Objective:
This SOP outlines the structured process for managing media assets during and after an event. Photos and videos are organized in event-specific folders on Zoho WorkDrive, categorized by panels, sponsors, awards, and more. Post-event deliverables include personalized folders for speakers, panelists, and sponsors, along with edited videos like media bytes, award clips, and event highlight reels. Social media assets—such as thank-you posts, panel recaps, and sponsor shout-outs—are curated and shared with proper tags and branding to maximize visibility and engagement.
Team Involved:
Operations Team (Adtech Today)
Event Media Asset Management (Photos & Videos)
1. Storage Structure
- Create an event-specific folder on Zoho WorkDrive, with sub-folders like:
- Event Name
- Photos
- Sponsors_Partners
- Panels
- Keynote
- Media Bytes
- Awards
- Networking
- Videos
- Edits
- Glimpse Video
- Award Showcase
- Final Posts
- Panel Photos Post
- Thank You Sponsors
2. Photos & Videos to Capture
- Sponsors & Partners
- Panel Discussions
- Keynote Speaker
- Media Bytes
- Awards
- Networking
- Event Branding and Setup
- Crowd and Venue Ambience Shots
DIT During Events
To ensure that all photo and video files captured during the event are securely backed up and available for real-time content editing, social media posting, and archival, by transferring data to the designated hard drive on an hourly basis.
Scope:
Applicable to all photographers and videographers working at the event.
1. Responsibilities
- Photographers/Videographers:
- Capture event footage as per the brief.
- Hand over SD cards to the DIT point every hour.
- Confirm files have been copied before reusing cards.
- DIT Operator / Event Coordinator:
- Ensure all media is transferred, correctly labeled, and stored on the provided hard drive.
- Maintain data logs for each transfer.
2. Transfer Schedule
- Frequency: Every hour, on the hour.
- Example: If you start shooting at 10:00 AM, first transfer is at 11:00 AM, then 12:00 PM, and so on.
- This ensures minimal risk of data loss and real-time access for the content team.
- If the team fails to transfer all the data offline on the day then the crew should send over the data in an online drive within 48 hours of the event getting over.
3. Transfer Location & Equipment
- Transfer Point: [Insert exact location at event venue — e.g., “Media Desk near Stage Left”]
- Equipment Provided:
- Event hard drive(s) labeled “EVENT MASTER DRIVE – DO NOT REMOVE”
- Backup laptop/transfer station
- SD card reader(s)
- Label stickers and marker pens
4. File Transfer Process
- At Scheduled Hour
- Bring your SD card(s) to the DIT point.
- Hand over cards to the DIT Operator (from internal team or production team).
- File Ingestion
- DIT Operator copies all files to the EVENT MASTER DRIVE under the correct folder structure:
- EVENT_NAME/YYYY-MM-DD/CAMERA_OPERATOR_NAME/HHMMhrs
- Verification
- DIT Operator confirms transfer by:
- Spot-checking file playback.
- Checking total file size or no of items matches the SD card.( if the the SD card has 500 items or 5 GB in the card before deleting czech if the same amount is in the folder made in the harddrive)
- Return of SD Card
- Once verified, the SD card is cleared for reuse (or handed back as per pre-agreed card rotation plan).
5. Special Notes
- Do NOT directly plug SD cards into personal laptops for backups yourself, only the person assigned DIT must transfer all files to the EVENT MASTER DRIVE.
- If your card fills before the scheduled hour, bring it immediately to the DIT point — do not wait for the next slot.
- Always maintain card discipline — full cards in RED tagged pouches, empty cards in GREEN tagged pouches.(incase of multiple cards received)
- Do not rename or delete files before transfer or rechecking.
6. Data Security
- Only the DIT Operator is allowed to handle the event master drive (hard drive).
- Backup copies will be made by the DIT team after each transfer to a secondary drive is the backup folder either on the laptop or pendrive
7. Compliance
- Failure to follow the hourly transfer protocol may result in:
- Loss of critical real-time content opportunities.
- Risk of unrecoverable data loss.
Post-Event Deliverables
1. Speakers Folder
- Send individual folders with their stage, candid, and media byte content.
2. Panelist Sharing
- Share group photos and clips per panel.
3. Sponsors & Partners
- Send curated exposure images and clips
- Thank You Post to be created and posted on social media, tagging all sponsors & partners
4. Awardees
- Share award photos + customised edited videos with Adtech logo and their speech.
5. Media Bytes
- Edit by individual + question 1–1.5 mins duration
- Post on social with collaborative tagging
6. Edited Videos
- Event Glimpse Video (60–90 sec): Highlights all moments
- Award Glimpse Video: Awards-specific montage with branding
Post-Event Social Media Video Posts
- Tag speakers and participating companies
- Dedicated post recognizing all partners
- Include logos, event visuals, and proper brand tags
1. Youtube
- Panel Videos seperately
- Key note session
- Media Bytes
- Awards
2. Youtube Shorts/Reels
-
(Horizontal Format: LinkedIn)
Since the videos are in horizontal format, the reels will be placed in the template but horizontal) - Event Reel
- Panel Reel - (highligting panels) Micro-interactions(any questions in a short question)
- Mix of Venue+Networking+Awards Reel
- Srikanth and Bhavana Reel
- Gifting Partner
- BTS Event
- Gifting MEME - Click here
- Introducing Team
3. founder's Spotlight
4. After movie Video
5. Wrap up Video
6. Media Bytes
Post-Event Social Media Image Posts
Static Images
- Thanking Partners
- Awards
- Company wise + Star Awards Carousel
- Individual Speaker Awards
- Panel
- Founder's Spotlight
- Keynote Session
- Overall Event
- Award Winner Group Photo
- Srikanth Rayaprolu (10 July 2025)
- Srikanth Rayaprolu (10 July 2025)
- Neha Mehta (10 July 2025)
- Neha Mehta (10 July 2025)
Add Your Heading Text Here (10 July 2025)
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