Effective content management is paramount for the success of any event. A well-structured content management strategy enables event planners to curate and deliver relevant and compelling messages to the target audience, enhancing their understanding of the event’s purpose, objectives, and desired outcomes. It enables consistent branding, facilitates efficient communication, and allows for the integration of various media formats —such as presentations, videos, and interactive elements.

Over the last few years, Studio Sage has had the pleasure of partnering with brands like Zoom, VMWare and Square as content managers for some of their largest programs. No two programs are alike in scope and complexity, but all content-heavy large-scale events have a blueprint for success. Below are some best practices to live by, and the team that is needed to carry it through:

The Content Management Dream Team

Executive Producer: An executive producer’s involvement in content management ensures that the project stays on track, maintains creative integrity and meets the desired objectives, while also managing resources effectively and navigating potential challenges.

Content Manager or DIT (Digital Imaging Technician): A technical specialist responsible for managing and overseeing the digital workflow on set. Their primary role is to ensure the proper capture, organization and transfer of digital image files from the camera to the post-production team. The DIT works closely with the cinematographer and camera department to maintain the desired look and quality of the footage throughout the production process.

Technical Operators: Technical operators are skilled professionals who handle the technical aspects of content management. Their roles may vary depending on the specific context, but they generally perform tasks such as: equipment setup and operation, audio and video recording, live production, troubleshooting and maintenance.

Graphic (GFX) Operators: Graphic Operators specialize in creating and managing visual elements within content management. Their tasks may include: graphic design and animation, on-screen graphics, post-production editing and content management systems.

Once you’ve lined up your dream team, pause and look at the big picture from every angle so your workflow is set up for success from the start. Here are five tried-and-true ways to proactively minimize hurdles during the lifecycle of an event:

Stay Organized (and Don’t Underestimate File Organization)

Work with stakeholders like producers and editors to develop an organization system that everyone understands and establish a standard vocabulary that is used throughout the project. Identify the file structure, naming convention, file formats and fonts that are needed from the get-go. Make sure this is communicated to all parties involved in content development and implement regular delivery of updated files to the appropriate destinations.

Establish One Source of Truth at the Start

Identify one person (typically the DIT/content manager) to be the gatekeeper and coordinator of all content in order to maintain consistency, organization and quality control. Keeping a single source of information will reduce time and increase efficiencies.

Version Control is Key

When it comes to video, redundancies are never redundant. Always have backup and make sure all files are saved on a secondary drive in case of a primary drive malfunction — and don’t forget to create a labeling system for physical drives.

Secure Your Toolkit and Sharing Network

Bring along your toolkit, which may include drives, laptops (Mac and PC), software logins, licensing and permissions, markers, tape, etc.

Keep in mind that once on set, file shares will be transferred from every possible place (thumb drives, downloads, cloud storage software, secure and proprietary IT-protected file storage, etc.). Permission settings and firewalls, as well as venue Wi-Fi or no Wi-Fi, can all pose serious threats to acquiring content — be sure to familiarize your team with the network environment before rolling.

Always Over-Communicate

Send out a know-before-you-go to clients, talent and speakers to ingrain them in the process. Keeping all parties in the loop will help mitigate misunderstandings and maintain creative control into the final product.