Practical Guide for Multi-Media: Methodology for setting up

A Practical Guide for Multi-Media oOo in a Small or Medium size Parish oOo

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Methodology:

How does a parish venture into having a functional media (audio-visual) unit.

There are a number of simple steps to be employed in setting up the media (audio-visual) unit.

Assessment ==> Budgeting/Purchase ==> Installation ==> Operation

Assessment

Firstly, the mission and vision should be set clear, as highlighted in the previous page. An essential of the media unit is capturing valuable teaching, offering wide access to Word ministration, being a channel of outreach & spiritual growth and enhancing worship experience.

Sample vision and mission:
Multi-Media (also refer to as Word & Sound) unit sets out to

capturing valuable teaching
offering large access to Word ministration, and being a
channel of outreach & spiritual growth, that
enhances worship experience growth.

The media unit must be set up as a unit in the parish with a unit leader. In the RCCG, this would imply having a Minister-in-Charge and HoD (Head of Department(s)) for the various sub-units that makes up the Technical or Multi-Media or Word and Sound unit. More so, in the RCCG, this cascades from Regional, to Provincial, to Zonal, Area and Local parish level.

At the inception, the placement of the unit must be pre-determined. Typical placement includes in its own Technical, music ministry (especially where the media unit also double as technical unit), or teaching ministry.

The next step is to determine what type of service the unit would offer; audio and or visual, real time visual relay or even streaming services.

With a clue on type of service(s) to render, the existing sound and/or visual equipments should be assessed by the media unit either by itself or service of audio-visual/sound engineers/consultant.

Recommendation for setting up, improving and re-wiring of sound and visual systems should be proportional to the level and type of services to be rendered by the media unit.

Having completed the assessment, the report (formal written or un-written) must be reviewed to determine projected cost and impact on parish activity especially the choir, electrical wiring, audio cabling, impact on look and feel (decoration), electricity (HVAC) need amongst others. Depending on the units to be impacted, a change management team with representative from respective units should be set up to oversee the (re-)installation and switch over to the new system. It must be noted that the change management team task is not to hinder unnecessary, rather to ensure smooth integration and rollover in order for the media unit technical equipment to be put in place.

 

Budgeting/Purchase

The media unit working within its budget, procures needed equipment and install, integrating into existing sound and visual systems (where exist) within the parish.

Sample hypothetical budget spreadsheet:

ITEMS DESCRIPTION

PRICE (Rand)

PRICE (Rand)

Drums Option 1 Option 2
Drum set

10 395

4 200

Drum pick up mics

3 400

1 999

Conga

5 000

String Instrument
Box Guitar

7500

2500

Bass Guitar

9000

3000

Bass Combo

6 000

3 500

Keyboards
Roland(RK-100)/Yamaha(DGX-530)

12 695

10 899

DI-Box

700

350

Microphones
Whardale (corded mics)

600

500

Shure wireless Mic

9000

4500

Wireless Mic with Lapel/Lavalier

12500

7500

Amplifier system
Box Powered Amp (10-12 channel)

7500

4500

16-32 channel Mixer

25000

7500

Feedback destroyer

7 000

3 000

24/48 channel Equalizer

4500

1750

2500W Power Amp

3500

2500

7500W Power Amp

10000

6500

Projection
Projector 300/4000 Lumen

10000

4000

Projector Screen: 2x2m, 3x3m, tripod, electric…

6000

4500

Computer: Desktop/Laptop – recording, projection

10000

6500

TOTAL

134 290

64 698

 

For a medium size parish, the following might be required (some of which might pre-exist).

  • Wired/Wireless microphone for Parish pastor
  • Wired/wireless microphones for choir
  • Wired backup microphones for choir
  • Feedback monitor for parish pastor and/or choir
  • >6 channel powered mixer with RCA digital/stereo record output (Box or Desk)
  • Or >16 channel desk mixer with aux and RCA tape out
  • Minimum of mid range 12-15” active/passive Speaker
  • Hi fidelity PA Speakers and/or sub woofer
  • DJ type Headphone
  • Dedicated desktop computer or notebook with sound/graphic card and CD/DVD writer
  • External Hard drive for backup.
  • Anti-virus and/or USB protector
  • Loaded software to capture audio and edit, project visual and lyrics – preference for free software where cost is a factor. Use of pirated software is highly discouraged.

Recommended but not endorsed are:

  • LAME Harddisk Ogg – free, for audio input capture with capability to output in mp3
  • Audacity – free, post production audio editing
  • EasiSlide – free, comes with live visual presentation with motion media background
  • OpenLP – free, live visual presentation without motion media background
  • EasyWorship – popular, easy to use but comes with licensing cost
  • mp3 Direct cut – lightweight mp3 editing
  • Lightworks – free video editing
  • KMPlayer – Multi format video and audio player
  • Presentation Manager – top end live visual presentation, Mac
  • Microsoft PowerPoint – pre-install on most Laptop. Support second full screen and live update if properly configured but not as modular as projection software

Other equipments includes

  • DI Box for Keyboard
  • >16 channel desk mixer (powered or unpowered)
  • >1500W Power Amplifier
  • CrossOver (with feedback destroyer)
  • Equaliser
  • Combo box Speaker (for keyboard and/or guitar)
  • >12 channel Snake (XLR multi-cable box)
  • Active and Passive Speakers

Installation

The next step after having the multi-media hardware (audio-visual) equipments including wiring) in place, is to pre-test and feed the outcome to the change management team. Thereafter, pilot test are carried out during parish service. It is advisable that (though not mandated) pilot commence with mid-week service. At the end of the pilot (period pre-determined by change management team or iterative fine-tuning with change management team endorsing), a baseline is set and the media unit moves into operation.

 

sample basic audio-visua setup

Diagram 1: Sample Audio-Visual setup – schematic diagram

sample audio-visual architecture

Diagram 2: Sample Conceptual setup – schematic diagram

Operational management

Multi-media unit leader/coordinator shall be accountable for the unit and responsible for ensuring that media (audio-visual) equipments are in working order and pre-ready for recording at every parish service.

Recording shall take place during parish service by the multi-media unit team with close support and collaboration of choir (and technical team is different and focus on facility).

Visual projection should be setup during the service in order to improve the worship experience, where appropriate.

Live video feed is highly recommended as part of visual projection.

At the end of the recording, the media unit team shall qualitatively edit recorded message.

The media unit leader or a designee shall approve a snap-shot edit as master copy whether audio or visual – using change management technique.

Master copy shall then be mass reproduced as required – it is advisable that parish member pre-book their copies. This would help in determining number of copies required (pre-book * 30% or as stipulated by multi-media unit team/leader).

Two type of media are recommended for either CD or DVD

LightScribe CD/DVD – A single lightscribe CD/DVD is able to print label (as design) and burn recording to CD/DVD media. This saves running cost on printing; however label printing is greyscale and takes a long time to print. Not suitable for medium/large volume.

Printable CD/DVD – Two equipments are required. A CD printable Printer that print label design to CD and a printable CD/DVD. Currently, printing could be in full color.

– Where budget allows, a high-end Thermal printer could be used to print CD labels more professionally.

It is recommended that reproduced CD/DVD should be sold at a fractional profit margin relative to cost of production.

At the end of the month and again at the end of the quarter, the average cost of production per month should be calculated/determine.

Financial management

The multi-media unit must keep a financial record (income-expense statement) of its expenditure and sales.

The financial book must be kept up-to-date with integrity and available on demand.

There must exist separation of duties (albeit limited), thus, due care must be exercised.

A resource should be accountable for producing CD/DVD and another resource responsible for sale and/or bookkeeping.

Accounting governance must continually be improved as the unit grows in operation, resources and financially.

Equipment upgrading and other operational improvement cost should come from the multi-media unit revenue. However, request for critical/urgent capital cost could be made to the parish pastor through the minister-in-charge/department co-ordinator. Where loans are to be raised or fund borrowed, the express permission of the resident Pastor must be sought.

In view of improvement, the multi-media unit should engage in operational research, benchmarking, and capacity forecast to ensure continual relevant and improved service.

Also, ‘material’ bookkeeping should be kept of goods (accessories/consumable) used in the production line. Thus, appropriate stock management used for inventory.

Code of Ethic

Confidentiality, Integrity and Availability (CIA) shall be at the backbone of the multi-media unit to ensure ‘unit’ governance add value to the church as a body.

To aid governance, each operational level/component of the Media unit shall conform to RICA (Responsible, Inform, Consulted, Accountable), to ensure its process is effective and efficient. RICA shall also ensure the media unit through the music/outreach/teaching ministry of the parish is accountable to the church and its operation align to the church vision/mission, strategy and need.

This documentation has been produced as a manual originally for the RCCG Victory Tabernacle, Cape Town, South Africa, highlighting our experience in setting up a media unit. It is hoped this will be valuable as a guide for other parishes, especially in Southern Africa. We look forward to comment and contribution to this living document. Request for demonstration, workshop and consultation are welcome.

 

Kindly forward request and comment to kadesemowo[a t]iee[d o t]org or kadesemowo[a t]@soams[d o t].co.za

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