From the first technical meeting of a project, technical coordination is responsible for developing a calendar to be shared with the rest of the production team, in order to plan network checks, tests, and technical trials in preparation for an event. Technically, it is imperative to schedule each of the following periods, in order:
Beforehand, it is strongly recommended to obtain a document detailing the network configuration of a space from the person responsible (IT), to facilitate network diagnostics in case of problems, or better yet, to prevent them by making optimal recommendations according to the event’s transmission needs.
This step is to ensure that the network infrastructure of each location is adequate, as well as to validate the quality of the link to the ISP, and to check that the necessary incoming and outgoing speeds for the event are achievable. Ideally, this test should be performed before a real-world connection test and sometimes requires the presence of the person responsible for the location’s network infrastructure (IT).
The goal of this test is to perform a stream transmission representative of what is planned for the event. In other words, each location must be able to adequately transmit each of the planned streams (audio, video, and data) to each of the involved destinations. This is an opportunity to validate the quality of each transmission and, if necessary, make any modifications needed for optimization. Ideally, this type of test should be performed well in advance of the event date, to allow enough time to correct any observed problems or adapt the project according to potential constraints, if necessary. Ideally, this test should be performed several times: first, shortly after the initial project meeting; then, depending on the scope, ambitions, and evolution of the project over time, other tests can be performed throughout the development process to ensure the technical feasibility of new elements; finally, a last connection test can be performed about a month before the scheduled event date or just before the final technical trial preceding the dress rehearsal. At this stage, the flow diagram should be fixed and no longer subject to any changes before the event.
These trials also involve, to some extent, the artistic aspect of a telepresence project. They are mainly to confirm the technical feasibility of the project’s artistic requirements, not only in terms of capture and broadcasting, but also scenography. In one case, some trials may focus on certain artistic experiments, and in another, a trial may serve to verify the feasibility of a relatively complex project as a whole. A technical challenge may seem achievable when executed in isolation, but turn out to be more complicated, or even unfeasible, when attempted in a real situation. In short, all technical parameters must be determined and thoroughly tested before the first dress rehearsal with all artists.
Besides the fact that technical staff must obviously be present during rehearsals, it is also a good time for the team to practice the technical operations that will need to be performed during the presentation. It is essential that each team member is sufficiently comfortable with all the technologies used and well prepared to perform their tasks. The level of confidence and attention of each technical member can have a significant effect on the entire production team, as well as on the smooth running of an event. Rehearsals are a good time to ensure that no detail has been overlooked and to test the operational flow put in place.
Obviously, the event date(s) represent the deadline for technical preparation; everything must be ready, tested, and finalized before this date. On the day of the event, the technical team must still ensure again that connections are stable and functioning properly. Thus, a complete transmission test must be performed at least one hour before any performance or program start. Ideally, the transmission of streams should be established from that moment and maintained without interruption until the end of the performance or program.