Page 3 VIDEO RECORDING (DIGITAL) REGIONAL COMPETITIONS The region is required to make a video recording of all contestants competing in the regional quartet and chorus competitions. The region has the option to make the recording in a digital format. A digital recording is a method of converting video to digital signals, going direct from video camera to either an external or internal data storage device. Instead of saving the digital recording to a DVD, the region saves it to an external hard drive provided by Competition Services at international headquarters. The digital recordings may serve as both the audio and video recordings supplied to the contestant, in lieu of a CD and/or DVD. If the contestant does not wish to purchase a digital or video recording of their performance, the region must provide an audio recording or file to them at no cost to the competitor. The master recordings of both competitions should be in the highest quality possible. The videos should then be compressed to a more manageable file size (h.264 preferred) in.mp4 format, and each individual performance file uploaded to Dropbox within two weeks of the competition. The region may provide competitors a link to their specific file for download. Alternatively, a copy of the compressed performance video file can be transferred onto a USB flash drive to be handed out. Contestants may purchase additional copies of their performance only. The region may continue to provide a CD and/or DVD to competitors if they choose to do so. The international organization reimburses the region $1,000 USD to help defray the regional costs of audio/video recording expenses. A sum of $500 USD will be issued to each region in February of the year of the regional competition. If the digital master recordings are labeled according to instructions laid out in the Guidelines for Regional Convetion (GRC), section D, and the Dropbox files are shared with Competition Services at international headquarters (IHQ) within two weeks of the competition, the region will be reimbursed the remainder of the $1,000 USD stipend. It is the responsibility of the regional competition coordinator (CC) or her designee, to ensure all audio/video recording guidelines are met prior to submission to Competition Services at international headquarters. The video files must be received in good viewing and listening condition and submitted in.mp4 format. The check will be made payable to the region and sent to the finance coordinator (FC) of each region. Authorized video recordings of regional quartet and chorus competitions are made solely for the use of the Judge Specialists and the Education Direction Committee. The region may produce a regional video, in accordance with the recording procedure outlined in the Policy Book. The education coordinator (ED) may make a copy of the master recording for her sole use in evaluating the quartets and choruses in her region. Any competitor interested in posting their regional competition performance on YouTube, social media or their website must have Sweet Adelines International s permission before posting and sharing. Please email Competition Services for permission.
Page 4 2TB External Hard Drive (provided by Competition Services at IHQ) PC or Mac computer with video processing software Color camera with monitor and zoom lens Flash drives with adequate storage space for audio/video files (if applicable) Good internet connection Adapters necessary to interface with the auditorium sound system Steady tripod base To ensure good quality, use the best available video camera and recorder. A camera that operates well in low light is advisable. Recording in high definition (HD) is not required, but preferred. If HD is not possible, record in 16:9 standard definition (SD). Video files must be submitted to Competition Services in.mp4 format. (It would likely be easier to record in.mp4 format, rather than have to convert the files over from.mov format later.) If more specifics are needed, please contact Competition Services. PERSONNEL Unless a professional video camera operator is used, two people are normally required: the camera operator and the person in charge of monitoring. The monitor is responsible for determining the appropriate view for the camera, so she should be familiar with all aspects of Sweet Adelines competitions. The video recording begins with the announcement of the contestant by the emcee and continues until the end of that contestant's performance. For a chorus, the performance is concluded when either the lights go out or the curtain closes. For a quartet, the performance concludes when the contestant is no longer in view, or exits the stage. LABELING COMPETITOR TRACKS Video recordings on the external hard drive must be labeled as follows: Master Drive Label the competitor tracks as follows (no spaces):, R Region #, (Quartet/Chorus), Competitor Number: Competitor Name (year) For example: 20XXR1Quartet1:QUARTETNAME! Attach with the drive a list of each contestant's name in the order of their appearance, not the order of their placement. Note: If a contestant has withdrawn, mark the name and number with the notation "Withdrawn."
Page 5 Contestant Recordings Provide a digital copy to each competitor. Label each digital file with the contestant s name and the contestant s number. Only one contestant should be recorded on each file. SOUND The sound for the video recording is received through the auditorium sound system and may require special equipment. This must be determined prior to the competition so that all necessary equipment is acquired and in place prior to the convention weekend. CAMERA PLACEMENT The camera should be centered in the auditorium, either on the main floor or in the first row of the balcony. It should be placed in such a way that a clear view of the stage is possible while interfering with the view of the least number of persons in the auditorium. Enough seats should be blocked off to assure sufficient room for equipment and personnel. When positioning the camera, the official panel's seating must be taken into consideration so that there is no interference with the picture. (See Appendix V for additional camera speficitions on panning, zooming, etc.) VIDEO RECORDING (DVD) REGIONAL COMPETITIONS The region must submit digital files to Competition Services on the hard drive provided by international headquarters or via Dropbox, in order to fulfill their recording reimbursement requirement. If the region chooses to record to DVD, this can serve as the audio recording supplied to the contestant in lieu of a CD. Contestants may purchase additional copies of their performance only. If the contestant does not wish to purchase a digital or video recording of their performance, the region must provide an audio recording or file to them at no cost to the contestant. Digital Video Disc (DVD) recorder Color camera with monitor and zoom lens Competitor DVDs Individual contestant (each labeled with contestant's name) Adapters necessary to interface with the auditorium sound system Steady tripod base To ensure good quality, use the best available video camera and recorder. A camera that operates well in low light is advisable. PERSONNEL Unless a professional video camera operator is used, two people are normally required: the camera operator and the person in charge of monitoring. The monitor is responsible for determining the appropriate view for the camera, so she should be familiar with all aspects of Sweet Adelines competitions. The video recording begins with the announcement of the contestant by the emcee and continues until the end of that contestant's visual performance. For a chorus, the performance is concluded when either the lights go out or the curtain closes. For a quartet, the performance concludes when the contestant is no longer in view, or exits the stage.
Page 6 AUDIO RECORDING REGIONAL COMPETITIONS The region may make an audio recording of all contestants competing in the regional quartet and chorus competitions. If the region chooses to provide an audio recording, contestants should receive a recording of their contest performance only. Regions may provide competitors with a CD, DVD or flashdrive of their performance for audio purposes. If the contestant does not wish to purchase a digital or video recording of their performance, the region must provide an audio recording or file to them at no cost to the competitor. Audio recorder Audio dubbing equipment Microphones Master CDs (Separate recordings for quartet and chorus contests) Competitor CDs (One good quality CD for each contestant 15 minute recordings, if possible) The recording begins with the emcee's announcement of the contestant number and name, and ends with the initial applause following song #2. When recording to CD, each song should be on its own track. No more than 12 competitors should be on a single CD. RECORDING LEVELS In the quartet competition, a mic-testing quartet is used at the official inspection and at the beginning of the competition to establish the recording level, under the supervision of the panel chair (PC). Use "louds" to set a volume level so that the indicator peaks or distorts only on extreme louds. Once the volume level is established, do not change it unless absolutely necessary and directed to do so by the PC. A recording with some distortion shows a true indication of the volume levels used by the contestants is preferable to one adjusted to boost a small-sounding group and quiet a full-sounding group. A mic-testing chorus is available during the official inspection so that the panel chair may check the sound and lighting systems. The recording level for the chorus contest should be checked at this time. Since choruses are farther from the microphones, it may be necessary to increase the volume from the level used for the quartet contest. During the performance of Contestant #1 some final adjustments may need to be made. Attempt to establish a final level at this time. TONE CONTROLS If the machine used has tone controls that affect the recording, record at a flat response.
Page 7 LABELING CDs CD s should be labeled prior to the competition as follows: CD # Contestant # -, Region # (Quartet/Chorus) (Year) Table of Contents: Label the CD cover table of contents as follows: Track 1-2 3-4 5-6 Etc. #1 Contestant Name #2 Contestant Name #3 Contestant Name NOTE: If a contestant has withdrawn, mark the name and number and note "Withdrawn." Contestant CDs Label each CD with the contestant name and the contestant number. Record only one contestant on each CD.