How To Organize A Live Event With Live Broadcast Team And System Integration. Onye Ubanatu

Live Event and Broadcast Integration 101.

Broadcast team and systems integration is a major part of my design line items whenever the responsibility of designing and producing events (concerts, award shows, festivals, etc) drops on my table.

I have worked extensively and gained massive experience in video production, multi-cam directing, and high-end photography both locally and internationally, and currently, In my growing years of designing, and producing events, concerts, award shows, campaign rallies, and festival productions, experience has taught me that it is one thing to design and curate a beautiful event for people to come to have an amazing experience but also it is another thing to factor in a design that will accommodate those that will be watching the live event at home or on the move with their mobile devices. This aspect of a holistic design approach is a major concern and a must-do for me.

Let's take a look at a common occurrence with some event experience. I have attended an event that looked so good but when we switched to what was being broadcasted live, questions started to pop up; "Errrrr is this the same event we attended?" The reason is, the design of the event did not factor in or accommodate the audio/visual documentation and broadcast team and systems.

Here are some pointers I have had to develop to integrate the media, visual documentation, and broadcast team for a holistic event experience.

1. Your floor

Your floor plan isn't complete without factoring in-camera positioning, and other needs that a media or broadcast team will require, so to be able to do this, the next one will help.

2. When you get into planning and preparation mode, it is important to work with an event media/broadcast integration consultant. I have done consultations on different projects prior to the event and helped clients map out a plan and plots, also factoring signal capabilities depending on the areas and this gave the client the opportunity to address the broadcast and media team from a place of strength and clarity. During my work and consultation on the Coronation of the Olu of Warri, where the major part of the coronation event happened on an Island, several trips back and forth before the broadcast team arrived became a priority for me and this helped make the entire process for both our official media team, the team at Channels TV, Arise TV and more a beautiful one. Another reason this is important, there is what I call curated safety visual content or camera angles. When the event is on, anything can happen because it is live. So when the unexpected starts to happen let's say on stage, to protect the image of the event, we know what to cut to or cue in. This is then discussed and created ahead of time.

3. You must be ready to make several calls and meetings to and with the confirmed (official media or broadcast partners or vendors. Knowing what their needs are on time will save you a lot of stress.

4. Your overall design from decor, to the stage, crowd control, buffet stand, security, branding, etc, should not stand in the way of the visual line of sight of the broadcast cameras. Those who are watching at home, or from different places via social media will love to enjoy and be part of the entire emersion experience without getting too many distractions. Have you watched a live event on your TV or device and you can barely see the person speaking because those standing to exchange pleasantries kept walking in front of the cameras? We have also seen situations where security plans excluded official media or broadcast teams from where the main action was. It is important to factor this into the design.

5. Factor broadcast loading-in needs into your logistics design and plan. As part of the planning process, I always factor in a suitable control room, position, or OB (Outside broadcast) van/truck into our design. This is a major item to tick. When you do have your site or event venue inspections, be sure to ask for these from the owners of the event location. If it is an outdoor event, please be sure to scout for proper access. Broadcast companies like DStv, MultiChoice Group, TVC COMMUNICATIONS, etc for example (that's if you are working in Africa, Nigeria) might show up with trucks or vans that may not fit into your parking space so a pre-sourcing will help you manage this beforehand. If they can't get access to suitable positioning, this might affect their time to set up. So please don't forget to factor their needs into your logistics design.

6. A specific meeting for broadcast integration is very important. Before the day of the event, request a meeting between your consultant, team, and the media or broadcast partners or vendors. I usually make this a priority because you can not underestimate the experience and value these guys will bring to the overall event design and production process.

7. Never get tired of the back and forth that comes with changes here and there. This can be overwhelming as you get closer to the event but with the right consultants and team, you should be fine. Be prepared for several calls and virtual meetings. This should be a priority.

8. On site, be soft, but be ready to enforce certain rules as to placements, positions, etc. In most cases, you may not get the chance to do the above meetings due to certain factors. For example, your client might be the organizing committee, and then the chairman of the day or the governor of the state decides to send the state broadcast team on the morning of the event. When this happens, in some cases, some will stroll in on the day of the event with heavy equipment which can then distort your decor aesthetics or overall plan so be ready to say "NO!" to some of the last-minute alterations, but let it come with "I have a solution to that." In most cases, while listening you might see reasons to accommodate some last-minute changes based on these last-minute ideas. it is entirely up to you and your consultant but prepare to be soft, tough, and sweet at the same time.

9. Build relationships with them. In most cases where you are not the direct engager of the broadcast company, building a relationship with them is a fantastic thing to do because you will be seeing them at other events you will be working on. Also, I have seen situations where our broadcast partners became a major helping factor with certain information we never thought of and this saved the day.

10. Be a little extra on the day of the event, please, be sure to at least send food and water to the team.

11. In all you do, focus on the overall goal. To have a win-win situation for you, your client, and the broadcast team must be the goal.

Thank you for taking the time to study this. Please do let me know what your thoughts are in the comment section and please be sure to share this with your community. Somebody will need this. I look forward to working with you in interpreting your vision into an event experience. Please take a moment to see what I have been up to with event design and production.