Vendor Video Production Guidelines
Dell Medical School

Vendor Video Production Guidelines

Videographers should follow these video production standards to ensure consistent quality across every creator and campaign.

General Requirements

Messaging should align with the mission and vision of Dell Med, and production values should reflect our commitment to inclusion and access.

Any filming taking place on The University of Texas at Austin campus, including Dell Med, must comply with the university's Filming and Photography Guidelines.

Accessibility

Final products should be delivered with caption (.srt) files included so that they may be enjoyed by the deaf community. (Consider as well that as many as 85% of people routinely watch video with sound turned off). In some cases, it may be appropriate for captions to be fully integrated (burned) into the video.

Consider placement of lower thirds and other elements carefully and in light of the possible display of captions.

Brand Compliance

Follow Dell Med guidelines, which address logo use, approved colors, preferred typefaces and more.

Always open with an eye-catching shot and close with the Dell Med logo. Never start or end with a black frame or fade to/from black.

Diversity

Take care to reflect the diversity of Dell Med and the surrounding communities. We define diversity broadly to include race, ethnicity, ability (mental and physical), education, gender, gender identity, immigration status, language, religion, sexual orientation, socio-economic status, veteran status, age and more.

Talent Releases

Vendors should take care to collect talent releases from anyone who appears on camera. Originals should be returned to the project owner for recording.

Technical Requirements

  • 4K Standard: 3840 x 2160 UHD*
  • HD Standard: 1920 x 1080*
  • Final Format: H.264
  • Frame Rate: 23.976
  • Field Order: Progressive
  • Aspect: Square Pixels (1.0)
  • Bitrate Encoding: CBR
  • Target Bitrate: 20 Mbps (60 Mbps for 4K/UHD)

* Final delivery may also be in 1:1 (square; 1080x1080) for Facebook, 4:5 (IG mobile full screen; 1350x1080) for Instagram Feed and 9:16 (vertical; 1080x1920) for Instagram Stories. Check SproutSocial's guide to current specs prior to decision-making.

Audio

Color

  • Color profile is REC 709, no Log profiles, for minimal changes in post-production.
  • Ensure no clipping in color scopes.

Deliverables

All vendors should deliver three master archival exports (Quicktime 4444): one with titles, one without titles, and one with interview footage (no B-roll).

When original B-roll is filmed as part of a project, additional masters with B-roll grouped by subject matter and/or shot location should be included upon request by the domain. Domains must notify the vendor of this request prior to completing a contract or work agreement.

  • Final w/ titles (file name ..._FinalArchive.mov)
  • Final w/ all titles, graphics, and animations removed (file name ..._FinalArchiveClean.mov)
  • Interview clips, no b-roll (file name ..._FinalArchiveInterviews.mov)
  • B-roll (file name ..._FinalArchiveB-roll_SUBJECT/LOCATION.mov)

File Destination

Files should be uploaded to the Dell Med video archive maintained on UT Box. (Send vendor email address to communications@dellmed.utexas.edu to request appropriate level of access.) From there, they may be copied to local folders maintained by domains.

If files will exceed Box's 15GB upload capability, they should be delivered via an external hard drive formatted for Mac. Vendors should include the cost of the hard drive in their original quote.

File Naming

Name files as: [year]_[entity]_[doc type]_[file type]_[project name]_[version]_[type].ext

Example: 2019_UTHA_Video_DonorStory_Final_Archive.mp4

Transcripts

Vendors must provide complete interview transcripts generated by SimonSays.ai or a comparable tool.

  • Video Walkthrough: https://youtu.be/iqUp2rr0Jlk
  • Export as “SRT SUBTITLES,” import .srt file to your Premiere project, drag into timeline and align over the interview track.
  • Double-check subtitles for accuracy.

Ascension Video Guidelines

There may be times when it is appropriate to consider Ascension video guidelines in addition to Dell Med's. Additional review by Ascension may be required.

If you have questions about when to follow Ascension guidelines, email the Communications team to discuss.