The Forum Big Screen
Submission Policy
This document outlines:
o Editorial process
o Content guidelines
o Technical specifications
February 2014
The Forum Big Screen - an overview
Opening on 30th September 2013, the Forum: Southend-on-Sea is a brand new state-of-the-art library and learning facility in the heart of Southend’s Town Centre. This £27m enterprise has been delivered jointly by Southend-on-Sea Borough Council, the University of Essex and South Essex College.
Set within a new public square The Forum Southend-on-Sea is also the home for the renowned Focal Point Gallery, a new café as well as a lecture theatre. It acts as a major forum for community-based activities and is an integral part of the town centre, assisting in its re-generation.
As well as providing a new area of public open space, the square can be used as a location for cultural and artistic events. A key feature in the public square is the Forum Big Screen.
The focus of both the screen and the square will be in encouraging alternative uses for the High Street, especially in the evenings, by providing good quality art and cultural events; providing something different to mainstream television viewing.
Our aspiration for the Forum Big Screen and public square is that they will be used to showcase cultural events which are of a good quality and introduce our residents and visitors to alternative art forms and media they may otherwise not come into contact with on a daily basis.
The Forum Big Screen is a great opportunity for the local community, public and creative community of Southend-on-Sea to become a focus for live events as well as a platform for films, animations, digital art, photographs and interactive games to get a proper public viewing.
Editorial process
This document outlines the process to follow and provides guidelines on submitting material for showing on the Forum Big Screen.
Our aim is to encourage the local community to become involved with the Forum Big Screen as much as possible and where possible, we aim to support and accept user generated content.
In the first instance, please send a written outline of your proposed content to - you will receive feedback on whether or not your proposal could be acceptable for the Forum Big Screen and will avoid you incurring any unnecessary expense in the event your proposal does not meet the criteria for the Forum Big Screen.
All content submitted for showing on the Forum Big Screen will be reviewed in line with the content guidelines and relevant consent forms. The Forum Big Screen Content Panel will have the final decision on whether content is suitable for screening.
Please note that it can take up to 4 weeks to review and upload content to the Forum Big Screen.
If you have a specific date and time that the material needs to be shown, then please ensure that this is considered in your planning.
Outside of this, there are no deadlines as this is an ongoing project and we are open for submissions all year round.
Scheduling
The Forum Big Screen can show a mixture of content including live television, news, events listings, short films and live events. Content that is flexible to be shown at any time during the day is ideal.
We can also set up specific screenings of your content if this is agreed, whereby we can advise in advance that your material will be shown on a specific date at a given time. This may be useful for live events in the public square, when you are looking at having content shown on the Forum Big Screen complementing your event; for example short films and static images, logos and graphics.
Your material will be shown for a period of three months from the date of approval, unless you are happy for this to be shown for a shorter/longer period of time.
Content guidelines
Although we encourage all types of material to be submitted, we do need to ensure that the appropriate guidelines are adhered to.
Duration
The Forum Big Screen typically shows content in three two hour slots Monday to Saturday from 8am to 10am, 12pm – 2pm and 4pm – 6pm. On Sundays content is typically screened from 12pm – 2pm. Content may be shown on the Forum Big Screen outside of these usual time slots if part of a wider programme of planned events / screenings.
During these periods we ask that short films are kept to between 3 and 10 minutes in length. If you have material longer than this then we can look at creating a specific screening or you could look at how the material could be edited.
Still images like jpegs, photographs and text are defaulted to play for a minimum of 10 seconds. We can amend this to suit the content - for example an information slide promoting an upcoming event can be scheduled for 20-30 seconds enabling the audience to read the content fully.
Material that can be submitted
Although each proposal will be considered on an individual basis, below is an outline of some examples that would be considered:
· Project work from schools/colleges/universities
· Public information announcements (Non-commercial)
· Event listings for local events
· Interactive applications
· Short films from local filmmakers
· Community projects
· Artistic films
· Digital artwork and galleries
· Music videos
Formats
Material can be submitted to us in the following formats:Formats / Digital Files / Graphic Files / Audio Files
Mini DV / Mpg (mpeg) / Tga / Mpa
DV Cam / Mpv / Bmp* / Wav
DVD / Mp2 / Png / Mp3
Swf / Gif / Jpg (jpeg) / Wma
Wmv
Mva
M2v
Mov
Avi
*No lower than 16 bit
How to send us your material
You can send us digital video files on DVD, USB stick or through popular online sharing sites such as www.dropbox.com, www.wetransfer.com and www.google.com/drive .
Digital graphic files such as jpegs and gifs can be sent to us by email , CD, USB stick or through popular online sharing sites such as www.dropbox.com , www.wetransfer.com and www.google.com/drive.
Music Copyright
All work submitted must have full consent for including any music and other talents that are featured in the material. The 'Contributor Consent Form' is normally sufficient for this purpose.
We may request to see evidence of this to confirm this such as emails and written communication. This will confirm to us that copyright has been sought and cleared, and that there will be no liability for payments to artists / contributors / authors / directors by screening the material.
Any material that includes a soundtrack/music must have the relevant copyright obtained to use the music. To obtain the copyright to use the piece of music you will need to contact 'PRS for Music' on 0845 309 3090 or check their website www.prsformusic.com/users/recordedmedia for further details. Please note that this will most likely incur a fee.
Another option is to contact local bands and musicians for soundtracks to use in your material. They can confirm in writing to you that they are happy for their music to be used in the material and shown on the Forum Big Screen. You could also credit them with a mention on the closing titles of your film.
Alternatively, copyright-free material can also be found on CDs in shops and also downloadable from the Internet.
The Watershed
Unlike normal TV, where a ‘watershed’ ensures that adult content is only broadcasted after 9pm, the Forum Big Screen operates without such restrictions.
The Big Screen is located in Elmer Square in the centre of Southend-on-Sea. As this is a public open space, the audience cannot turn the screen off or avoid the content that is being shown. Therefore we have to be mindful of this and that people of any age group and disposition could be exposed to the content from 7am - 11pm (up to 16 hours) a day.
Material therefore must not include elements of sex, violence, drug use or subversion, swearing and or nudity.
We need to reach the right balance between protecting young children and those who are easily offended with the rights of others who would like to see all types of content shown during the day. Although this needs to be considered, we would still encourage material that is both challenging and unique to be submitted.
Language
The use of inappropriate and offensive behaviour is a contentious issue. This is because it depends upon the context, tone and use of the words. In addition to this differing cultures and communities are offended by differing words and phrases. Material with any swearing or offensive content will be rejected.
Portrayal
One of the aims of the Forum Big Screen is to reflect the various cultures and communities that are within the UK. Although the content of material can reflect the prejudice and disadvantage that exists within society, it should be handled appropriately and not gratified. Offensive and stereotypical assumptions should also be avoided. Submissions of this nature are likely to be rejected.
Alcohol, Smoking, Solvent and Drug Abuse
The use of illegal drugs, smoking, solvent abuse and misuse of alcohol should not be encouraged, condoned or glamorised.
Suicide and Self-Harm
Material depicting how to self-harm and commit suicide should be portrayed with great sensitivity, whether in drama or factual programmes. Care must be taken to avoid describing or showing methods involved.
Children and Consent
Before creating material involving children and young people, the consent of their parents or legal guardians should be obtained first. If your material involves young people under the age of 18 you will need to complete the 'Parental Consent Form'.
For larger groups, such as school classes, choirs and clubs, it is enough that a single form is completed and signed by the adult in charge such as a teacher, project leader, group leader - providing that they accept responsibility for having sought and received approval from the parents/guardians of all those taking part.
Promoting a local event
If you would like to promote an event that you are organising then we can add this to the local events listings on the Forum Big Screen. If the event is a free community event then there would be no fee applied for this. If you are charging for entrance there will be a cost to promote your event on the Forum Big Screen. Again, we can discuss this with you.
If you require further clarification on any of the above then please do not hesitate to contact us via .
Big Screen Technical Specifications
Audio
All screens without exception include audio playout. This is carefully monitored and set at levels that increase and decrease throughout the day, according to additional environmental noise and footfall. Most non-event playout is set to a level we call 'Ambient'. Audio zoning is in operation so that excessive noise does not spill out in the vicinity of the screen, but is instead specifically targeted at the viewing area.
Any video footage containing music or soundtrack must ensure this has been copyright cleared for use first. Please refer to the 'Content Guidelines' if further advice is required. Please pay careful attention to audio levels - if these are too high it may result in distortion during transmission.
Resolution
Generally, the screens possess less lines of resolution: less than a domestic digital television. It should be borne in mind that work including highly defined, hairline detail may not appear to its best effect.
This also affects work that is very dark, as the screen is often in direct sunlight, while video pieces containing lots of delicate, shaded elements and little contrast do not appear to their best advantage. Scaling technology is in place to enhance perception, and a typical full-screen background image would normally be delivered at 720 x 576 (16:9), should you wish to use this as a guide.
Presentation
Screens are landscape in shape. Still images and artwork submitted in portrait form will result in blank areas to the left and right of the image.
We mention this so that you might retain greater control over the presentation of your work. Please note: material of any kind that has originally been intended for print or web will not automatically transfer to the screen successfully.
Small, discreet typography (text) does not always become clearer the larger it is projected, and handwriting styles are difficult to read. If you are using any text in your material; please ensure that these are at least font size 18. Try to use as few words as you can. Too much text makes it become cluttered and difficult to read.
As a rule of thumb - keep it bold, clear, simple and uncluttered.
Plug ‘n Play
On the leg of the Big Screen we have a 'plug and play' point. This enables cameras, microphones, stereo and pa systems to be plugged directly into the Big Screen.
The connectors required are BNC analogue composite inputs and XLR audio connections. A summary of the connections are below: