Selecting and working with a production company

Due to the current global health emergency, we strongly encourage you to consider online events instead of in-person in 2020. For more information, please refer to our online events handbook.

WPCS has some identified vendors when it comes to production companies, however, you may want to work with a local vendor who speaks your language. That’s great! If so, here are some suggestions as to what to look for with a production vendor. Broadly, the scope of work for a production company will include the following: 

Pre-production (getting ready for WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more.)

  • Scheduling time with speakers to help them get prepared, checking their audio and visual quality, and walking speakers through what will happen during their talk. 
  • Working with room moderators and explaining how moderation tools work.
  • Receiving graphics and presentations, and preparing them for the live event

Production (hosting WordCamp)

  • Managing the online event and ensuring that everything goes smoothly
  • Loading and running presentations and slides

Post-Production (delivering to WordPress.tv)

  • Edit and add titles, cleaning up any issues
  • Encode to spec
  • Upload to WordPress.tv

To secure a quote from your vendor, it is important to share the following information: 

  • Dates and times of your WordCamp
  • Number of days and tracks you are planning on
  • Estimated number of speakers

Questions that you will want to ask include:

  • What platform do they recommend you use and is it fully accessible? 
  • Will they cover all of the services listed above? 
  • How many people will be dedicated to your WordCamp?
  • Does the quote include captioning? 
  • What graphics and slide requirements do they have? 

When you are ready to move forward with a production company, please request a quote or estimate, and use that to inform your budget. WPCS will sign the quote after the budget has been approved. 

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