Content Ticket & Content Calendar
Copy Ticket & Copy Tracker
Video Ticket
FAQ
How does this system function?
The Content Ticket is used for the following and will adapt based on the type of request you are submitting:
1) To alert the communications team of upcoming events/news dates/things you want to put on our radar.
The communications team will determine if we need to create content surrounding the event/news and how best to promote.
2) To request a specific type of communications output.
The communications team will schedule publish dates and determine how content should be pushed out on ISLAA’s content channels via the Content Calendar.
The former “Design Ticket” is now a part of this form. No need to submit a separate design request!
3) To request help with an idea/strategy for a project, event, etc.
The Copy Ticket is for copy requests that:
1) Will be delivered directly to someone on the ISLAA team rather than published directly to a content channel.
— This includes editing or writing original copy for: press releases, announcement copy (e-flux Education, etc.), website copy, program copy, internal documents, etc.
What are ISLAA’s content channels?
Can I send an email instead?
We designed this system to make sure that all requests feed into a pipeline for project management from start to finish. Please use this form where you would be inclined to send an email to start a project/request.
Each form has a “Tell us about your submission” field that serves as an open-ended text box where you can describe your project in as much detail as needed.
I don’t have all the information I need to communicate a project. Should I still submit a ticket?
Since some projects are developing and more information will be available in stage, we included a space to link the project folder on the ISLAA’s Communications Folder on Box.
You can populate this folder with information as it becomes available. However, the communications team requires at least 2-3 weeks lead time to plan for a project before a post is published. If information comes in at the last minute and the post date is not flexible, we will not be able to design an asset for the post and may need to communicate it in different ways or on different channels than expected.
How do I know that my Ticket has been received?
When Content Tickets come in, we parse them into the necessary communications channels. Typically within the week, we will populate the Content Calendar as we determine what is required for a larger communications strategy.
You can receive a copy of your response to Tickets by creating a free Airtable account when prompted at the end of the form. We will no longer be forwarding ticket receipts when they come in in order to streamline the process. If you don’t want to create a free Airtable account, you can still reference the
Content Calendar and Copy Tracker for updates.
I notice things that I haven’t submitted on the Content Calendar
Yes, we are also simultaneously planning content separate from ISLAA events and programs. We will be creating records internally to plan this content.
My question is not answered in the FAQ. Is there someone I can reach out to for help?
Please reach out to Content Assistant Gil Green (gilchrist@larrie.nyc) with any questions and she will answer/and or forward as appropriate.
Video
The communications team has developed a new video strategy for ISLAA centered on YouTube.
YouTube is ISLAA’s primary channel for video content. All video we produce is conceptualized for YouTube first and subsequently cut for social media promotion. The goal is to drive our audience to YouTube to watch the full video.
The exceptions to this rule are
1) Content that is embedded on the website exclusively, such as research outputs from Scholar in Residence programs. ** This is subject to change based on the final form/functionality of the refreshed website.
2) Exhibition Guides are embedded on the exhibition page in addition to being published to YouTube.
3) Any video content that is embedded on ISLAA’s website but not on YouTube will be uploaded on Vimeo.
Video Submissions
All video content is funneled through the communications department.
Please submit a
Video Ticket if your internally produced video project will require documentation and/or editing for public access. We are happy to provide video standards and best practices for remote recording on Zoom.
To start the video consultation process or production process, please submit a Video Ticket.
What should I know before submitting a Video Ticket?
The communications team has a pre-approved budget for video content planned throuh spring 2024. Any request that comes in through a Video Ticket outside of the list below, will need to be approved by Lucy Hunter and is subject to the communications team’s schedule of production.
2023 Planned Video Content
—Seventh Annual Symposium of Latin American Art Highlight Reel
—TBD ISLAA 3 Questions: Anna Bella Geiger (Re-edit for YouTube)
—TBD ISLAA 3 Questions: Magali Lara (Re-edit for YouTube)
—ISLAA’S Designer in Residence breaks down political posters
—ISLAA x IFA partnership video
—ISLAA-Columbia Colloquium Panel 1: Rosângela Rennó and Thyago Nogueira, moderated by Ana Luiza de Abreu Claudio
—TBD ISLAA-Columbia Colloquium Panel 2: Mapa Teatro and Claire Bishop, moderated by Luise Malmaceda
—ISLAA YouTube Channel Trailer
—Potosí Principle — Archive Exhibition Guide
—University of California Press Book Talk
—ISLAA 3 Questions (UCP webinar event)
—IN THE ARCHIVES researching buen diseño para la industria
—IN THE ARCHIVES with Devan Diaz researching Feliciano Centurión
—Devan Diaz on Feliciano Centurión
—The CAYC Files (ICAA-ISLAA partnership)
—142 Franklin Street video Potosí Principle: TBD Event & Exhibitions
—TBD IN THE ARCHIVES: ISLAA Writer in Residence Program Video
What is the video production process? Where does ISLAA come in for feedback/review?
The post-production workflow incorporates one round of feedback/notes by ISLAA before publishing the video.
Because contractors work on day-rates, compiling all feedback in one round is necessary to remain within budget for a video.
ISLAA’s involvement in the video production process is highlighted in bold the production workflow below:
Pre-Production
—ISLAA team member pitches a video via a Video Ticket form
—Pitch is run by Lucy Hunter for approval
—If approved, Video Ticket is translated into a brief (all information for the brief should be included in the Video Ticket)
—Content team finalizes brief and schedules filming dates
—Content Assistant emails talent, editor, and institutional partners to launch project
—Content Manager sets internal deadlines for video production and schedules promotion in content calendar (date the video is published to YouTube and promoted on Instagram)
Production
—Content Assistant requests content forms from talent before filming and follows up ahead of filming day
—Director/Videographer + Producer arrive on set for filming
Post-Production
—Director prepares V1 for Comms team review
—Comms team delivers feedback
—Director incorporates Comms team feedback and delivers V2
—Comms team approval > ISLAA Review
—ISLAA Reviews V2 and gives all notes and feedback on video during this round (including any notes from partners if needed)
—Comms team review of ISLAA’s notes according to Video Standards/Strategy
—Comms team delivers final feedback to Director
—Director incorporates feedback into V3 and Social Media Reel
—Comms team approval of Final Video
—Media management (Comms team uploads video to YouTube, adds English/Spanish subtitles, prepares thumbnail, writes video description copy and title.)
—Director uploads video file to Box for internal archiving purposes (this version is not meant for website posting. Website posting is subject to change based on functionality of website refresh)
—Video is published and promoted on ISLAA’s channels
—Content assistant shares final YouTube link to partners and ISLAA for any cross-promotion/cross-posting.
What is a stinger?
—A stinger is a short intro that brands a video, usually with a quick animation and sound.
—Stingers will be used on YouTube videos only to signal to viewers that they are watching a video on ISLAA’s channel. Viewers accessing videos directly on the ISLAA website know that they are viewing ISLAA video content.
—YouTube videos will have a stinger chosen by the video’s director and editor that best works with video so as not to distract from the content and keep viewers engaged.
Do all videos have closed captioning?
—Yes, but not all videos have closed captioning permanently fixed on screen.
—Closed captioning will appear on default on all video produced for social media to increase view time and avoid losing viewers who may be watching an Instagram Reel without headphones or in a public place. This is standard practice for social media videos.
—Videos on YouTube have English closed captions and Spanish subtitles that can be toggled on or off on the YouTube player based on the viewer’s preference.
How is artwork credited in videos?
We are limiting on-screen text to avoid videos appearing like a presentation. This format is based on our research on audience engagement and how other arts institutions handle artwork on screen. For the most part, unless the type of video requires it in the narrative, artwork credits appear in an end-card at the end of the video.
What else might need to go on an end card?
Besides artwork credits mentioned in the video, any institutional partners, exhibition dates, or copyright should be in the end card. Production credits will be in the YouTube video description for Search Engine Optimization (SEO).
When should I provide text for an end card?
If there are institutional partners or known art copyrights that will be featured in the video, please include that copy in the Video Ticket. You can provide any additional artwork credits during the “ISLAA Review” phase of the editing process.
Are there any best practices for recording online or live events we can follow?
Yes, you can download a PDF with suggestions and instructions HERE.
