and editing the videos can be very time consuming.
+That's why, if possible, it's best to hire a (semi-)professional supplier and pay them to do the job.
+Good quality videos are a valuable resource.
+
+## Tasks and Time Frames
+
+### Getting a quote
+
+Get a quote and requirements from a supplier, along with a commitment date.
+
+When? As early as possible, before budgeting
+Suggestion: 4 months before the event
+
+### Schedule goes to the supplier
+
+Give your schedule skeleton (speaker names,  talk titles and descriptions) to your supplier.
+Prepare intro/outro slides or hand required material (event logo, sponsor logos, sound files) to the supplier.
+
+When? Last month before the conference
+Suggestion: 2 weeks before the event
+
+### Confirm hardware shipment
+
+Confirm with the supplier that additional hardware is shipped in time (e.g. video camera, cables, ...).
+Make sure this material is transported to the venue on the date of the event (or the day before).
+
+When? Last month before the conference
+Suggestion: 1-2 weeks before the event (shipment takes time)
+
+### Recording Setup
+
+The day before the event or early on the day of the event the video crew should have access to the venue.
+Clarify if the venue technician is available for the setup.
+Professional teams can be ready in less than 2 hours.
+If the service is provided by the venue it might not require setup time at all.