Guidelines for WAAC Newsletter video submissions

Authors who are submitting an article for publication in the WAAC newsletter are now invited to include a video component, if appropriate. The video component is intended to illustrate a specific section of a written article - serving as a "video illustration". In this sense it is analogous to a traditional figure (a drawing or photograph) in a written article. Examples might be:

• a short video clip demonstrating a treatment procedure, analytical procedure or other activity that is described in one section of the article.
• a short video exploring an architectural feature in the round that is described in the article.
• Video clips used as illustrations for a WAAC newsletter article should be brief - five minutes maximum. A written description of the subject depicted in the video must be included in the article; the video is intended as a visual supplement. Please note that stand-alone videos will not be accepted.

The following guidelines are subject to change as the process evolves.

Submission Guidelines

The article should be written according to the normal WAAC guidelines for submission provided by the newsletter editor. When including a video illustration with an article, please follow these guidelines:

The video illustration should be treated as a standard illustration or figure.

Give the video illustration a figure number (ex. Fig. 1)

Indicate the location of the video clip within the article using the figure number

Save the video file using the author name and figure number in the filename (Smith fig1)

Video clips should accompany the article as a separate e-mail attachment (do not insert them into the document)

The exact length, style, narration (if any) and other qualities of the video should be determined by the author, but please refer to the guidelines for format below for technical specifications.

All video should be submitted in a state suitable for publication. Please note that the newsletter editor has the discretion to edit video for length or to omit video that does not meet quality standards

Videos in the Newsletter

Video illustrations will be incorporated in newsletter articles as follows:

• The figure number for the video illustration will be incorporated into the written article text, as for a normal figure
• A pathway or hyperlink to the video clip will also be included.
• In the printed newsletter, this will appear as a pathway that will bring the user to the appropriate place on the website that hosts the video clips
• In the online version of the newsletter, this will appear as a live hyperlink that will bring the user to the appropriate place on the website that hosts the video clips

Guidelines for Format

Please use .mov, .avi or .mp4 file format

Within these guidelines, please ensure that the video clip is of adequate resolution, frame rate and frame size to ensure quality viewing.

Frame size should be at least 640 x 480 pixels

4:3 or 16:9 aspects are suitable

Filming tips

If the purpose of the video clip is to demonstrate a procedure, especially if it may be replicated by the viewer, think about the sequence and narration ahead of time to make it as clear as possible. You may wish to create a simple story board and/or script ahead of time in order to ensure your message and shots are clear, and to save yourself some time,

If the purpose of the video clip is to illustrate a feature or object in the round, consider the lighting and filming angles carefully.

For all video productions, consider the following:

Lighting

Explore optimal lighting (including time of day if outside)

Avoid filming backlit subjects - or use supplemental lighting if necessary.

Avoid low light filming - or use supplemental lighting if necessary.

Background

Ensure adequate contrast with the subject.

Accessibility:

Consider how handling issues (for moveable objects) and accessibility (for architectural or other immovable features) will affect your filming.

Audio:

A built in microphone is probably sufficient, but be sure you are familiar with the correct distance necessary to clearly record speech, and record in a setting that minimizes background noise. If narration is an extensive aspect of your video clip, consider an external microphone to improve sound quality

Tripod:

Always use one whenever possible.

Zoom:

Get as many close up shots as necessary BUT use the zoom sparingly (and slowly).

The ideal video is concise and simple, and clearly depicts the relevant sequence of events or feature described in the article with clear, focused filming and narration.