Preparing for Your Media Project
Preparing to work on a media project can be confusing. These guidelines have been designed to explain and simplify the process. By ensuring that we understand your needs precisely, we ensure that we can deliver the product you want at the agreed upon time and on budget.
If you don’t see the type of project you are considering listed here, please contact us.
Ready? Set! GO!
- Video
- Websites
- Special Events
Professional video production is a time intensive endeavor that requires the efforts of many experts to ensure the successful creation and delivery of your message. We will help you understand the production process so that you can be informed and involved throughout the life cycle of the production. This results in a product that effectively delivers your message in a clear and creative way.
Consultation Phase
Establish the requirements and goals of the production.
What we need from you:
- Information about the purpose, concepts, and intended audience for the project.
- An estimate of the funding available for the project.
- The timeline, formats, and other deliverables required.
What you can expect from us:
- Consultation and guidance on the effective delivery of your message or program, relative to the budget and timeline of the project.
Planning and Development Phase
Outlines the details of the consultation into a work plan, which includes a summary of the creative and content requirements, and the estimated budget and timeline.
What you can expect from us:
- A detailed estimate that outlines the work to be performed by eMAP and the associated costs.
- A short synopsis or work summary detailing the intent and content of the project.
- A production timeline summary.
What we need from you:
- Billing details. For university partners, we need a CFOAPAL.
- Sign off and approval of the budget and content summary.
- After you sign off, any changes you request to the estimate are “out of scope” and require a change order to be signed.
Pre-production Phase
Align time and resources to the production requirements.
What you can expect from us:
- Research and preliminary scripting for the project.
- Confirmation of project scheduling.
- Scheduling of all videotaping. This includes interviews and b-roll (visuals).
- If required, stock footage is sourced.
- Gather other elements required for the project such as animations or copyright approval.
- Music and audio elements are sourced.
What we will need from you:
- Direction on research and interview subjects and access to locations for videotaping.
Production Phase
Preparation plan is put into action by videotaping and gathering all production assets.
What you can expect from us:
- All the elements required by the project are gathered, including the pictures, interviews, audio, video, and any footage that needs to be purchased.
Post-production Phase
This phase begins to build the final project from all acquired assets.
What you can expect from us:
- Project Manager reviews the video footage gathered and has the video transcribed to text. The script is then edited accordingly or, in some cases, a paper cut is created.
- The Project Manager and Editors assemble the footage into a rough-cut of the final production. This rough-cut is an overall layout of the project that is provided to the client for comments or suggestions. These changes are outlined in a document for the editor to work from.
- The Project Manager and Editors assemble the fine-cut based on client's input and review of the rough-cut. Once this work is done, the client will confirm all changes and the visual images will be deemed “locked” and ready for audio post production.
- In the audio studio, the sound is cleaned up; this includes, music, dialogue, and background sound. A file is sent back to the edit suite for insertion (layback) into the final edit.
- The program is mastered, duplication is completed, and projects are archived and saved.
What we will need from you:
- Feedback on the rough-cut and approval of fine-cut of the video. Approval within the scheduled time is important as missed deadlines will affect the delivery date of your material.
Delivery
- Your final product is delivered. You will receive a follow up phone call to get feedback on your experience working with eMAP. Our goal is to deliver exceptional products that are of the highest quality, delivered on time and on budget.
Thinking about getting a website developed? Want to redesign your existing website? Check out the information below to get a sense of the process.
Preliminary Phase
Contact eMAP and set up a meeting.
What you can expect from us:
- Consultation on the scope and time-lines of your website project and guidance on choosing a URL (domain name) and server hosting requirements.
- A quote provided after the preliminary meeting.
What we need from you:
- Your vision and ideas for the website. Tell us what you need the website to do, how you want it to look, and the purpose it will serve.
- Approval of the quote.
- Your billing information (CFOAPAL for University clients and billing contact details).
Planning Phase
What you can expect from us:
- Creation of a solid information architecture (site map) as the blueprint for your website.
What we’ll need from you:
- Give eMAP’s designer links to other websites that reflect the “look and feel” you like and links to any relevant competitor’s sites, etc.
- Content: write and edit all the content you want on the site. We do not usually provide copy writing or editing services, but we can help you find someone who can, if needed.
- Media: provide us with all of your media including photos, logos, videos, animations, etc. Logos must be provided as vector files (.ai, .eps, .svg, .pdf) and all images must be high resolution (at least 300 dpi).
Design Phase
What you can expect from us and what we need from you:
- A meeting with the New Media manager, designer, and programmer to discuss the details of the content, layout, and functionality of your site.
- Designer will create wireframes for the initial layout of the website, which will require your approval. This step is optional and usually only relevant for large and/or complex sites.
- Designer creates full colour mock-ups for the website’s homepage and any other pages that have unique layouts, graphics, or functionality. You provide feedback.
- Mock-ups are finalized and you sign-off on them before programming of the site begins.
Programming Phase
What you can expect from us:
- Program the website.
- A preview of the website on a test site.
What we need from you:
- Check out the website on the test site and make suggestions for fine-tuning.
- Approval of the website on the test site before we move it to your live site.
Quality Assurance Phase
What you can expect from us:
- Final thorough check of all of the links, graphics, and interactive functionality on your website.
What we need from you:
- Examine your textual content before we upload it to your live site.
Complete Phase
We will provide:
- Your new, live website!
- Advice on your options for keeping your website up-to-date.
You may want to:
- Send out a message to the users of your website, if appropriate, to tell them about the new site.
Maintenance Phase
- Keeping your website up-to-date and fresh is very important. If you don’t have time to do this yourself, we can do it for you. Set up an account with eMAP and we’ll take care of maintaining, updating, and troubleshooting your website to keep it looking great and serving the needs of your site visitors and your organization.
Planning an event and know you'll need multimedia support? Here's what you need to know.
Planning Phase
Contact eMAP 2-6 months before the event.
What you can expect from us:
- Consultation on the multimedia options for your event.
- Advice on suitable locations since many spaces are equipped with technology.
- An estimate for equipment costs.
- Reserve the equipment you need.
What we need from you:
- Details about your event. Consider how many presenters there are, whether they have visuals such as powerpoint, whether you need audio reinforcement, and whether there will be a question and answer session.
- Consider whether you would like any portion of the event recorded or streamed live.
- After consultation, you will need to book the space through room scheduling.
Confirmation Phase
- Contact eMAP 1 week before the event to confirm that your needs are still the same and that the room hasn’t changed.
During the event
- We’ll provide the equipment and technical support required for your event.
