Production Process & Workflow

This guide covers HTW's end-to-end video production workflow, from pre-production and on-site capture through post-production, delivery, naming conventions, and distribution. It is the primary reference for videography partners working with HTW.

Table of Contents

• Pre-Production
• Production
• Post-Production Workflow
• Delivery and Naming Conventions
• Distribution
• Appendix

Note: Ensure the end product is accessible via phone and can be produced in paper format.

Team

• Live Capture Content (Video + Photo): Run with a single agency + support.
• Producer: (Coming soon)
• Social Media: (Coming soon)
• Audio: TBD based on location and videography needs.
• Editor(s): May be broken out between videography and specialists. Ideal same agency.
• Specialists: For reels, video chapter outlines, tags, etc. *Maybe under the agency.
• Social Marketer: *To be separately staffed by HTW, but open to the agency.
• Email Marketer: *Separately staffed by HTW.

Key Tools and Links

• Google Drive → Main Sheet, Storage
• Socials → LinkedIn, Instagram, Twitter (X), Youtube
• Sprout Social → For analytics

Nomenclature

HTW General = Video and content for HTW on whole e.g. recap video of the entire week. HTW Hosted Event = Event led and put on by HTW the organization or with sponsors. HTW Community Event = Event led and put on during HTW by company / community, not HTW.

Pre-Production

Owner: Various pending specific task

• Review Official HTW Calendar & Deliverables, Finalize SOW: July

  • Decision of which events to shoot (photo, video, or both)

• Review Folder Setup: July

  • Ensure folders for each event are properly linked and documented

• Craft initial drafts for the scripts / structure for the general recap videos: August

  • What do we want to capture in it?

• Gather for all HTW sponsors, speakers, partners, event hosts, venues: August

  • Speaker names, titles, orgs (limited to 50 characters max)
  • Headshots and relevant photos (high-res, labeled)
  • Speaker and Org Social media handles
  • Logos (in pre-determined format / sizing)
  • Sponsor & Speaker Asset Collection
  • If applicable - Logos (vector format, 1:1 + horizontal)

• Collect all titles / company names from people: August

  • Limit the title length of companies.
  • If their title is over X characters in total, they need to be abbreviated.

• Introduce video team to the relevant sponsors, panelists, and speakers: August

  • Pull people from the event - do you have 2-minutes to talk with this guy about Hawaii Tech Week.
  • Do you have 5-minutes to talk to our videographer?

• Contact with their social media teams + set cadence, ensure joint following: August

  • We will tag you on videos, get commits for them to repost and tag us on videos and content they put out related to HTW.

• Work with Design to create backdrops for any projectors: August

• If decks or video, collect one week in advance of the start of HTW: September

• Interviews and B-Rolls: September

  • Ensure sponsors and other key figures are scheduled for interviews at either the opening ceremony or another event.

Production

Owner: Editorial Team

Videography team to be responsible for all activities related to shooting the video and includes the following key tasks:

• Setting up equipment: Cameras, lighting, sound equipment, and other necessary tools are prepared and tested.
• Filming: Capturing raw footage based on the script or creative direction.
• On-location work: Activities such as managing the set, directing subjects, and handling logistics.
• Live adjustments: Making real-time adjustments to lighting, sound, or camera angles to ensure optimal quality.
• Data management: Backing up footage to ensure no data is lost during the shoot.
• Selects (Live): Producing select content (photos, raw reels) to be posted real-time / immediately after to social media and included in daily recap.

Photography Guidelines

Recommended Shots for Each Panel or Event

• Have them shoot raw (e.g. CR3) and JPEG on their cameras. Convert CR3 to DNV. DNG is universal and great for storage.

• Headshots - Prior to the Event

  • Color Schema
    • Color
    • B&W
  • Size (see more)
    • Full body
    • Three-quarter
    • Half-body → used for desktop version on site, marketing.
    • One-quarter → used for mobile version on site, marketing.
  • Themes
    • Smile
    • Serious
    • Shaka / Goofy

• Group Speakers Shot - Prior to the Event

  • Either at the front of the room or the side room / wall prior to the event. Videography team to ensure proper lighting and backdrop.

  • Themes

    • Smile
    • Serious
    • Shaka

  • Panel - Close up of panel as a whole, smiling together for thumbnails on video in YouTube (done at the very beginning of panel). For example, when they're sitting down on the chairs prior to speaking, get a photo of both the entire panel, right in front from various angles, and, get a photo one by one of each one.

• Panelist & Audience Coaching

  • Speak into the mic, hold it up to the chin.
  • When speaking, look at the crowd and not just the moderator.
  • The audience should fill up the front seats first - ask the crowd.
  • If there is a Q&A session, a mic should be provided to the questioner. If a question is asked without a mic, the moderator should repeat it prior to whoever answers it responds.

• Shots - Panel & Speaker Events

  • Of each person speaking, direct (face-on) shot at their level (not side angle).
  • Looking at crowd - from back, front, and side
  • Looking at speakers - up from floor
  • Close up of each speaker talking → Speakers in action
  • Behind / side of the speaker (over the shoulder)
  • Behind the camera - catching the camera capturing the speakers.
  • Crowd reactions
  • Slides - both from camera with speaker + virtual camera

• Shots - Mixers & Socials

  • People mingling
  • Sponsors
  • Portraits / Headshots

• Shots - Interviews

  • Walking/B-roll
  • Direct-to-camera clip
  • With sponsor backdrop
  • Portraits / Headshots

• Slides

  • For keynote speakers like Guy Kawasaki using slides, ensure there is a photo of each slide for things like recaps, etc. Get the slides from them.

Videography Guidelines

• For speaking events: 3 cameras. Wide shot, side shot, another camera. Virtual camera on presentations if applicable.
• Ensure some panning into speakers.
• For video, just MOV. Shoot 30 frames.

Audio Guidelines

• Target no write errors the entire week. Do files panel by panel to reduce the chance of corrupting a file and make organization easier by panel.
• Capture in high quality WAV and back up nightly.
• Zoom Pod / Track 8 and soundboard capture, fallback lav mics optional. Zoom Board + The other is a sound board. Pod track 8, Regular 3.5
• Steinberg Suite e.g. Nuendo & Cubase, or similar suite of tools, for audio to video.
• Depending on setup will go SDI
• If they get more technical, they can run the live camera. (?). Camera that sends the wireless signal back to the board.
• Audio files used for processing by videographers, but also used for generating transcripts, creating Notebook LM podcasts, blog posts, etc.

Metadata & File Standards

Metadata is added to each video and photo and should include the following:

• Date
• Time
• Event Name
• Speaker(s)
• Location
• Photographer/Editor
• Camera Type
• All photographers set the serial count to x0001 prior so there's uniformity across events.
• Dates formatted as YYYY-MMDD-HH-MM-SS.
• Cameras set to the same time zone (HST) with time formatted HH:DD:SS using the 24-hour clock / military time e.g. 17:31:59.

Crisis Protocols

• If a card is corrupted: log footage lost, flag immediately, and provide a mitigation plan.
• If an event is missed: notify HTW, mark for coverage, and provide a mitigation plan via testimonials or alternate content to be produced at no additional cost.

Important Notes

• Begin processing of audio + video for each event shot that day that night so processing isn't delayed for weeks.
• When converting to DNG or other formats of raw for record keeping, created dates must stay the time where the photo was taken.

Post-Production Workflow

Owner: Videography Team / Editors / Specialists

Videographer works from SSD, pushes the cloud files to the cloud, and ultimately retains a copy of everything on the external drive, including both the files pushed to the cloud and the large project and raw files which don't go in the cloud. Every photo should have the original version e.g. DNG, and for every video (including reels, mids, full), include the raw / project files.

• Videography processing and additional review should begin during the week and finish as soon as possible after.

• Spreadsheet of all final video assets & titles for review:

  • Link to video file, title, video description, tags, captions
  • Difference in Youtube vs other format description (???)

Centralized Posting Folder All social-ready assets (captions, videos, thumbnails) stored by day: /SocialMedia/YYYY-MMDD/

Approvals & Posting Workflow

1. Editor or Specialist prepares caption, video, filename
2. Social Marketer reviews and finalizes
3. Asset scheduled or posted via Sprout Social or native apps

AI-Assisted Editing Toolkit

Use AI-assisted tooling to speed up editing while keeping quality control with human review.

Photos

For AI color correction and fast enhancement workflows, recommended tools include:

1. Adobe Lightroom (AI-enhanced auto features)
2. Fotor
3. Luminar Neo
4. Photoshop Elements (Auto Fix)
5. Let's Enhance
6. Topaz Photo AI

Videos - Reels and Reformats

• Produce reels with Premiere Pro, CapCut, Wisecut, Opus, or a human video editor.
• Resize videos (for example, horizontal to vertical) with Adobe Premiere Pro Auto Reframe.

Output Standards

• Ensure all reels include captions.
• Ensure all videos include a thumbnail image and caption copy.

General Reels, Promos, and Recaps

• These are done before and after HTW, and handed off to HTW.

Daily Event Selects

These are stills from each HTW captured event during the day. Include one 30-45 second light edited reel from each event.

• For HTW Hosted Events, select stills plus 1 raw reel posted for each event post.

  • Photos and video selects can be done immediately with AI.
  • Posted to LinkedIn, Instagram, and X.

• For Community Hosted Events, event hosts capture, post, and tags us so we repost so we do not need to manage editing. In the future, we'll look to have a partnership with a videography firm who we channel the work to.

These are placed into the respective folders for the event.

Note on when to use Color vs BW photos: Use color when color looks good. It should be used when something in the scene brings out the color. If it doesn't look good, use B&W.

Daily Recap Reel

Video / photo reel created to recap the day.

• Titled HTW YYYY Day 1.
• Compiled by videography team or specialist / social marketer.
• Handed to the social media person / file folder. Marked in punch-list.
• During the session, the social marketer will push photos taken on the iPhone to social media accounts.
• ALL VIDEOS TO INCLUDE TRANSCRIPT / CAPTIONS?
• ASAP, by latest EOD, the Social Marketer will take the selects (and ideally a reel), and push them to social media.
• Key videos to include as reels or mids during the week
  • Key Takeaways
  • Quote from the Event
  • Mix and Match
  • Pull Quote from the Reel
  • Post the Short

Event Videography - Photos & Videos

• All videos to include transcript / captions (Coming soon — confirm standard with team)
• Tracking sheet (Coming soon)
• Video + Audio goes to processing immediately so there's not a delay.
• The FINALS and the MIDS are used to do a longer "Recap" of the panel the week after HTW, and provided to the sponsors.
• Camera work should actually be done e.g. pan in on people.
• The REELS are fed into HTW socials (discuss cadence).
  • Placed into spreadsheet as well with link (?)
  • Video + Audio goes to processing immediately.
  • Title Review
  • Caption Review
  • Hashtag Review
  • Vertical shorts for all relevant channels
    • All videos should be formatted vertically less the full / mids (?)
• The FULL is placed on Youtube and pushed via email / social.
• Make determination to cut or keep Q&A in Youtube videos.
• Final videos should be 1-3 GB per hour of video. Raw videos are of course larger.

Other: All Raw and Source Files

All raw and source files, including photos, project files, design assets, etc, and the Finals folders to be provided via SSD as part of the final file handoff. Please see the file delivery structure and naming conventions below. Videography team responsible for delivering this following delivery of finals and organization.

Generate transcript using Otter.ai or another service. / All RAW stills, converted to DNG, properly cataloged/renamed.

Delivery and Naming Conventions

Delivery Methods

1. ONLINE: Online delivery of all final assets to the folder provided by HTW. These are delivered according to the dates on the SOW.

2. SSD / HDD: The second is the delivery of all assets (finals + all other files e.g. raw and project files) to via SSD / HDD. All above in ONLINE DRIVE plus Raw Files.

All file types should all be standardized

Delivery Communication Protocols

• Anytime files are passed off, please send and mark sent. Everything should be passed off via email. When something is uploaded, an email / notification log accompanies it.

Folder Structure and Naming Convention

Folder Structure for Asset Delivery

YYYY_MMDD-HHDD_eventName

• YYYY_MMDD-HHDD_eventName_PHOTOS_DNGRAW → SSD
• YYYY_MMDD-HHDD_eventName_PHOTOS_SELECT → Cloud + SSD
• YYYY_MMDD-HHDD_eventName_PHOTOS_FINALS → Cloud + SSD
• YYYY_MMDD-HHDD_eventName_VIDEOS_BROLL → Cloud + SSD
• YYYY_MMDD-HHDD_eventName_VIDEOS_REELS → Cloud + SSD
• YYYY_MMDD-HHDD_eventName_VIDEOS_SHORT → Cloud + SSD
• YYYY_MMDD-HHDD_eventName_VIDEOS_MIDS → Cloud + SSD
• YYYY_MMDD-HHDD_eventName_VIDEOS_FULL → Cloud + SSD
• YYYY_MMDD-HHDD_eventName_VIDEOS_PROJECT → SSD
  • All raw files / Project Files e.g. Motion, etc. DaVinci or Premier / Raw (Source Finals)
  • Motion
  • Graphics
  • Audio
  • Video Stills
  • Scratch
  • Fonts
  • Exports
  • Images
  • Old Project Files
  • Scratch → Autosave
  • B-Roll
  • Draft Assets
  • Final Assets
    • Assets e.g. thumbnails, bumpers, etc, included in this folder.

File Naming Convention

File Naming Convention (Standardized & Script-Friendly): YYYY_MMDD_HHMM_eventName_mediaType_role_camID_seq.ext

Field Definitions:

• YYYY_MMDD: Date of capture (e.g., 2025-0910)
• HHMM: 24-hour timestamp (e.g., 1345 = 1:45 PM HST)
• eventName: camelCase name of event, max 12–15 characters (e.g., deepTech)
• mediaType: PHOTO, VIDEO, AUDIO, TRANS, PROJ
• role: 4-char shooter/editor ID (e.g., ALEX, MICA)
• camID: 4-char camera identifier (e.g., CAN1, BMP4)
• seq: 5–8 digit zero-padded serial number (e.g., 00001, 00023456)
• ext: File type (.DNG, .MOV, .SRT, .MP4, .PRPROJ)

Example File Names: 2025-0910_0930_deepTech_VIDEO_ALEX_CAN1_00001.MOV 2025-0910_1930_deepTech_PHOTO_JANE_FUJ2_00025.DNG

Need to account for locations: EVENT NAME_LOCATION_HTW_ORIGINAL FILE NAME" _PHOTOGRAPHER

Finished video titles should include their dimensions.

Distribution

Owner: Social Marketer / Email Marketer

Write a social media plan overview. Link to detailed social media plan. Please see the HTW Marketing Playbook

Content Posting During the Week

HTW Hosted Events

• Short recap of each HTW event with ~5 photos that goes on LinkedIn, Instagram, and X.
• 1 raw reel per HTW event. Pull Quote from the Reel, Post the Short on Instagram, Twitter, LinkedIn, Youtube.

Community Hosted Events

• Retweet / repost of each event that we're tagged in across our socials. Quote repost if possible with something fun e.g. "Excited to see these AI students breakout at HTW".

Post Week

HTW Hosted Events

• Longer recap of each HTW event — a short clip captured during the event and a longer recap video post-event.
• LinkedIn recap of each event. 5-10 photos and a few paragraphs each.
• Twitter recap of each event. 5-10 photos and a few paragraphs each.
• Instagram recap of each event. 5-10 photos and a few paragraphs each.

Community Hosted Events

• Continued repost of each event that we're tagged in plus testimonials from people.

Continued Posting

• Based on the content marketing calendar, push out full videos, reels, and other unique context mixes on a weekly basis following the event.
• Push full panels to YouTube with title, thumbnail, tags, transcript
• Run a carousel or photo thread per major event on LinkedIn
• Create testimonial posts using AI transcript quotes
• Publish speaker media kits as tagged stories (if pre-approved)

Appendix

Video Packaging Guidelines for Socials e.g. Youtube

To be verified annually for best-practices.

• Thumbnails → Videography firm or social media marketer
• Description and SEO → Generate with OpenAI
• Links to social profiles → Pull from the Master Sheet
• For each video you need speaker photos, titles, etc
• Each speaker gets one social media tag / one website
• Generating transcripts (Otter.ai)?
• Summary: AI (?)
• Timestamps & Hashtags: e.g. Balu (Fiverr)

Video Thumbnail and Bumpers

Video Information

Title

Name the video after the panel.

Description & Info

<Insert description of video> Learn more at https://www.hawaiitechweek.com.

Mahalo to <Sponsor Name> (https://sponsorurl.com) for their partnership in hosting the panel.

📺 Watch and Subscribe Hit subscribe for more content on tech, innovation, and entrepreneurship in Hawaii.

🤙 Hawaii Tech Week Join Us: https://hawaiitechweek.com LinkedIn: / hitechweek Instagram: / hitechweek X Link: <TBA> Youtube: <link>

🎙️ People & Orgs Name 1, Title, Company, <Social Profile or Website>

📋 Outline / Video Chapters 0:00 <insert chapter titles>

#tech #hawaii #hawaiitechweek #hawaiitech #htw