How We Successfully Produced a Fully Edited 89-Second Video for BCUSU's "Big Welcome Day" in Just 50 Hours

Big Welcome Day 2024 - Aftermovie

Introduction

In August 2023, we worked with the Birmingham City University Students' Union (BCUSU) to produce a highlight video for their annual “Big Welcome Day” event. 

The event, aimed at welcoming new students, serves as a cornerstone for introducing freshers to university life, including its various clubs, societies, and campus amenities. The objective was to create engaging and visually compelling video content that would highlight the energy and spirit of the event while positioning BCUSU as an exciting and supportive environment for new students.

This case study will delve into the project’s key phases, from initial communication to the final delivery, and highlight the strategic approach we took to help BCUSU achieve its goals.

Project Background and Initial Engagement

During that initial conversation, BCUSU was very clear about what they needed: video content that would resonate with its young demographic. 

To address BCUSU’s goals, we proposed a comprehensive solution: producing both engaging after-movie and dynamic short-form content. These deliverables were designed to celebrate the success of this year’s event and advertise it to external audiences.

Recognising the importance of timely delivery, we assured BCUSU that the entire project could be completed within just 50 hours, ensuring both high-quality content and a quick turnaround to maximise impact.

Understanding the Client’s Vision

One of the key components of our preparation was a site visit to BCUSU’s campus, which allowed us to gain a better understanding of the layout and where each aspect of the Big Welcome Day would take place. 

During this visit, we identified the primary stalls, clubs, societies, and the event’s main features that we needed to capture.

Our approach to this project was highly strategic. We knew that the Big Welcome Day wasn't just a one-off event for BCUSU. It was the university’s primary engagement opportunity with new students, and they wanted to use the footage to hype up the event for the following year. This meant our video had to not only capture the event’s atmosphere but also create a sense of excitement and anticipation for future students.

BCUSU Brand Guidelines

Tailoring the Solution

To meet BCUSU’s needs, we proposed the following solutions:

1. Event Aftermovie: This would be a longer (1min 30s), narrative-driven video showcasing the day's best moments. The goal was to reflect the energy, diversity, and excitement of the event while providing a comprehensive view of what the Big Welcome Day had to offer.

2. Instagram Reel: Given the younger demographic, it was essential to have content suited for social media. The reel would be short (30 seconds), punchy, and high-energy, designed to quickly grab attention and evoke an emotional response in students who would attend the following year.

After our meeting on 27th August, BCUSU approved our proposal, and we were officially booked to cover the event. 

One of the tools that significantly aided us in organising the project was Milanote, a platform we often use to create and manage project briefs. Using Milanote, we outlined our deliverables, the event's key features, and the specific shots we needed to capture.

Short Form Content posted on BCUSU's Instagram

The Shoot and Production Process

The Big Welcome Day took place shortly after our preparation, and our team was on-site early to capture the event from start to finish. 

The focus was on getting a mix of wide shots, close-ups, and dynamic movements to portray the event's liveliness. Key moments included:

• Student interactions at various stalls

• Engaging activities hosted by clubs and societies

• Performances and live music that enhanced the event’s festive atmosphere

• Candid reactions of students experiencing the day for the first time

We aimed to reflect the vibrancy and diversity of the student body and the welcoming spirit of the university, which was critical in positioning BCUSU as a friendly and inclusive environment.

BCUSU Project Brief made on Milanote

Quick Turnaround and Delivery

Our expertise in video production is not only in creating high-quality content but also in doing so swiftly. Joshua Munro from Everywhere Productions and Suvadeep Biswas were entrusted with covering a full-day event with over 6,000 attendees, confident in their ability to adapt and deliver under pressure. 

The promise made to BCUSU was a two-day turnaround for the first cut, and we delivered on that commitment. 

Two days after the shoot, they were provided with the first draft of the after-movie, followed by the Instagram reel.

Timeline Demonstration

Conclusion

The collaboration with BCUSU for the Big Welcome Day was a successful project that underscored the importance of understanding the client’s vision and delivering high-quality content within tight deadlines. The strategic planning and tailored solutions we provided helped BCUSU achieve its goal of engaging with new students and effectively promoting its future events.

Moving forward, we look forward to more opportunities to collaborate with educational institutions like BCUSU to create content that highlights key events and builds excitement and anticipation for future activities.

Key Takeaways

• Client Communication: Consistent and clear communication with the client was crucial from the very first message to the final video delivery. Understanding BCUSU’s goals helped us craft a solution that resonated with their target audience.

• Understanding the Audience: The young demographic required fast-paced, visually dynamic content. Tailoring the reel for social media was key to driving engagement.

• Quick Turnaround: In an era where content needs to be timely and relevant, our ability to deliver the first cut within two days ensured that BCUSU had fresh content to share almost immediately after the event.