Frequently Asked Questions

Client Portal:

• All quotes and invoices in one place with all projects listed and invoices available to download
• Stripe Payment Gateway for all invoice payments and transaction history
• Project lists for mulitple bookings, including checklists, file uploads and access to recordings upon event completion
• Support Hub, including hints and tips, templates and a helpdesk for any queries

Packages:

See the ‘Prices’ page for a breakdown of the 3 packages available.

You will receive the following:

• Technical management of your live event
• A full multi-camera program recording video in 1080p25 of the whole show, including cameras, videos, presentations, remote callers graphics and overlays and any other media you would like to include.
• Separate video & audio files of each individual camera angle (in 1080p25) and each individual audio channel (in 48khz) for further editing/socials/future projects/legacy
• A polite, professional 4-person crew dressed in Event Capture UK branded uniform
• An online portal to manage all the information, payments and invoicing for your bookings

You will need to consider the following:

• Venue choice, booking and access
• Your event timing and schedule
• All branding materials – logos, presentations, backgrounds, pre-recorded videos and interviews, lower thirds’ names and job titles/session names
• Staging, props and additional lighting
• Run of Show and Scripting
• Management of in-house venue screens, sound systems, lighting rigs (although we can plug into these systems, for example sending a video feed to an in-house large projector instead of using the 80″ TV, or plugging the sound desk into an in-house sound system instead of using our PA system)

Our packages are standardised, designed drawing from over 10 years of live event experience and refinement and while we know not every event will require all the equipment listed, we include everything on every booking to simplify the booking process.

 

By making unified products we can fix prices at a competitive price and offer reliable consistency on every project – which we’ve found clients value more than anything else.

 

You do not need to use all the equipment on every job, but there is no price difference for not using it.

 

A reliable, consistent offering is best for live technical production, and our reputation is dependent upon it.

Once you have submitted initial details about your proposed event on our Customer Portal, we will return an estimate to you, which includes the day rate at your chosen package level as well as transport and accommodation fees, as required on your project.

If you are happy with this, we will move the estimate over to a formal invoice, and you are able to pay the fee directly in our customer portal via Stripe Payment Gateway.

 

Bookings are not confirmed until the invoice is paid in full, and we require payment in advance due to the nature of the product: once a live event or livestream is delivered, there is no timely recourse in the unlikely event of non-payment.

• Any transport or accommodation fees are sunk costs and not elligible for refund.
• Any Event Capture Package fees are eligible for 50% refund up to 7 days before the event start date.

We are confident that this product is very competitive and as such, no discounts are offered on the fixed prices shown per 10-hour day.

By fixing the price and the package, we make it easier for producers and event planners to budget their events, offering consistency and a swiss-army-knife of tools for them to realise their creative direction.

Broadcast-ready Blackmagic cameras are included with the package. For Town Hall packages 3x of these will be ‘locked off’ on tripods, usually a venue wide shot from the back of the room, a stage mid shot from halfway down the room and an audience shot at the front lip of the stage, with 1/3 of the shot stage, and 2/3’s of the shot audience.

One Camera will be operated by the Camera Operator during the live show. They are on wireless comms with the Director and follows a zoomed-in shot of the main action, be it a single speaker at a podium, a walk up to stage, or a couple speaking on the stage, for example.

• Videos are recorded as h.264 1080p25 .mp4 70Mb/s in REC709. We usually record to SSD’s on site and hand those directly to the client that day.
• Audio is recorded as 48khz 24-bit .wav
• Presentations, Videos and other media for the project are stored on our Google Drive folders for 3 months after the event date, when they are deleted in line with our data protection policies

We can provide the following to interface with any venue systems:

 

• Video – 1080p30 HDMI or SDI cable at either the stage left position or our PPU position
• Audio – 2x XLR’s providing stereo audio at either stage left position or our PPU position

We bring an entire system ourselves so that we can ensure fully working kit, familiarity and consistent high quality. To make this work, we need the following from the venue:

• Power: 13A Type G (UK Plug socket) power at Stage left and at the Portable Production Unit position. We can accept 16A single-phase blue Schuko connection at PPU if required. Cameras and Lights are all mains powered, and so access to more Type G plug sockets around the space is preferred.
• Internet: Wired RJ45 uncontested public-facing internet of not less than 30mbps download and 30mbps upload with <15ms ping. This can be either DHCP or a fixed IP address provided ahead of time. We bring a router and create our own private network downstream of this connection.
• Access: Rolling access (no steps or staircases) from the loading bay to the portable production unit position is essential. Our equipment is efficiently packaged into wheeled flightcases to speed up setup, reliability and ergonomics of operation.
• Security: All equipment must be separated from public access and demarkated from audience access. If equipment is left overnight it must be in a locked, secured premises with adequate security in place.

We carry the following company insurance:

• Public Liability Insurance: £5 million
• Professional Indemnity Insurance: £1 million
• Employers Liability Insurance
• Equipment Insurance

We are registered with the Information Commissioner’s Office in the UK and our data protection policy is available on request. To summarise:

• All information is held on secure, encrypted, password-protected servers and is accessed by named individuals
• The sharing of project information is managed via our Customer Portal, which requires login and creates an audit log of user access
• Most project information is deleted 3 months after the event date. Master Program records, invoices and communications are held on record as part of our audit trail
• Information held on individuals or companies can be requested by them at any time in writing via info@eventcaptureuk.com

We can provide our operational H&S policy as a pdf as part of our compliance pack, which is available from the Customer Portal resources section.

Our company health & safety policy is available on request in writing to info@eventcaptureuk.com