Production Guides · 8 min read
Plan Your SF Tech Week Event Content
An event content plan begins with what someone who was not in the room should understand afterward. Put that decision in the brief before choosing cameras or asking for a recap.
Give the finished material one job
A product explanation, a record of a panel, and a sponsor recap need different coverage. Write down the intended audience, the idea they need to understand, and the next step the material should support. Then rank the must-have moments against that job.
An illustrative brief might prioritize a founder explaining one workflow, a direct screen recording of the demonstration, and the speaker's answer to a customer question. Crowd footage can establish the room, but it cannot replace those explanations.
- Name the primary audience and publishing destination.
- Rank essential moments before optional atmosphere footage.
- Identify simultaneous moments so the scope can cover them deliberately.
Put capture windows in the run of show
An interview is not a task to fit into whatever time remains. Agree on a room, a subject, and a start time with the host. Include setup, access, and the subject's route to the next session. A quiet interview window matters as much as the camera choice.
When a demo and a panel overlap, decide which moment matters more or scope separate coverage. One operator cannot monitor a stage recording, move across the venue, and conduct a meaningful interview at the same time.
Name the person who owns the audio feed
The venue's PA system and the crew's recording are separate jobs. Ask who can supply an appropriate feed, what connection and channel layout are available, and when the crew can test it. Recording a loudspeaker from the back of a room is not the same as recording the speakers clearly.
Plan how questions from the audience will reach the recording. If the moderator repeats a question or a runner supplies a microphone, agree that process before the panel. Include a backup recording and someone who monitors it when the session begins.
- Venue or AV contact, connection type, and test window.
- Microphone plan for panelists, moderators, and audience questions.
- Separate interview room, ambient-noise check, and backup capture.
Record a demo so the viewer can follow it
Capture the screen directly with readable interface scale and sample data. Record the presenter for context, then keep enough of the original run to show the starting state, action, and result. Agree how a failed run or waiting time can be edited without changing what the product did.
Check display permissions and sensitive windows before recording. Close notifications and avoid customer records, API keys, or private tabs. A host's permission to film the room does not automatically authorize publishing everything on a presenter's laptop.
Agree on recording boundaries and review
List off-the-record sessions, restricted screens, and people who must not appear. Ask the host how attendees are informed and how speaker and interview permissions are handled. These are production-planning tasks to resolve in the agreement, not a promise that signage alone settles every permission.
Name the approver for each asset, a route for consolidated feedback, and the first delivery deadline. A clip that waits on several uncoordinated reviewers can miss the conversation it was meant to support. Scope versions, captions, formats, and revisions before promising a publishing sequence.
Send a brief a crew can execute
The template below collects the event date, location, priority moments, overlapping sessions, audio contact, interview access, restrictions, deliverables, and approver. Leave unknown details marked as unknown so the producer can resolve them with you.
Send the run of show with the brief and identify the first deadline. Sunlyte can review the capture choices and availability before a written scope confirms the crew, delivery, and cost. The blank resource is ungated and can be copied, downloaded, or printed.
Copy the Event Media Brief
An ungated, blank template. Mark unknown details and confirm scope, permissions, availability, and delivery with the production team.
# Event Media Brief Blank production-planning template. Confirm scope, permissions, availability, and delivery with the production team. ## Event and purpose - Event name: - Organization: - Event date(s) and local timezone: - Public event link, if available: - Venue / location (mark private or unknown): - Host and on-site decision-maker: - Audience for the finished material: - What should someone who missed the event understand? - Publishing destinations: ## Schedule and priorities - Load-in / setup / test access: - Run of show: - Essential moments, ranked: - Simultaneous rooms or moments: - Optional atmosphere footage: - Subject/interview names and agreed windows: - Quiet interview space and access contact: ## Sound and screens - Venue / AV contact: - PA / microphone plan: - Recording feed, connector, and channel layout: - Audio test window and monitoring owner: - Audience-question recording plan: - Backup recording: - Demo device, screen-capture owner, and test window: - Sample inputs / offline requirements: - Restricted screens and notification controls: ## Recording boundaries - Host authorization and attendee-information process: - Speaker/interview permissions to confirm: - Off-the-record sessions: - People, conversations, or screens that must not appear: - Publication restrictions and rights to confirm: ## Delivery and review - Deliverables, purpose, duration, aspect ratio, and captions: - First delivery deadline and local timezone: - Later delivery deadlines: - Named approver for each asset: - Review window and consolidated feedback contact: - Technical/product-claim reviewer: - Requested versions and revision scope: - Budget guardrails, if known: - Unknowns to resolve before the proposal:
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