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Video Board Operations Questionnaire, PDF
Video Board Operations Questionnaire, xls
This section of the NCAA broadcast manual deals only with policies for sites that have videoboards. These instructions do not address the guidelines for the message boards such as "wrap around ribbon boards" or "matrix boards". These NCAA broadcast guidelines apply only to videoboards that can play back edited content such as public service announcements or NCAA championship flashbacks (moving video). Please contact your NCAA championship administrator or promotions and events staff for guidelines for the message boards.
The NCAA broadcast staff will supply championship sites that have videoboard capabilities with various "playback reels". The NCAA Corporate and Broadcast Alliances unit has committed many resources for the videoboards and wants to stress that this is a very important initiative to the "overall championship experience".
The NCAA will supply all venues with Betacam SP format. If you cannot use Betacam SP format, we will supply DVD or VHS formats. Here is a little more detail on what will arrive on the Videoboard Element Reels.
Fun Roll. There are five to seven 5 minute Silent Fun Rolls on each Elements Reel. These Fun Rolls are designed to run during periods such as: Gates Open, Pregame and Halftime. However, please follow the video rundown that is included with each Element Reel for exact times to run the Fun Rolls. The Fun Rolls consist of Fast Facts, Information and Sponsor Stills, Who am I's, Did you knows, Timelines etc. You will want to run the Fun Rolls while other music is being played in the venue either by school bands or canned popular music .
NCAA PSA's and SPONSOR COMMERCIAL Blocks. These are provided on the elements reel as 2 minute blocks. Each block has audio associated. It is imperative that these blocks do not run while other sound is being played in the venue. i.e., PA Announce, canned music, school bands.
Logos. These are provided on the elements reel as loopable items. Every venue is responsible for looping the provided logos. In most cases a 30 sec loopable logo will be included on the Element Reel. The Logos are Silent.
Opens, Music Videos & Features. Various opens, Music Videos and features will be included on the Elements Reel. All of these features will have audio associated with them. Please follow the enclosed video rundown for a guideline on when these should be played in venue.
Television Feeds and Instant Replay Guidelines. Each videoboard site should have the ability take a feed from the primary NCAA network broadcaster (e.g. CBS, ESPN and CSTV). Individual NCAA sport committees and championship staffs may have slightly different policies on replays and broadcast feeds. Most follow these simple guidelines:
- You may show the live television feed of the event on the videoboard.
- You may show a replay, one time from the live broadcast feed. It is recommended that you talk with the operations manager from the network broadcasting the event and request a "listen only speaker" of the director. This will assist if the director decides to show more than one angle on television, you should "bail out" to the NCAA logo (primary, sport generic or site specific) if a second or third replay angle is about to play.
Cameras (in venue). All 88 championships allow in-house cameras to enhance the videoboard experience for patrons. The use of in-house cameras must be pre-approved from the primary NCAA championship administrator.
Between Games. Please follow the enclosed video rundown on what items are recommend to play between games. Every sport is different, so please check with your championship administrator in regards to team warm-ups and what is required.
Sportsmanship PSA. The NCAA "Sportsmanship PSA" should be played just prior to the National Anthem. The sportsmanship PSA will be scripted in the video rundown that you will receive. The sportsmanship PSA can be played either once before each session or once before each game. The sportsmanship PSA introduction should come from the public address announcer (e.g., Ladies and gentleman, please direct your attention to the videoboard for a message from the NCAA).
Open Practices. Most championships prefer that a still logo of the team practicing be left on the videoboard when that team is participating in the open practice. Please refer to the video rundown that will be sent for other items that may run during Open practices.
Helpful Tips. Be flexible and stay in communication with the floor level game management, NCAA staff and NCAA committee members.
Typos. We have created hundreds of different graphics/panels. It is possible that there could be a typographical error or content error on any given panel. If you see an error, please e-mail (firstname.lastname@example.org) right away so that it can be fixed for future championship videoboard sites.
Videoboards Fees and Control Room. The facility, at its own expense, shall provide access to any video boards, LED boards or matrix boards. In addition, the facility, at its own expense, shall provide a full in-venue production for all NCAA event days. This production shall include a fully staffed and operational in-venue broadcast / videoboard control room on all event days (e.g. game days, open practice days and other NCAA event days - example: Friday Night at the Frozen Four). In addition, the production shall include access and use of control room equipment prior to event days for any pre-production needed the week of the event: editing suites, play back equipment, video storage and editing systems.
If the primary agreement (contract) between a host site / venue and the NCAA does not address how and what charges will come from the use of the videoboard, equipment, in house technical and production staff, you must submit this in writing at least 45 days before the event. The NCAA championships staff must have a written cost estimate if your venue is going to provide any services.
Event days production team would include, but is not limited to, the following:
- Engineer in Charge (EIC)
- Technical Director
- Graphics / Font Operator
- Graphics / Font Assistant
- Tape or Playback Device Operator (i.e. Click Effects Operator) Editor / Associate Producer Audio Technician 1 Audio Technician 2 D.J.
- Lighting Director
- *Minimum of two (2) Camera Operators
- *Minimum of two Utilities / Grips
- LED Ribbon Board Operator (if applicable).
- Text / Matrix Board Operator (if applicable).
- Other LED/Text/Matrix Boards (i.e. Real-time Statistical Board with other NCAA out-of-town scores) Runner Public Address Announcer Game Scoreboard Operator Game Clock Operator Shot Clock Operator (if applicable)
- Communication System (i.e. Clear Comm Head Sets) for all key production touch points including: Control Room and Control Room Staff; Audio Board; Lighting; Camera Operators; LED Ribbon Board Operator; Text / Matrix Board Operator; Band Directors or Band Liaisons; Public Address Announcer or Public Address Spotter; On-site NCAA Broadcast Manager; and a Television network Production Line (PL) Drop (i.e. to Associate Producer for any pre or post-game in-venue and TV network coordination)
Any new technologies that the host/facility possesses that is not listed as the aforementioned production requirements should also be incorporated into the in-venue production (i.e. Daktronics Table Boards and Operators).
All content (i.e. videos, LED ribbon board designs, static messages, team/event logos, etc) for use on the video boards will be provided by the NCAA through its video board production partner, Big Screen Network (BSN). The NCAA and BSN will provide a run-of-show coordinating the timing of all content. The run-of-show shall be followed and changed only with advance approval of the NCAA. The NCAA and BSN may also provide a specific on-site rep to act as the “producer” of the event. If an on-site producer is present, this person will coordinate with the facility crew all aspects of the production.
Questions and Follow Up. If you have any questions, please contact Chris Fitzpatrick via e-mail regarding videoboards. All tapes should be returned to Mr. Fitzpatrick following your event. It is recommended that each championship site videoboard producer either be part of the NCAA conference calls for videoboards or have a one-on-one phone call with Mr. Fitzpatrick to review these policies. The conference calls usually are held during the championships seasons each Tuesday at 1 p.m. Eastern time.
Associate Director of Broadcasting
1802 Alonzo Watford Senior Drive
Indianapolis, IN 46202