How To: Use Dropbox

Owned by Marcel van Egdom
Last updated: May 20, 2024
3 min read

Description

Arinex Live uses Dropbox to receive and send content with event managers. Arinex Live will confirm the event manager/s has a dropbox account, ideally a professional account, and what email address that account is associated with. Once confirmed, Arinex Live will share a unique "Event Content" folder with the Event Manager. 

The parent "Event Content" folder holds a set of folders that we have set up for you, along with a Runsheet template. Please see below for the folder descriptions and some useful tips. If you're unsure about what media you need or its formatting, please see the content guide.

 

Roles and Responsibilities

Arinex Live

  • Share the Dropbox folder with the Event Manager

  • Follow-up timelines for essential event content.

  • Check Runsheet is complete and ready for event operation.

  • Provide support and communication to the Event Manager.

  • Share content with the Technical Production team for sequencing and event operation.

Event Manager

  • Join the Arinex Live Dropbox shared with you.

  • Follow the content upload guidelines and folder structure.

  • Stick to the timelines outlined for your event.

  

Joining Dropbox

We will invite you to our shared dropbox for your event, it is essential we use this as our entire technical production team access it. It is highly recommended to use a Professional (paid) dropbox account, to ensure account limits aren't encountered.

Folder Structure

Inside the "Event Content" folder shared with you, there are the following folders with specific functions:

image-20240410-000821.png

  • “Other Videos” is where video rolls such as sponsor video ads, Welcome to Country, opening videos, closer videos, holding loop videos etc. go.

  • “Pre-Recorded Speaker Videos” allows you to upload all finished videos of pre-recorded presentations into the “Event Ready” folder . “Not Event Ready” is for internal use at Evexus or for if you've arranged editing to be done by our content team. Please remember that this process is not automated, if videos are put in the wrong place it can impact your event greatly.

  • “Runsheet” is where the one and only Runsheet lives, ideally built from our included template.

  • “Slides” is where you place your PowerPoint file or images such as holding slides, title slides, background image, housekeeping etc. Presenter slides live in a seperate folder, and ideally following a naming convention such as SpeakerName_Room_Day_Time

  • "zz_Platform Content" is for when we need you to provide us with ePosters files or Pre event video-on-demand files. These files have nothing to do with the livestream.

 

Important Usage Notes, Updates, and Version Control

  • All content needs to go into the appropriate folders. Please don’t attach files to emails or provide alternate file-sharing links, as these aren’t accessible to all of the relevant team members and equipment.

  • It is important to follow a simple "One Document" version control process when uploading documents. This ensures Arinex Live and you are working on the same document, ensuring one source of truth. 

  • As you make any changes after submitting your draft slides or run sheet, please advise your Event Delivery Specialist every time you do so, or when you have made your last and final changes.

    • This becomes critical the closer we get to delivery day, as we want to ensure your final documents are being used for event delivery.

Outcomes

Providing a clear and complete Dropbox folder filled with relevant assets will greatly assist the smooth and timely delivery of your event.

A clear run sheet supported by all relevant content will ensure our technical event operator can focus on live content and the comfort of your speakers with their full attention, without the distraction of translating an incomplete run sheet or searching for missing content.