What an on-site editor needs from the venue

An on-site editor needs a proper place to work. That means a table, a chair, safe power, a way to move files from the cameras and permission to be there. Asking the venue early is easier than finding a corner on the day.

This guide lists what to confirm. For the full plan from filming to playback, see how a same-day event edit is planned.

The workspace

• A table and a chair. A laptop, a card reader and a drive need flat space. A side table is not enough.
• A location near the action. Close to the audio-visual (AV) desk or screen operator makes handover and playback easier.
• A reasonable place for sound. The editor needs to hear the film. A spot away from speakers, or with headphones, helps.
• Light and ventilation. A dim, hot room slows the work and the equipment.
• Security. Ask whether the space can be locked, or whether someone watches it while the editor is away.

Power

Ask for a power socket within reach, and ask who can arrange it. A laptop, drives and a charger can draw more than one socket. Long cables across walkways can be a safety problem, so ask the venue where cables may run.

The venue’s rules decide what equipment may be used and where, so ask before the day.

Moving footage to the editor

The cameras record to memory cards. Someone has to bring the cards to the editor, or the editor has to reach the cameras. Decide:

1. Who moves the cards. A crew member, a runner or the editor.
2. How often. After a segment, or at fixed times.
3. Where the originals stay. A copy should always exist before a card is reused.

The video storage and transfer calculator helps you estimate file sizes and transfer time. Transfers that depend on the venue’s network need a backup plan.

Access and rules

Venues often have their own rules for filming and for outside suppliers. For example, the KL Convention Centre guidelines ask for advance notification of commercial filming, and camera positions and cable runs are coordinated with the venue. Other venues will have their own rules, so ask for them in writing.

Also ask about loading and set-up times, parking, passes for the crew, and any restricted areas. The venue filming questions checklist lists more.

Who to ask, and when

Send these questions to the venue’s events or operations contact as soon as the editor is confirmed. Ask for the answers in writing, so everyone works from the same list.

If you can, visit the venue with the editor or look at the floor plan together. Ten minutes at the AV desk often settles where the laptop sits, where the cables run and who to call if something fails.

Before the day, ask for the name and phone number of a venue staff member on duty that day, so the editor knows who to call if power or the network fails. Put the number on your run sheet as well.

What the editor needs, in one list

If none of this is possible, a later delivery may be better. See next-morning delivery versus an on-site same-day edit. Our same-day event edits page describes the service, and the same-day edit deadline planner helps you plan the timing.