Andover Chroniclers

          

Procedure Number: 101                                                                      Date: 26 Feb. 2008

 

Procedure Title: PLANNING THE SEGMENT

 

 


1.0    PURPOSE

 

To document the responsibilities and planning required prior to the day of actual taping in preparation for a successful on-camera interview and ultimately a successful segment.

 

2.0    RESPONSIBILITIES

 

2.1    While everyone in the Andover Chroniclers group is encouraged to recommend subject matters for future segments, the approval for go-ahead is the responsibility of the Andover Chroniclers.

2.2    The Segment Producer is responsible for

2.2.1        preparing an introduction to the on-camera segment,

2.2.2        seeking out the appropriate personnel for the proposed segment,

2.2.3        planning out the segment with the Guests,

2.2.4        instructing the Guests on dos and don’ts in front of the camera,

2.2.5        holding a dry run and create story boards as appropriate and

2.2.6        coordinating the date and time with the Segment Scheduler and the Guest(s).

2.3    The Host, i.e. the on-camera Segment Producer, if that is not the same individual as the Segment Producer above, is responsible for familiarizing him/herself with the details of the planned segment.

2.4    The Segment Scheduler is responsible for

2.4.1        Determining the availability of the TV Studio and providing possible shoot days to the Segment Producer,

2.4.2        Reserving the studio on the day finally agreed upon with the Segment Producer and

2.4.3        Assuring that a full complement of individuals, as needed, are able to support the final shoot date selected.

 

3.0    DEFINITIONS

 

3.1    B-Roll

is video footage, without audio, which enhances comments or descriptions made during the interview that later will be edited into the segment.

3.2    Segment

is the on tape captured, unedited interview.

3.3    Story Board

is a plan, summary, or overview of the segment to provide the Segment Director and crew some idea of the sequence of events that will make up the segment.

 

4.0    EQUIPMENT

 

None

 

5.0    PROCEDURE

 

5.1    A given subject matter or a specific individual to be taped for the planned segment is approved by the Andover Chroniclers and the segment is assigned to a member of the group, the Segment Producer.

5.2    In the case of a particular subject matter the Andover Chroniclers may also identify candidate individuals in support of the planned segment.

5.3    That member, the Segment Producer generates, a written, short summary of the subject and theme of the segment

5.4    The Segment Producer makes initial contact with the individuals identified by the Andover Chroniclers and/or seeks others as needed and discusses the planned segment

5.5    Based on telephone conversations or separate meetings the Segment Producer determines who is ready, willing, and able to go in front of the camera.

5.6    The Segment Producer holds at least one meeting with all – typically not more than four – participants to:

5.6.1        Describe the general studio set-up, reassuring the guest(s) that nothing is “live” therefore the atmosphere is casual and retakes are no problem,

5.6.2        Point out that everyone on camera will have a microphone clipped to his/her collar or lapel and will participate in a “sound check” before begin of the taping,

5.6.3        Advise the guests that they will be required to sign a release form

5.6.4        Determine how the Segment will be structured,

5.6.5        If the format is one of questions and answers, to develop the questions and the answers, including who answers which questions, i.e., develop storyboards or a segment plan,

5.6.6        If the format is spontaneous presentation, document who says what, when and again develop a story board or segment plan,

5.6.7        Discuss the expected length of time the segment will take and advise the guests that a second introduction and closing may be taped at the end of the segment if the segment will be shown in two parts,

5.6.8        Identify and plan for any props or B-roll inserts that are appropriate,

5.6.9        Work out the physical format for the segment, such as location of chairs, use of a table, etc.,

5.6.10    Identify assignments for writing the questions and answers, in support of generating the storyboard,

5.6.11    Agree on dates and times that the guest(s) might be available for the actual taping,

5.6.12    Go over and provide a copy of  “WHEN IN FRONT OF THE CAMERA” (see Appendix) to the guest(s), and to

5.6.13    Provide driving directions to the Andover High School and the TV Studio in particular.

5.7    The Segment Producer further

5.7.1        Reports to the Andover Chroniclers ongoing status and asks for help where and when needed.

5.7.2        Requests a date from the Segment Scheduler when the TV Studio is available consistent with the guest(s)’ availability – see above.

5.7.3        Stays in touch with the Guests, follows up on all assignments, assures that all planned activities are being executed and ultimately have been completed.

5.7.4        Determines when all is ready to go – hopefully by the agreed on date.

5.7.5        Briefs the proposed Host on the project including names and titles of the Guests, the introduction, the story boards and the script.

5.7.6        Meets Guest(s) one half hour before taping, sets a relaxed tone, reviews story boards.

5.7.7        At the taping,

·        meets with the Segment Director to review the segment storyboard,

·        alerts the Segment Director to any special requirements, such as B roll taping, and

·        works with the crew to format the stage setting.

5.7.8        Provides copies of the finished product in DVD format to the guest(s).

 

5.8    The Host, if that is not the same person as the Segment Producer, needs to participate in the above process to whatever extent is necessary to become at ease with conducting the segment on-camera.

 

6.0    GUIDANCE FOR THE SEGMENT PRODUCER AND HOST

 

6.1    It is vital to make our Guest(s) as much at ease as possible: reassurance that retakes are common and not a problem, may help.

6.2    Having created a story board, be not limited by it, instead:

6.2.1        Be prepared to pose spontaneous follow-up questions in response to the prior answer,

6.2.2        Be willing to forgo questions if time is short,

6.2.3        Assess priority or questions if time is short,

6.2.4        Allow digressions if they are relevant to the subject, and

6.2.5        Be prepared to bring the conversation back on track if it has drifted.

6.3    As a good listener, show unconditional acceptance, demonstrate empathy and be genuinely interested in the subject matter.

6.4    Vary the format of the questions, using two-part questions, open- ended and follow-up questions; pause to make sure the speaker has finished.

6.5    Keep eye contact with the guests at all times during the actual interview.

 

 

 

 

Appendix: WHEN IN FRONT OF THE CAMERA

 

  1. CLOTHING

 

Generally business or business casual wear is appropriate but do not wear

    1. reflecting jewelry around the face or reflecting bracelets,
    2. anything red: the red color bleeds on camera,
    3. a white shirt or blouse: it washes out the face,
    4. small stripes or checks or polka dotted clothing: they drive the camera crazy,
    5. dark colors because frequently the background is dark.

What’s left? Blue is safest. Solid colors generally, except red and white will work well.

 

  1. THE EYES

 

    1. When the Host introduces him/herself and Welcomes the viewer to “There is Something about Andover” and states the title and relates the Introduction to the program, he/she should face the camera.
    2. At all other times the Host should look at the Guests and the Guests should look at the Host. Do not look at the camera, even if the light on top goes on or if the camera is moved. Forget the camera –it is not there!

 

  1. THE SPEECH AND THE TEXT

 

    1. Speak clearly and, if possible, a hair more slowly, more deliberately than normally.
    2. Do not read prepared text or ask or answer questions so it sounds as if the words were previously rehearsed –even if, possibly – they were.
    3. Do not speak if someone is speaking; when any speaker finishes allow for a gap before speaking.
    4. If you need a text or question and answer outline during the segment, put it on 3x5 inch index cards. These are less conspicuous and less cumbersome than 8½ x 11 inch sheets.

 

  1. PROPS OR EXHIBITS

 

    1. Generally speaking, any items that need to be displayed will be photographed separately and then spliced into the film later during editing– this is part of the planning process for which the Segment Producer is responsible.
    2. Such items include URLs or phone numbers or email addresses that, rather than verbalizing, should be provided separately.

 

  1. CELL PHONES, PAGERS, PDAs, etc.

Please shut them off!