Conference 2009

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Documentation Team

Documentation Team Leader

Click to enlargeHey everyone!

I'm Ashley and I am a senior at Lakeside High School in Hot Springs, Arkansas. I am excited to be the Documentation Team Leader for the 2009 EAST Conference. This is my second year in Lakeside's EAST program. I have worked on projects for the Susan G. Komen foundation, the Hot Springs National Park Service, and Lakeside School District. My focus in EAST has been SoftImage XSI. When I'm not in school or working, I enjoy reading, hanging out with my friends, and amateur photography.

I was a reporter on the Documentation Team last year. This year, as team leader, I will work with Melanie to ensure that this team provides great documentation of the 2009 EAST Conference. With the theme of this year's conference being This is... MY EAST, we think it would be interesting to provide a more personal one-on-one view of what goes on in EAST and at the conference. We have also talked about being able to compile our footage, photography, and VRDL into a polished Conference 2009 video.

I ask anyone who is interested in reporting, editing, using the VRDL, capturing video or photography to apply for the Documentation team. Trust me, it's worth it. We will have a great time, and you will be an integral part of making Conference come to life for those who cannot be "on the floor". I can't wait to work with all of you, and I hope our enthusiasm will make this Documentation Team the best ever. --Ashley

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.

TEAM MEETING: All team members will be asked to attend a team meeting at the Little Rock EAST Office. The tentative date for this meeting is January 22-23, 2009. If you are not within driving distance, please apply for the team and we will work around this requirement if you are chosen. Thank you!!

Roles and Responsibilities for Documentation Team Positions

Video Production Manager

  • Communicate with the Training & Events Manager, Team Leader and other team members on a regular basis prior to the Conference to develop a plan for covering the Conference and gathering all photography related items
  • Attend the mandatory meeting at the Little Rock EAST Office to assist in the design and implementation of a plan of action for covering the Conference 
  • Work with the Training & Events Manager, team leader, and other team members to design a plan for post Conference to ensure the documentation gathered is complete, organized and delivered to EAST in a timely manner
  • Must understand copyright laws (music and video)
  • Compile, edit, name, and organize all videos at the end of each day during the Conference
  • Keep reporters and videographers focused on the team goals that are to be reached each day 
  • Provide all videos on CD or DVD to the Training & Events Manager by Thursday, March 5 before leaving the Conference. 
  • Video editing skills are a plus
  • Other duties as needed

Photography Manager

  • Communicate with the Training & Events Manager, Team Leader and other team members on a regular basis prior to the Conference to develop a plan for covering the Conference and gathering all photography related items
  • Attend the mandatory meeting at the Little Rock EAST Office to assist in the design and implementation of a plan of action for covering the Conference
  • Work with the Training & Events Manager, team leader, and other team members to design a plan for post Conference to ensure the documentation gathered is organized and delivered to EAST in a timely manner
  • Compile, edit, name, and organize all photographs at the end of each day during the Conference 
  • Keep photographers focused on the team goals that are to be reached each day
  • Provide all photographs on CD or DVD to the Training & Events Manager by Thursday, March 5 before leaving the Conference. 
  • Create photo collages if requested 
  • Create a final video with time lapse photographs of booth setup and break down
  • Photo editing skills are a plus
  • Other duties as needed

Photographer

  • Communicate with the Team Leader and other team members on a regular basis prior to the Conference 
  • Attend the mandatory meeting at the Little Rock EAST Office to assist in the design and implementation of a plan of action for covering the Conference 
  • Take digital pictures of various aspects of the Conference according to the team's plan 
  • Deliver all pictures to the Photography Manager and assist in the organization and editing of those pictures during the Conference

Virtual Reality Photographer

  • Communicate with the Team Leader and other team members on a regular basis prior to the Conference 
  • Attend the mandatory meeting at the Little Rock EAST Office to assist in the design and implementation of a plan of action for covering the Conference
  • Take digital pictures of various aspects of the Conference according to the team's plan 
  • Stitch and convert images to create a virtual tour of the event (may need to finish the final product after Conference)
  • Deliver final tour to the Video Production Manager on Thursday, March 5 if possible. If this will need to be finished in the following weeks after Conference, submit a plan to the Team Leader and Training & Events Manager with a proposed date for delivery.

Videographer

  • Communicate with the Team Leader and other team members on a regular basis prior to the Conference 
  • Attend the mandatory meeting at the Little Rock EAST Office to assist in the design and implementation of a plan of action for covering the Conference 
  • Work with the team reporters to capture digital video footage of various aspects of the Conference according to the team's plan 
  • Develop transitional effects prior to the Conference that will be used in the final production of the videos
  • Edit footage and produce final videos based on the team's plan (some work may be required after Conference)
  • Organize and provide all raw footage to the Video Production Manager on Thursday, March 5th if possible. If the final videos will need to be finished in the following weeks after Conference, submit a plan to the Team Leader and Training & Events Manager with a proposed date for delivery.

Reporter

  • Communicate with the Team Leader and other team members on a regular basis prior to the Conference 
  • Attend the mandatory meeting at the Little Rock EAST Office to assist in the design and implementation of a plan of action for covering the Conference 
  • Create a number of sample scripts before the event to be used when in front of the video camera at Conference
  • Report on various aspects of the Conference according to the team's plan
  • Work with the team prior to the Conference to determine questions to be asked when reporting
  • 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.) on those interviewed 
  • Document quotes that would be good to highlight in EAST promotional items
  • Develop press releases to be uploaded to the Conference website as well as other media outlets
  • Deliver all written items to the Team Leader before leaving the Conference on March 5th

Nominations and Submission Instructions for Documentation Team Positions

Video Production Manager and Photography Manager

Both manager positions must be nominated by a facilitator and also include a one page letter from the student. If you are interested in one of these positions, please complete the following:

Facilitator Letter of Recommendation - please include:

  • Position - Video Production Manager or Photography 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 (preferably during the school day) and a phone number 
  • Email address of nominee 
  • School Name 
  • Facilitator name and email address

Letter from the student - This document is a typed, 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, what formal training do you have in editing, what editing programs are you familiar with, etc. Don't forget to include what EAST means to you following the theme "This is...My EAST."

Please email nomination letters to conference@eastproject.org by Wednesday, December 3rd.

Photographer, Virtual Reality Photographer, Videographer or Reporter

Students interested in serving as a Photographer, Virtual Reality Photographer, Videographer or Reporter 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 with days and times you can be reached 
  • Your e-mail address 
  • School and Facilitator Name
  • Facilitator email address
  • 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 digital 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. If mailed, they must be received no later than 5pm on the submission deadline in order to be considered. Sorry, no exceptions.

Attn: Leadership Team Committee
c/o 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. Explain the importance behind copyright laws. Tell me what you know about these laws and where can you find details on the laws that exist. 
  5. 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 received at the EAST Offices by 5pm on the submission deadline to be considered. Sorry, no exceptions.

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 
  • Remember sound quality is important
  • Show some transitions and effects that you have created
  • 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: Leadership Team Committee
c/o EAST Initiative
8201 Ranch Boulevard, Suite B1
Little Rock, Arkansas 72223

Reporter

  1. Provide five (5) sample scripts that you might use before reporting on a specific aspect of the Conference. For nomination purposes only, please choose 5 of the suggested topics featured here
  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 video 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 received by 5pm at the EAST Offices by the submission deadline to be considered. Sorry, no exceptions.

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 audio, 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: Leadership Team Committee
c/o 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, December 3rd.

 

 

 

 

 

 

 

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