Proposals come in many different shapes and forms. There are word processing programs that, in their newer releases, include templates for project proposals.
In order to prepare a proposal for your church's governing body, you need to ask yourself what it is you're trying to communicate. In the world of Audio/Video/Lighting, this usually means a laundry list of equipment, most of which the people in the church have never heard of. Despite your possibly being an expert in the field, you have to assume that the vast majority of your church membership hasn't a clue what a sync generator is, or what a "back porch" is on a waveform monitor. So explanations are needed.
I usually provide a number of documents, depending on what equipment I am specifying in the proposal. I will always have a spreadsheet, made in Excel, with exact line items, by phase (if appropriate), indicating unit pricing, quantity of units, and total cost for that line item. I will also include a Word document with images of the equipment, what the device is called, a paragraph describing what each device does, why it's needed, and how much it costs. There is also a Project Proposal document that outlines the purpose of the proposal, what the project aims to accomplish (or what needs it will address), and any contractual agreements that exist between myself and the client.
Now, depending on what kind of equipment I am specifying, there are additional documents that I also include:
For an audio and/or video project, I will include a diagram of how the system will be laid out, with images of the actual equipment and color-coded lines representing the different cable and signal types needed. This is time-consuming, yes, but for the end user, it's invaluable, and the more they understand of what is needed, why, and what to expect at the end of the project, the more they will buy into your proposal.
For a lighting project, I also create a diagram, but this time, it's as accurate a representation of the space as I can manage, from an overhead view, with lighting positions and fixtures, again color-coded, to indicate mounting positions.
These diagrams are useful in two ways:
1. It allows the client and/or church board to see exactly where each piece fits, and why it's important, thus educating them in the project, and creating ownership.
2. As a safeguard for me to make sure that I have all the equipment that is needed. For lighting, it helps me plan out lighting coverage, lighting zones, and all the small details that come in the realm of lighting.
And don't forget to ask yourself what all your ministry will want to do with an audio/video/lighting system. Are you going to purchase high definition equipment initially, or down the road? If you're going standard definition for now, make sure you have a clear upgrade path ahead of you, and a clear understanding that upgrades will need to happen in the future and set a timeline for that.
If you're going HD, will you need to down-convert that before displaying it somewhere? If you have a public access broadcast, do they accept HD content? If not, you'll have to figure a way to give them an SD recording.
If you're audio system will need to handle multi-track recording for later editing and mixdown, how do you accomplish that? What about feeding audio live into secondary rooms, like mother's rooms, the kitchen if you're having a meal after the service, etc.?
What will be the most demanding event at your church for your lighting system? Will you require moving lights, or just conventional white lighting? How much energy can your church save by switching to LED and higher-efficiency fixtures? In Oregon, a non-profit called The Energy Trust of Oregon provides cash incentives for building upgrades that conserve energy, including lighting, HVAC systems, and more.
Do your research and provide as much information, in easy to understand language, to the people in charge. Hope this has helped!
Tuesday, May 26, 2009
Wednesday, May 20, 2009
What if I'm from a small church...?
If there is one thing we all know, it's that the larger your church is, the more money there is available to spread around. And there is a belief, though wrong, that small churches cannot have a media ministry because they can't afford it.
While it does make it more difficult, it's not impossible. Remember Philippians 4:13 - "For I can do everything through Christ, who gives me strength."
If you feel that God is calling you to begin a media ministry, understand that it will likely consume a great deal of your time; first in learning what you don't know, then finding the right equipment to create a proper proposal, then convincing the church they need to buy into your proposal, then fundraising, constantly re-evaluating changing products as you wait for the money to come in, and finally, purchasing, installing, and running the equipment.
It will be a LOT easier if you are able to convince your church board to give broad support to this ministry, including, but not limited to, actual funds from the general budget to help bolster the fundraising efforts. Something like a matching program, where the church will match every dollar given in support of this project. While this might be a pipe dream (I'm working on such a proposal right now), you never know what they will say until you ask. And if you don't get that broad support but still feel the leading of God, then keep going...he'll take care of you.
If you just can't manage to get the support of the church, take heart. Patience is indeed a virtue, and if you are willing to wait for the good stuff, then focus on actively approaching people individually and request a one-time or ongoing financial contribution to your project. Don't be afraid of getting up front and pleading your case. In fact, the more you do it, the more exposure you get, and the more likely you'll reach your goal. Of course, people may just give money to the cause in order to shut you up, but the end result is the same, right? hehehe Ok, ok, that might be a LITTLE extreme, but if you want to do this, understand that it will require action on your part-it's not fair to expect God to bring you $80,000 to go buy a new video system.
A final note: know what you don't know. Don't have such a large head to assume you know it all. Know what you know and know what you don't know. If you know that you don't know anything about video switchers, then either find someone who does or teach yourself. Don't operate under the premise that you're knowledgeable in an area that you are not. Bad things can happen very quickly when people do that. Equipment is purchased that doesn't fill the need, or is overkill for the needs. Quality equipment is not purchased because the proper research did not go into finding out whether or not that $800 video switcher was worth anything and was durable enough to last in an environment of volunteers.
So, know what you don't know and go find someone who does know what you don't know and ask them to teach you. :)
While it does make it more difficult, it's not impossible. Remember Philippians 4:13 - "For I can do everything through Christ, who gives me strength."
If you feel that God is calling you to begin a media ministry, understand that it will likely consume a great deal of your time; first in learning what you don't know, then finding the right equipment to create a proper proposal, then convincing the church they need to buy into your proposal, then fundraising, constantly re-evaluating changing products as you wait for the money to come in, and finally, purchasing, installing, and running the equipment.
It will be a LOT easier if you are able to convince your church board to give broad support to this ministry, including, but not limited to, actual funds from the general budget to help bolster the fundraising efforts. Something like a matching program, where the church will match every dollar given in support of this project. While this might be a pipe dream (I'm working on such a proposal right now), you never know what they will say until you ask. And if you don't get that broad support but still feel the leading of God, then keep going...he'll take care of you.
If you just can't manage to get the support of the church, take heart. Patience is indeed a virtue, and if you are willing to wait for the good stuff, then focus on actively approaching people individually and request a one-time or ongoing financial contribution to your project. Don't be afraid of getting up front and pleading your case. In fact, the more you do it, the more exposure you get, and the more likely you'll reach your goal. Of course, people may just give money to the cause in order to shut you up, but the end result is the same, right? hehehe Ok, ok, that might be a LITTLE extreme, but if you want to do this, understand that it will require action on your part-it's not fair to expect God to bring you $80,000 to go buy a new video system.
A final note: know what you don't know. Don't have such a large head to assume you know it all. Know what you know and know what you don't know. If you know that you don't know anything about video switchers, then either find someone who does or teach yourself. Don't operate under the premise that you're knowledgeable in an area that you are not. Bad things can happen very quickly when people do that. Equipment is purchased that doesn't fill the need, or is overkill for the needs. Quality equipment is not purchased because the proper research did not go into finding out whether or not that $800 video switcher was worth anything and was durable enough to last in an environment of volunteers.
So, know what you don't know and go find someone who does know what you don't know and ask them to teach you. :)
Monday, May 11, 2009
Video Components
One of the first considerations you should think about is whether or not you are willing to put in the time, energy, sweat, and yes, even blood, to launch this ministry. Too often, people think they know what will be required and quickly burn out due to not doing their research.
Visit other churches that have an active video ministry...and those that don't. Learn what is involved in accomplishing what you want to accomplish. Yes, you will need to sit down and write out what it is you want to accomplish with this video ministry.
Do you want to just provide a live video signal to video screens throughout the facility? Do you want to create DVDs for shut-ins and other individuals who either can't get to church or would like a copy of a particular worship service? Do you want to take the time to edit your program into either a 58:30 or 28:30 form factor to broadcast at your local public access station? How about live streaming, 24/7 video on demand, or 24/7 linear streaming? Do you want to do all of these?
Write out what you want to do and then visit churches that are doing something similar so you can learn from their journey.
Regardless of what you are trying to accomplish, there are several basic video components you will need in order to get video from one point to another point. In fact, I would estimate that 75% of what you need to know in order to launch a video ministry is simply how to get a particular signal from one point to another point. This includes knowing signal types (analog vs. digital, composite, component, SDI, DVI, VGA, HDMI, etc.), connector types ("F" connector, coax, BNC, RCA/Phono, etc.) and cable types (Cat5, RG59, RG6, etc.).
Basic components are as follows:
Video Cameras:
This should be self-explanatory, but you will need something that can acquire the video image initially.
Cabling:
This will allow you to run your video signal from the camera to other equipment.
Video Switcher:
This device allows you to connect video sources (e.g. cameras, DVD players, etc.) and switch between them. There are a myriad of these switchers on the market, but what separates the low-end devices from the high-end, among other things, is the ability to lock into a timing/reference signal, referred to as "Genlock." Instead of taking the time to explain it here, Google it! It's best that you learn how to research things sooner than later. Besides, if I told you everything, I'd be out of work! :)
Video Recorder:
Most systems will include some sort of video recording device. This could be a DVD Recording Deck, a VCR, a unit that uses a digital video cassette (DVCAM, DVCPro, etc.), solid-state media (the new AJA KiPRO, Firestore, etc.), or straight into a computer using a protocol called Firewire/IEEE 1394 (Sony calls it i.Link) or some Input/Output device (AJA Kona 3, Blackmagic Design Multibridge, etc.).
This device allows you to have a "Master" recording that you can then archive, use for editing, or simply record over (not recommended!).
Master Sync Generator:
A lot of video switchers and higher-end live video production equipment will require a signal that locks all the equipment together (remember Genlock?). This device provides that signal.
Now, depending on what you want to do, the list of equipment below may or may not apply to you.
If you are planning to distribute a video signal to a number of screens around the facility (not to the sanctuary, though), then you will need to decide if you're delivering standard definition or high definition video material, or if you will be sending a computer signal, as most LCD TVs are now capable of displaying either video or computer signals. Either way, you will need to research equipment to make that happen.
If you are planning to distribute to sanctuary screens, you will need to consider delay as part of your system. Every time the video signal passes through a device (switchers usually introduce the most delay), there is a small delay that is introduced. Assuming that you are simply cutting or dissolving between your cameras, you can expect a minimum 1 frame delay. That's not usually a problem since there are 30 frames in a second, but if you're manipulating that video signal, such as adding graphical overlays, and using transitions such as 3D rotating boxes, etc., the potential for a longer delay increases. Delay is a big deal because the video the congregation is seeing and the audio they are hearing are passing through two completely different systems. If the video doesn't sync to the audio, there's going to be some really annoyed people. It can have the effect of watching a dubbed movie if you have a particularly long delay. You will want to talk to a knowledgeable professional in the closest large metropolitan area to you.
If you're planning on delivering DVDs to shut-ins or taking your program to a local public access station, then you will need to have some sort of solution for editing your video material and outputting it to DVD and/or a format your access station will accept.
I'm a Mac user myself, so I am a big proponent of Final Cut Pro. However, I'm not so far down that path that I don't realize not everyone is a fan of the Mac. It's really a tool box, and if you like PCs and prefer to stay on that platform, then you will be just fine using Adobe Premiere Pro, Sony Vegas, or any of a host of other editing platforms. Keep in mind that, as with everything else, do your research. A lot of the software developers will allow you to download or obtain a free demo of their software that will allow you to familiarize yourself with their workflow. Google the product and look for reviews, and definitely look for problems people are having. Utilize the articles at Technologies for Worship magazine (www.tfwm.com) and the articles and user comments at Church Production Magazine's website (www.churchproduction.com). Teach yourself and don't be afraid to ask questions. Remember, know what you don't know.
Finally, remember that you should not be the only person who takes this on. If you don't have a team in place, wait until you do. Trust me, having run a video ministry for going on 9 years now, it's NOT something you should do by yourself. It's an incredible opportunity to build a great team, and to learn each other's stories and become family. It's a lot of fun, a lot of pain, and an incredible amount of frustration, but if you feel called by God to start a video ministry, then go for it. But I encourage you to continue to stay close to Him at all times, and to take the initiative in making it happen.
If you have any questions, I'd be happy to answer them!
Visit other churches that have an active video ministry...and those that don't. Learn what is involved in accomplishing what you want to accomplish. Yes, you will need to sit down and write out what it is you want to accomplish with this video ministry.
Do you want to just provide a live video signal to video screens throughout the facility? Do you want to create DVDs for shut-ins and other individuals who either can't get to church or would like a copy of a particular worship service? Do you want to take the time to edit your program into either a 58:30 or 28:30 form factor to broadcast at your local public access station? How about live streaming, 24/7 video on demand, or 24/7 linear streaming? Do you want to do all of these?
Write out what you want to do and then visit churches that are doing something similar so you can learn from their journey.
Regardless of what you are trying to accomplish, there are several basic video components you will need in order to get video from one point to another point. In fact, I would estimate that 75% of what you need to know in order to launch a video ministry is simply how to get a particular signal from one point to another point. This includes knowing signal types (analog vs. digital, composite, component, SDI, DVI, VGA, HDMI, etc.), connector types ("F" connector, coax, BNC, RCA/Phono, etc.) and cable types (Cat5, RG59, RG6, etc.).
Basic components are as follows:
Video Cameras:
This should be self-explanatory, but you will need something that can acquire the video image initially.
Cabling:
This will allow you to run your video signal from the camera to other equipment.
Video Switcher:
This device allows you to connect video sources (e.g. cameras, DVD players, etc.) and switch between them. There are a myriad of these switchers on the market, but what separates the low-end devices from the high-end, among other things, is the ability to lock into a timing/reference signal, referred to as "Genlock." Instead of taking the time to explain it here, Google it! It's best that you learn how to research things sooner than later. Besides, if I told you everything, I'd be out of work! :)
Video Recorder:
Most systems will include some sort of video recording device. This could be a DVD Recording Deck, a VCR, a unit that uses a digital video cassette (DVCAM, DVCPro, etc.), solid-state media (the new AJA KiPRO, Firestore, etc.), or straight into a computer using a protocol called Firewire/IEEE 1394 (Sony calls it i.Link) or some Input/Output device (AJA Kona 3, Blackmagic Design Multibridge, etc.).
This device allows you to have a "Master" recording that you can then archive, use for editing, or simply record over (not recommended!).
Master Sync Generator:
A lot of video switchers and higher-end live video production equipment will require a signal that locks all the equipment together (remember Genlock?). This device provides that signal.
Now, depending on what you want to do, the list of equipment below may or may not apply to you.
If you are planning to distribute a video signal to a number of screens around the facility (not to the sanctuary, though), then you will need to decide if you're delivering standard definition or high definition video material, or if you will be sending a computer signal, as most LCD TVs are now capable of displaying either video or computer signals. Either way, you will need to research equipment to make that happen.
If you are planning to distribute to sanctuary screens, you will need to consider delay as part of your system. Every time the video signal passes through a device (switchers usually introduce the most delay), there is a small delay that is introduced. Assuming that you are simply cutting or dissolving between your cameras, you can expect a minimum 1 frame delay. That's not usually a problem since there are 30 frames in a second, but if you're manipulating that video signal, such as adding graphical overlays, and using transitions such as 3D rotating boxes, etc., the potential for a longer delay increases. Delay is a big deal because the video the congregation is seeing and the audio they are hearing are passing through two completely different systems. If the video doesn't sync to the audio, there's going to be some really annoyed people. It can have the effect of watching a dubbed movie if you have a particularly long delay. You will want to talk to a knowledgeable professional in the closest large metropolitan area to you.
If you're planning on delivering DVDs to shut-ins or taking your program to a local public access station, then you will need to have some sort of solution for editing your video material and outputting it to DVD and/or a format your access station will accept.
I'm a Mac user myself, so I am a big proponent of Final Cut Pro. However, I'm not so far down that path that I don't realize not everyone is a fan of the Mac. It's really a tool box, and if you like PCs and prefer to stay on that platform, then you will be just fine using Adobe Premiere Pro, Sony Vegas, or any of a host of other editing platforms. Keep in mind that, as with everything else, do your research. A lot of the software developers will allow you to download or obtain a free demo of their software that will allow you to familiarize yourself with their workflow. Google the product and look for reviews, and definitely look for problems people are having. Utilize the articles at Technologies for Worship magazine (www.tfwm.com) and the articles and user comments at Church Production Magazine's website (www.churchproduction.com). Teach yourself and don't be afraid to ask questions. Remember, know what you don't know.
Finally, remember that you should not be the only person who takes this on. If you don't have a team in place, wait until you do. Trust me, having run a video ministry for going on 9 years now, it's NOT something you should do by yourself. It's an incredible opportunity to build a great team, and to learn each other's stories and become family. It's a lot of fun, a lot of pain, and an incredible amount of frustration, but if you feel called by God to start a video ministry, then go for it. But I encourage you to continue to stay close to Him at all times, and to take the initiative in making it happen.
If you have any questions, I'd be happy to answer them!
Monday, May 4, 2009
Where do I start?
I'm sure this is a familiar feeling when you're looking at upgrading your audio, video, and/or lighting systems at your church. Without formal training, it can be quite daunting.
You have to balance your real job with the duties that you have taken on as a volunteer. Teaching yourself all the ins and outs of audio, video, and lighting systems can be exhausting, and you don't know where to begin your research. So you start thinking about bringing in an professional to do all the work you don't have time to do. Unfortunately, these professionals often cost a lot of money and then you begin to feel guilty about not being a good steward, and on and on it goes, around and around.
I hope to provide a source of information and serve as a sounding board for ideas you might have regarding your church's A/V/L systems and help point you in the right direction.
So let's start with Lesson 1: Starting Your Research.
To begin your research, you need to establish a few things:
1.) Project Scope
How big is the project? What all is the church trying to accomplish with this project? Are you upgrading all three systems (audio, video, and lighting), or just one?
2.) Requirements
Work with the leadership at your church to create a list of what they are looking for in any upgrade and then do not stray outside of that list. If you find in your research that you can provide more for the same amount of money, always re-consult with the leadership so they can fully understand what they are to expect.
3.) What don't you know?
Too often, people who know a little tackle a project that's too big for their current knowledge and they end up getting equipment that needs to be upgraded sooner than it should be because they were not humble enough to admit they didn't know something. Know what you don't know and find the resources in your area and/or region to get the answers you need. Don't try and lone wolf it...especially if you are in over your head. That doesn't mean be afraid to take on a project, but have a solid understanding of your limitations.
4.) Find a sounding board
Even if you have a solid grasp of the systems you are working on, it never hurts to have someone who has been in the industry a little longer or a younger person who has a passion for this area and run your plan past these people. Many brains makes it a LOT easier to catch a potential problem before it blooms into a real situation. For example, if you have a solid grasp of your video system, but you get bogged down in your proposal-making and forget to include a sync generator, you could have a lot of problems down the road when your images from your cameras aren't in sync. Another advantage of having a sounding board is that they might know of a piece of equipment that you don't that will provide more features for less money. It doesn't hurt to run it by someone and if your pride is going to take a hit from doing that, then you already have a problem.
5.) Keep current
I know time is at a premium, but take advantage of the free trade magazine subscriptions out there. Technologies for Worship magazine offers free subscriptions to North American residents, Church Production magazine also provides free subscriptions. These can serve as amazing resources for keeping current on trends, equipment reviews, and what other churches are using to fill their A/V/L needs.
Now I have the distinct advantage of being self-employed and so I have a lot more free time (sometimes!) to keep current and I get around 6 or 7 trade magazines every month. It's a little taxing, but it allows me to keep fairly current in the A/V/L markets, as well as cinematography and film as that's another area I'm interested in.
There was a startling statistic I read a few months ago that stated the vast majority of churches will "upgrade" their media systems three times before spending the money to do it right. That's a LOT of wasted money! I also remember reading a definition of stewardship that defined it as "not how much money we save, but how much money we don't waste." In light of the aforementioned stat, I feel this definition is more than relevant.
I should mention that while the old adage "you get what you pay for" is still true, that doesn't mean you have to spend $100k on a new sound system. There are plenty of high quality systems out there that will provide what you need without costing you a fortune. Having said that, I feel I should also mention that if you are putting a $5000 analog sound system into a 1000-seat sanctuary, you're probably not going to have a lot of success in providing enough sound reinforcement to provide adequate coverage in that space, let alone enough headroom to have clear intelligibility.
So, I hope that has helped in some small way. Next week's subject will deal with video systems and the different components you should have. Of course, I'm always open for questions or suggestions for a topic.
You have to balance your real job with the duties that you have taken on as a volunteer. Teaching yourself all the ins and outs of audio, video, and lighting systems can be exhausting, and you don't know where to begin your research. So you start thinking about bringing in an professional to do all the work you don't have time to do. Unfortunately, these professionals often cost a lot of money and then you begin to feel guilty about not being a good steward, and on and on it goes, around and around.
I hope to provide a source of information and serve as a sounding board for ideas you might have regarding your church's A/V/L systems and help point you in the right direction.
So let's start with Lesson 1: Starting Your Research.
To begin your research, you need to establish a few things:
1.) Project Scope
How big is the project? What all is the church trying to accomplish with this project? Are you upgrading all three systems (audio, video, and lighting), or just one?
2.) Requirements
Work with the leadership at your church to create a list of what they are looking for in any upgrade and then do not stray outside of that list. If you find in your research that you can provide more for the same amount of money, always re-consult with the leadership so they can fully understand what they are to expect.
3.) What don't you know?
Too often, people who know a little tackle a project that's too big for their current knowledge and they end up getting equipment that needs to be upgraded sooner than it should be because they were not humble enough to admit they didn't know something. Know what you don't know and find the resources in your area and/or region to get the answers you need. Don't try and lone wolf it...especially if you are in over your head. That doesn't mean be afraid to take on a project, but have a solid understanding of your limitations.
4.) Find a sounding board
Even if you have a solid grasp of the systems you are working on, it never hurts to have someone who has been in the industry a little longer or a younger person who has a passion for this area and run your plan past these people. Many brains makes it a LOT easier to catch a potential problem before it blooms into a real situation. For example, if you have a solid grasp of your video system, but you get bogged down in your proposal-making and forget to include a sync generator, you could have a lot of problems down the road when your images from your cameras aren't in sync. Another advantage of having a sounding board is that they might know of a piece of equipment that you don't that will provide more features for less money. It doesn't hurt to run it by someone and if your pride is going to take a hit from doing that, then you already have a problem.
5.) Keep current
I know time is at a premium, but take advantage of the free trade magazine subscriptions out there. Technologies for Worship magazine offers free subscriptions to North American residents, Church Production magazine also provides free subscriptions. These can serve as amazing resources for keeping current on trends, equipment reviews, and what other churches are using to fill their A/V/L needs.
Now I have the distinct advantage of being self-employed and so I have a lot more free time (sometimes!) to keep current and I get around 6 or 7 trade magazines every month. It's a little taxing, but it allows me to keep fairly current in the A/V/L markets, as well as cinematography and film as that's another area I'm interested in.
There was a startling statistic I read a few months ago that stated the vast majority of churches will "upgrade" their media systems three times before spending the money to do it right. That's a LOT of wasted money! I also remember reading a definition of stewardship that defined it as "not how much money we save, but how much money we don't waste." In light of the aforementioned stat, I feel this definition is more than relevant.
I should mention that while the old adage "you get what you pay for" is still true, that doesn't mean you have to spend $100k on a new sound system. There are plenty of high quality systems out there that will provide what you need without costing you a fortune. Having said that, I feel I should also mention that if you are putting a $5000 analog sound system into a 1000-seat sanctuary, you're probably not going to have a lot of success in providing enough sound reinforcement to provide adequate coverage in that space, let alone enough headroom to have clear intelligibility.
So, I hope that has helped in some small way. Next week's subject will deal with video systems and the different components you should have. Of course, I'm always open for questions or suggestions for a topic.
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