Documentation Team Guidelines

Following are the roles and responsibilities for the Conference Documentation Team. At the bottom of this page are instructions on nominations for these positions.

***Deadline Extended to Friday, November 16th***

Roles and Responsibilities for Documentation Team Positions

Team Leader

  • Meet with the Training & Events Manager prior to Conference to begin preparing a plan of action for covering the Conference and gathering all needed items
  • Work with the Media Manager to design a plan for post Conference to ensure the documentation gathered is organized and delivered to EAST in a timely manner
  • Make initial contact with all team members prior to the Conference to discuss the plans and make sure everyone knows their roles and schedules
  • Meet with the Documentation Team throughout the Conference and circulating to make sure the plan is being followed
  • Update the EAST Staff on progress during the Conference
  • Update EAST Staff on the progress of the post Conference plans and deadlines
  • Other duties as needed

Media Manager

  • Meet with the Training & Events Manager prior to Conference to assist in designing a plan of action for covering the Conference and gathering all needed items
  • Work with the Team Leader prior to the Conference to design a plan of action for covering the Conference and gathering all needed items
  • Work with the Team Leader to design a plan for post Conference to ensure the documentation gathered is organized and delivered to EAST in a timely manner
  • Gather all documentation at the end of each day during the Conference to maintain organization
  • Organize all documentation during and after the Conference
  • Deliver organized documentation to EAST after the Conference
  • Other duties as needed

Photographer

  • Take digital pictures of various aspects of the Conference according to the Team Leader's plan
  • Deliver all pictures to the Media Manager and assisting in the organization of those pictures during the Conference

Virtual Reality Photographer

  • Take digital pictures of various aspects of the Conference according to the Team Leader's plan
  • Stitch pictures together to create a virtual tour of the event
  • Deliver work to the Media Manager

Videographer

  • Capture digital video footage of various aspects of the Conference according to the Team Leader's plan
  • Organize and provide all raw footage to the Media Manager

Reporter

  • Meet with the Training & Events Manager prior to Conference to assist in designing a plan of action for reporting on the Conference.
  • Report on various aspects of the Conference according to the Team Leader's plan
  • Work with the Team Leader prior to the Conference to determine questions to be asked in interviews
  • Interview various people (students, facilitators, EAST Staff, visitors, vendors, break out session trainers) attending the Conference. Most of these interviews will be video recorded.
  • Document information (name, school, age, etc.) about people interviewed
  • Document quotes that would be good to highlight in EAST promotional items
  • Deliver all written items to the Data Manager

Nominations and Submission Instructions for Documentation Team Positions

Team Leader and Media Manager

The Team Leader and Media Manager must be nominated by a facilitator. If you are interested in one of these positions, please ask your facilitator to complete a letter of recommendation including the following items:

  • Position - Team Leader or Media Manager
  • Why the nominee should be considered for the position
  • Past experience/roles for nominee that would benefit him/her in the position
  • Provide examples of organization and leadership skills
  • Days and times nominee can be reached by phone and a phone number
  • Email address of nominee
  • School Name

Please email nomination letters to conference@eastproject.org by Wednesday, November 7th.  Deadline extended to Friday, November 16th.

Photographer, Virtual Reality Photographer, Videographer or Reporter

Students interested in serving as a Photographer, Virtual Reality Photographer, Videographer or Interviewer should complete the nomination process below.

Create a nomination letter including the following items:

  • Position you are seeking
  • Why you should be considered for the position
  • Years of experience
  • Past experience/roles you have held that would benefit you in the position
  • Phone number and days and times you can be reached
  • Your e-mail address
  • School and Facilitator Name
  • (Required to be considered) Include the submission information below for the position you are interested in serving and include any required materials.

Photographer

  1. Your ten best pictures (non posed).
  2. What is time lapse photography? Do you have any experience using this process? Do you have ideas for this at the Conference? If so, please share them with us.
  3. Have you had formal training on taking photographs or do you just take them for fun?
  4. Have you had formal training working in Adobe Photoshop or another editing program? If not, what editing experience do you have (please be specific)?
  5. Provide information related to the camera you will be using at the Conference.
    • Who the camera belongs to and what type of media it uses
    • Make, Model and Battery information
    • Memory Information
    • Does it have the option to do time lapse photography?

Virtual Reality Photographer

Please submit examples of walk-throughs you have created. We need to be able to see that you truly understand how to use the Virtual Reality Development Lab and stitch images together. 

These examples may be burned to a CD or DVD and mailed to the following address or attached to your nomination email.

Attn: Melanie Ridlon
EAST Initiative
8201 Ranch Boulevard, Suite B1
Little Rock, Arkansas 72223

Videographer

  1. Provide information regarding the camera you will be using at the Conference.
    • Who the camera belongs to and what type of media it uses
    • Make, Model and Battery Information
    • Memory Information
  2. Have you had formal training on creating videos?
  3. Have you had formal video editing training? If not, what editing experience do you have (please be specific and provide the editing program you are used to working with)?
  4. Create a one to two minute candid documentary style video. This could be similar to what you would capture at the Conference or a promo video on a project your program is bringing to the Conference. We are looking for real life footage and will be looking at your editing techniques. This part of your submission must be burned to DVD and mailed to the EAST Offices by the submission deadline.

Here are technical guidelines to making your video:

  • It cannot be longer than 2 minutes
  • Do not use the auto-focus feature on your video camera
  • Make sure the sound and light come through
  • Make sure that your recording isn't time-stamped
  • Aim properly

Mailing your DVD (Please include a copy of the nomination email with your DVD)

Attn: Melanie Ridlon
EAST Initiative
8201 Ranch Boulevard, Suite B1
Little Rock, Arkansas 72223

Reporter

  1. List of 10 questions you might ask students, facilitators, staff, guests, and/or VIPs that will be present at the EAST Conference.
  2. Write and type a one page document (no bigger than size 12 font) that tells us a little about yourself, why you should be considered for this position, explain past experience that would help in this position and what EAST means to you.
  3. Create a one to two minute audition that expresses your personality and why you would be a good candidate for this position. This part of your submission must be burned to DVD and mailed to the EAST Offices by the submission deadline.

Here are some tips for making a DVD that will display your best qualities:

  • The biggest mistake people make is to sit down without any planning and just record what they are thinking. This usually spells certain doom. So think about what you want to talk about, practice it, and run it by some friends.
  • Be as creative as possible. Creativity doesn't necessarily mean you have to construct elaborate sets; just that you talk about things that are interesting and different. Tell us a story. Talk about your school, your goals, your summer vacation, anything!
  • Be as entertaining and outgoing as possible. Remember, you are going to be creating a video diary and reporting on what is taking place at this major event to a video camera. We want to make sure you are up to it so speak clearly and eloquently. Try not to stumble or pause too much, smile and come across as a natural.

Here are some technical guidelines to making your video:

  • It cannot be longer than 2 minutes.
  • Make sure the sound and light come through. This means that you have a lamp (or sun) shinning on your face and not behind you, that there isn't background noise, and that you can be seen clearly and heard clearly.
  • All this sounds obvious but it is critical that you accomplish these technical tasks or your tape will be difficult to view.

Mailing your DVD (Please include a copy of the nomination email with your DVD)

Attn: Melanie Ridlon
EAST Initiative
8201 Ranch Boulevard, Suite B1
Little Rock, Arkansas 72223

Please e-mail nomination letters and submission requirements (unless otherwise specified) to conference@eastproject.org by Wednesday, November 7th. Deadline extended to Friday, November 16th.

This page was last updated on Fri, Nov 30, 2007 at 3:01 PM | View all updates | Site Map