The media team at Beaverton SDA Church strives to provide a seamless audio and visual experience to enhance the services in the main sanctuary for its congregation. In order to do this, we utilize high quality equipment, provide training to the staff, and adjust configurations based on feedback. This page provides information for speakers and song leaders and others that have audio/visual needs or questions. We hope this information is useful and increases the blessing we pray will be received.
COMMUNICATE NEEDS EARLY!
Communicating with the media team a list of needs and materials several days before an event is the single most important factor to ensuring a smooth and successful service that can be enjoyed by everyone. While last-minute changes are sometimes unavoidable, pre-planning for a service is vital. When we are presented with videos, pictures, PowerPoint presentations, or even whole laptop computers at the last minute and are expected to just "make it work," the potential for errors or incompatible equipment and/or file formats is virtually unavoidable--and stress levels escalate.
The best method of communication is by using one or more of the Media Team Email Addresses listed here. Our staff is on a rotational basis with scheduling changes made as needed to accommodate personal needs and absences. By using these addresses, everyone on that team will get a copy of your request and the appropriate person for the even date(s) will respond. Once the initial contact is made, more direct communication may be appropriate depending on the complexity of the service and the parties involved.
The audio needs can range from a simple microphone for a guest speaker to a range of stands, mics, monitor speakers, amplified guitars, and more when a musical group performs. The larger the group, the more complex the setup in order pick up the sounds and transmit it to other parts of the building, record the service, or provide our live-streaming audience the full auditory experience.
Some of the things you will need to consider include
- The type of microphone(s): handheld or mounted on a boom, wired or wireless, headsets;
- If you need monitor speakers to hear multiple members of the group;
- If there are specific instruments that need to be picked up for recording purposes that would not be heard on live streaming otherwise;
- How many people will be using mics simultaneously (soloists, speakers, etc.).
For musical groups, it is HIGHLY ADVISABLE to practice with the audio team on a weekday evening before the event date so that the settings of the digital audio board can be customized and saved for your specific arrangement. If this is not possible, please communicate as much information about the performing group as possible as early as possible (preferably a week or two beforehand) to prepare the audio team for the equipment and people they will need to have ready, then be expected to do a sound check with the full group at least an hour before the event start time.
The visuals are displayed in widescreen format (16:9 ratio) on the front and rear screens and to the large monitor over the center doors in the foyer from a single Windows computer using the church presentation software, Proclaim. This software is built with several features specifically for church presentations that simplify the display of announcements, sermon notes, Bible texts, and song lyrics.The following sections describe the various types of visual items and the issues you need to understand for each.
As our regular practice, we show something on the screens the entire course of our regular church services. (If there is a baptism, we will raise the front screen for the duration of the baptism, but that is typically the only exception.) From the looping announcements before the service begins to postlude at the end of the service, each service item with the title and name of each group or person is displayed on some pleasant background. If no one dictates a specific background, the visual team member running the service that day chooses a background. There is seldom any specific request and the visual team members do a pretty good job of selecting seasonally appropriate pictures that are not too distracting for the service. However, if a speaker or musical group wishes to have specific background graphics during their portion of the service, this needs to be communicated early before the visual person sets up the program so the surrounding service items can fit within a theme--if it makes sense.
The software our visual team uses includes the capability to display Bible texts by simply providing the reference (book, chapter, verse) and the version of the Bible to use. This will automatically format the text and break up longer selections on a verse-boundary among successive slides. We can format the slides to fit in with the theme of the week to make displaying Bible texts in the midst of a sermon simple and seamless. Our software also has a feature that when this technique is utilized, the congregation can use an app on their mobile device to hook into the current presentation and have it take them automatically to the same Bible verse.
If you bring a PowerPoint presentation, a collection of images with pre-formatted text and graphics that you have made, or insist on using your own laptop, the convenience and synchronization feature we are promoting will not be available. Additionally, last-minute corrections or changes will be difficult and time-consuming.
If you're a speaker that did not prepare any graphics or notes to display but you have a collection of Bible texts, we'd be happy to enter those in to display during your presentation.
Our visual presentation software has powerful song lyric support. All we need are the text of the song lyrics with the sections marked for verse 1, verse 2, chorus, bridge, etc. and then the order of those sections your team will be singing (e.g. verse 1, chorus, verse 2, chorus, chorus, verse 3, bridge, chorus). When entered in this format, last-minute changes are a breeze because changing a word in a chorus or repeating a verse requires very little editing.
Please DO NOT put your songs into PowerPoint thinking that will save us time--it does NOT. When we get song lyrics in PowerPoint, we have to first export all the slides to individual images, then import those images into our presentation software. If there is any wording change, we have first make it in PowerPoint, then re-export the slide(s) and re-import them into our church presentation software.
If you are the type of person that never makes any mistakes and your presentation will never need any editing, then we will gladly import your songs from PowerPoint or fixed images with confidence knowing we won't be called upon at the last second to correct something you missed.
If you are a regular praise team leader at Beaverton Church, you may be using Planning Center Online to organize your songs. If so, simply let the visual team member know and they will be able to import your songs from PCO directly into Proclaim without you needing to do anything else! The import gets the song lyrics and the order of the verses, we apply a background to each song, double-check everything, and we're ready to go! (If you want specific images as a background for your songs, please communicate that to the visual team, otherwise, images will be selected for you.) We highly recommend using Planning Center Online as it makes everyone's job much easier and is a central method of communication.
Notes and Pictures
Children's Story Pictures
blah... (one of the few places where PowerPoint may actually be OK)
Baby Dedication Pictures
blah... (one of the few places where PowerPoint may actually be OK)
Our presentation software, as mentioned previously, is on a Windows computer. But live streaming is done from a Mac computer which pulls in a video feed from the Windows computer in order to embed song lyrics or display dedication pictures, sermon notes, or Bible texts during a presentation. Currently, this software, which does a fine job of transmitting still images, does not do so well with videos or any motion background--the video appears choppy for the online audience. In these cases, the Visual operator communicates with the Video operator that there will be a video at a certain point during the service and lets him/her know where that video is. The Video operator downloads the video and gets it ready to play at the same point in time that the Visual operator starts it for the local sanctuary's audience. Thus, two copies of the video need to be available and they need to be in formats the respective operating systems can play (typically MP4).
Another complication can arise if the video is embedded in a PowerPoint or needs to be "ripped" from a DVD. PowerPoints are discussed in the next section; DVD videos must be extracted and converted to the proper format and shared with the Video person as described above.
Therefore, it is even more important that videos are prepared ahead of time than still images. Please be especially aware of this and do not expect us to be happy (or you to get what you want) when we discover the need for a video at the last minute.
blah ... (just please don't! --except for large prepared presentations where we switch control completely over to you)
There are some who are under the misconception that the visual team can find any given picture or grab a YouTube video off the internet and within seconds have it displayed nicely on the screen. Please don't be one of these people! There is the possibility that an image can be found rather quickly, but there is no guarantee--except that you will raise the hackles on the back of the visual person's neck! Videos almost always take more time because downloading them from YouTube is an ever-changing situation as copyright policies and removing embedded watermarks slow the procedure or completely thwart our attempts. Plus, as explained here in both the Visual and Video sections, we have to make sure the videos are formatted for both the Windows and Mac computers.
Once again, the golden rule is to COMMUNICATE NEEDS EARLY!
VIDEO - LIVE STREAMING
Video needs - 2nd service on Sabbath is always live streamed, sometimes special afternoon services are as well... (special note about video formats and getting them to the team ahead of time--tie in with the visual section)