William & Mary

Our Process

The video production process varies for each project. Considering video demands across campus, a minimum of 10 weeks advance notice may be necessary. And, while we appreciate your timely request, please note that we do not operate on a "first-come, first-served" basis. We prioritize video projects that are in line with the university's communication priorities that can be used in multiple internal and external applications.

If we are unable to meet your request, we will recommend alternative resources.

Step 1: Form Submission and the Review Process

The video team will review and evaluate your request with the following considerations:

  • Is videography the best communication strategy?
  • Does this video require creative/storytelling treatment?
  • Will the video impact the audience and inspire engagement with the university?
  • How will the video benefit the department and university?
  • What is the communication plan for this video? How and where will this video be used? Can this video be used in multiple applications?
    • Due to the volume of requests we receive, videos with one-time use or low visibility may be denied.
  • Are there other campus resources that would be better suited to meet the client’s needs?
    • Our team is not responsible for event coverage across campus. Requests for event coverage will be evaluated and may be redirected to other resources.
  • What is the deadline for the video and how does it conflict with our current project load?
Step 2: Conduct Pre-Production Meeting

If it is determined that a video is appropriate, campus resources are available and the project fits within the communication priorities of the university, our team will setup a pre-production meeting.

During the pre-production meeting we will discuss the following:

  • Video concept and necessary content
  • Timeline, including tentative deadlines
  • Communication Plan
  • Identify the project lead (see below)
  • Determine necessary approvals
About the Project Lead

To best meet the needs of each project, it is important for our team to have one direct contact to assist with content development and related communication, a project lead. Typically, this is the person who requests the video.

This person should:

  • Have a clear understanding about the objective and message of the video
  • Have a communication plan for the completed project
  • Identify ALL necessary approvals for the video and be responsible for the distribution of the video to the appropriate approvals
  • Assist in identifying video content including interviewees and b-roll
  • Assist in communication with interviewees when needed
Step 3: The Creative Brief

The creative brief will outline the information discussed in the pre-production meeting. It should give an overview of the project, list necessary footage and a tentative timeline that includes rough-cut and final-cut deadlines.

Step 4: Production

Once the creative brief has been reviewed and approved. Our team will work to set up shoot dates and capture the necessary content.

Step 5: Post-Production

The post-production process pulls together all content into a cohesive story.

Once post-production has commenced, the video producer will be in contact about any additional needs or concerns they may have. They may discuss the need for additional footage, video length, names and titles for lower-thirds, and follow-up about the expected rough-cut and final cut delivery.

The rough-cut will be distributed to the project lead/original requester with a suggested date for any notes or changes to the cut. Providing feedback by that date will ensure that the project meets its deadline. It is the responsibility of the project lead to forward the video to the necessary approvals. Please note that failure to provide notes or changes in a timely manner may affect the intended deadline.

When reviewing the video, you should:

  • Review messaging of the video. Based on any pre-production and production meetings, the video should reflect the message and objective of the video. If the video does not meet those needs, please contact the producer immediately to discuss content.
  • Determine if the video expresses the appropriate tone for your audience.
  • Review any text included in the video.
Once rough-cut notes have been received, the video producer will follow-up about any concerns, make changes and redistribute the video for final approval. A maximum of two rough-cuts will be completed prior to the final cut.