Development Process - Spring 2018
Logistics
Logistics
(Items in bold affect other departments)
- Create Spring 2018 digital structure
- Create Spring 2018 Gantt Chart
- Create Spring 2018 GSite
- Create Spring 2018 GCalendar and populate with hard dates
- Meet with Mike Smail and Kathryn F. to determine key dates
- Create master Kavli Gsite
- Meet with Production to fix the review dates toward the end of the lecture creature period so they account for Dr. Schrag's April 10th visit - and to modify the Gantt Chart task language to make the expectations clear.
- Create a multi-day itinerary for the speaker and staff
- Create a lecture timeline for staff
- Work with Development and marketing to create a shot list for the photographer
- Create info sheet for box office staff and facilitators, and deliver it
- Obtain recent speaker bio and press photo
- Obtain lecture summary
- Coordinate and attend January Shrag Meeting
- Create Partner Event Planning packet - work with Kathryn - could be GSite section!
- Talk to Maloka Science Center about whether they'd be interested in rebroadcasting their Spanish language translation of the lecture. (This will involve a considerable effort on their part)
- Coordinate Dr. Schrag's April 10th visit
- Coordinate with Zooniverse to involve relevant citizen science engagement before and after the lecture.
- Coordinate speaker's flight details
- Coordinate speaker's hotel details
- Review and confirm bundle installation, domecasting, and audio instruction sheet.
- Choose person to introduce speaker
- Choose person to moderate questions
- Coordinate travel reimbursement
- Change MOU and VRMOU to better reflect our expectations and deliverables
- Confirm Date/Time (both lectures)
- Confirm rehearsal date with speaker
- Talk to Dr. Schrag about obtaining a few clips from his other lectures to be used as promotional material.
- Submit a marketing plan request - Include all requested assets for Adler marketing purposes as well as partner materials needed. Please send through the lecture summary and any Zooniverse tie-ins when the request is submitted.
- Submit event sheet request for both lectures
- Submit request for photographer
- Create "Kickoff Meeting" agenda and send out invitations
- Create "Celebrate and Debrief" meeting agenda, and send out invitations
- Participate in Review #1
- Participate in Review #2
- Participate in Review #3
- Attend project staff review of lecture content
- Attend Tech Rehearsal #1
- Attend Tech Rehearsal #2
- Attend Dress Rehearsal
- Take stock photos of the design process for Kavli or future media use
- Send out bi-weekly summary of work completed to core team, and executive team
- Explore the possibility of selling any books or merchandise that relate to the speaker.
- Solve the problem of attendance during the daytime show.
- Set tickets aside for Michelle Larson and her family
- Change and finalize audience phone survey
- Determine how to collect accurate attendance counts for Kavli
- Send out weekly summary of work completed to core team, and executive team
- Post-Lecture question moderator should plug Zooniverse
Production
Production
(Items in bold affect other departments)
- Work with speaker to determine lecture outline, and break it up generally into scenes
- Identify models or scenes that require special attention (like Turner's Soup Can)
- Identify special coding features that may not have a visual representation, but have a significant back-end presence. (I.e. memory efficiency, file structure, new Uniview coding techniques)
- Identify any audio requirements beyond microphones (i.e. special effects, pre-recorded narration, music)
- Talk with Alex Grizwald to see what resources can be borrowed from the Harvard climate change exhibit.
- Design Lecture Section #1
- Design Lecture Section #2
- Design Lecture Section #3
- Mail 360 camera to speaker so that they can capture 360 lab photos
- Incorporate picture of speaker and their workspace
- Include a graphic at the end with the URLs for Zooniverse projects, and an invitation to join them. (graphic provided by design team)
- Add smartphone survey graphic at end of show - include that it's a smartphone survey, and the 'http://" (graphic provided by design team)
- Section #1 review
- Apply Section #1 review notes
- Section #2 review
- Apply Section #2 review notes
- Section #3 review
- Apply Section #3 review notes
- Kavli Project Staff opportunity to review content
- Apply Project Staff review notes
- Dr. Schrag Visit for lecture review
- Apply Dr. Schrag review notes
- Domecast lecture to the Johnson theater, OR to a workstation, from the Grainger to isolate any obvious errors
- Domecast Lecture to a reliable partner like Peoria, to ensure it's working as expected
- Tech Rehearsal #1
- Apply review notes from Tech Rehearsal #1
- Tech Rehearsal #2
- Apply review notes from Tech Rehearsal #2
- Dress Rehearsal
- Provide initial show package to Project Manager along with any installation instructions - No new content after this point, but fixing/adjustment/removal of existing content encouraged.
- Provide fixed show packages to Project Manager as they are created.
- Test sound to the streaming computer
- Test 360 camera video link from theater to server room
- Test 360 camera OBS switching to YouTube.
- Test Uniview with previous lecture to ensure it's working correctly (This is because we think a windows update was pushed out recently)
- Test youtube stream for audio and video using the sound and 360 camera as they will be set up on the day of the lecture
- Final streaming equipment test once all the adjustments from previous tests are performed, but before the first tech rehearsal.
Theaters
Theaters
(Items in bold affect other departments)
- Test how to use the Press Box as a source of Mixlr Audio - This may involve adding an amp before it.
- Test how to improve the Signal to Noise ratio, and the level of the audio going to the YouTube streaming computer
- Test Mixlr with other laptops to improve the signal to noise ratio to our partners
- Test putting the Wireless headset receiving in the server room, connected directly to the Meyer input box, to see if that improves the hiss in the theater.
- Test the AAD cart wireless mic pack and improve its signal to noise ratio
- Work with Production to test 360 camera video connectivity to the streaming computer
- Work with production to test Youtube stream for both video and audio signals.
- After audio plan is determined - Provide a recorded sound test for Mixlr so Partners can test their audio levels without us broadcasting.
- Test the Maloka Spanish Rebroadcasting process using the Grainger, the Johnson, and a laptop. Determine how bad the delay ends up being.
- Finalize Uniview software changes
- Meet with Steve B. and Kathryn F. to determine key dates
- Participate in Review #1
- Participate in Review #2
- Participate in Review #3
- Attend Project Staff review of lecture content
- Block Grainger Theater time for testing, rehearsals, and lectures
- Tech Rehearsal #1
- Tech Rehearsal #2
- Dress Rehearsal
- Monitor the Mixlr audio to our partner sites
- Monitor the House/YouTube stream audio
- Monitor Q&A from Partner sites via Uniview/Mixlr
- Monitor Q&A from YouTube viewers
- Setup Welcome Gallery signage/projections
Partner Venues
Partner Venues
(Items in bold affect other departments)
- Set up communication schedule for partners
- Send request for information about whether partners are planning to upgrade to Uniview 3.0
- Create a partner email group for sharing information
- Create event idea packet for Venues
- Create attendance tracking form for the day of the lectures
- Confirm final partner list and announce them in either Michelle's welcoming remarks, or the speaker introduction
- Follow-up with venues for attendance, press, and participation feedback
- Send a "Save the date" to past partners
- Send out request for Partners
- Send out MOU to partners
- Send out VRMOU to partners
- Send out Event Idea Packet - This can be posted on the Kavli GSite too
- Send out Marketing Asset Packet
- Send out VR headsets to partners as needed
- Encourage partner venues to read and sign the MOU
- Send out Uniview Bundle prior to first tech rehearsal
- Send "Thank Yous" to the partners that include some of the Kavli report elements, and a sneak peak of the next lecture date.
- Send notice to SCISS webpage/domecasting schedule
- Send notice to Elumenati - They can notify their clients about the opportunity and be our advocate
- Send notice to the Chicago Council on Science and Technology
- Send notice to the Illinois Science Council
- Send notice to the Uniview User's Group
- Send notice to DomeL
- Send notice to DomeL
- Send notice to Former Partners/Institutional contacts - see partner list
- For each lecture create a Partner Attendance Sheet so we can catch any surprise additions to domecast and announce them with everyone else.
Marketing
Marketing
(Items in bold affect other departments)
- Submit design requrest for "Look and Feel" update once we have a clearer picture of the lecture content.
- Submit a marketing plan request - Include all requested assets for Adler marketing purposes as well as partner materials needed. Please send through the lecture summary and any Zooniverse tie-ins when the request is submitted.
- Create a marketing plan
- Begin marketing
- Decide on a signage plan
- Create Kavli talking points for staff
- Create interactive web piece
- Arrange photographer for Friday's lecture
- Create a shot list for the photographer
- Ensure Look and Feel design request was submitted
- Ensure Marketing request was submitted
- Ensure Adler Signage request was submitted - Brightsigns and SVL poster
- Ensure Ticketing, Galaxy, and Web site request was submitted
- Create press release
- Coordinate Press tickets/attendance
- For press and PR, include Zooniverse URLs in the digital media and releases, along with an invitation to participate
- Invite Chicago news weatherpersons
- Attend Project Staff review of lecture content
- Update the Adler website VR headset page with the Youtube link each day.
Development & Events
Development & Events
(Items in bold affect other departments)
- Make parking arrangements with lot
- Create Event Sheet
- Ensure Michelle Larson has a seat for the Evening lecture.
- Organize VIP reception catering
- Decide on the next two lecture dates
- Determine Event Floorplan
- Create Event Briefing Document
- Determine goals for donors and the reception
- Reserve VIP and tickets, Start with 70
- Reach out to Speaker's Alma Mater for a list of Chicago alumni
- Prepare Michelle Larson welcoming remarks
- Prepare speaker introduction remarks
- Send out invitations for VIP reception
- Create Kavli Spring 2018 final report
- Send "thank yous" and follow-ups to attendees
- Submit design request for VIP reception signage (if needed)
- Submit a Kavli Spring 2018 Final Report design request form.
- Arrange staged photos for the Adler Star.
- Attend Project Staff review of lecture content
- Coordinate reception with FFT
- Have someone avaialble to check in VIPs/Donors
- Manage the reception photographer