Media Request Form?

[Magus]

Hi folks

Curious as to how many of you out there have developed one or more forms that are used when folks request media.

I'm a bit new to this amazing world of media ministry. But so far I've encountered several situations where assorted individuals just toss a PowerPoint or a DVD at you and expect things to go off without a hitch. So I've begun a process to carefully consider the types of media that are used and create a form that will hopefully provide a foundation to work from.

Many folks just think things are simple. Here, play this DVD. And they don't consider that the recipient may have other questions such as:

1. Should it play from start to finish?
2. Specific tracks?
3. At what point do you wish for it to play? Will there be a cue? If so, what is it?

Or they want to toss a PowerPoint they have created at you. Hmmm, what if they used a font that doesn't exist on the media PC? (yep, happened to me already)

So I'm very curious how many of you have approached this issue by designing a form to hopefully clarify needs.

advBLESSINGSance... Rick

[scmatthew]

Hi Rick,

I used to use a form but found out that a form was not the best remedy for "my" problem. The form was often ignored and not submitted in most cases.

We media types can usually solve most problems, given enough time. I had a problem communicating that what was being requested was not possible given the amount of time before the deadline. We don't like to say no to a request but sometimes the answer is no.

I would suggest that you ask all those questions every time you are handed a media request. This along with using every opportunity to show what is capable given the right amount of time will help you to change the behavior of those who give you last minute requests and help you get to where you want to be.

Steven

[churchtech007]

I mostly agree with Steven on this one. We also found forms weren't very useful and given time we could normally make it work.
We instead went with some "rules for your media". Here are a couple that really help us out.

1. Give us your power point as jpeg's so we can import it into presentation software. (Easyworship, Media Shout, Pro Presenter, Etc.)
2. Give it to us "X" number of days in advance. For us the magic number is 4. Since I don't work Fri and Sat I still have a couple days to test for events that happen on Sunday. Everyone's number is different.
3. You must provide the tech person with a detailed agenda. Preferably out of our planning software. If they don't have rights to our software we'll print them a template and them can fill it in.

This one is the most difficult to pull off but BY FAR the most helpful.
4. About a month out we sit down with the event planners and all affected ministries. (ie. Building services, food prep, communications/advertising, tech) They tell us about their event and what they are planning. Most of the time that far out they can't be specific about their needs but it gives us a chance to say our requirements. If they say they have a PP and maybe a DVD, I can say, here's how's you need to format it and when I need it.
Not always easy to do but goes a long way in pulling off everything from "oldtimers" lunches to Global Leadership Summits.

just my $000,000.02

[rcourtney]

I think a face to face meeting is best. (Not Sunday morning 30 minutes before
the service)

I would like to make available a "STANDARDS" manual either printed or
online. Such as, Image dimension or video file format like h.264,
audio level, etc. There are several free software packages that run
on PCs or Macs that templates could be downloaded from the church's website.

Meet with the person two or three weeks ahead of time to verify copyright
clearances, the ability to actually play or display it on existing gear/software.
To discuss sermon themes.