Tech

Tech Team Welcome Pack

Opening Ceremonies Member: Nikono
Closing Ceremonies Member: Cinesia
 
Hello and welcome to the RTF 2025 Technical Team! You're the technical producer ensuring the live ceremonies runs without technical issues.
 

Key Event Information:

  • Role: Technical Producer (NOT streaming - you support Live Hosts)
  • Rehearsals: June 16th & 17th (times TBD)
  • Live Hosts:
    • Esnueil - https://twitch.tv/esnueil
    • Jambo - https://twitch.tv/jambo
    • Entertainment Guest for finale (Announcing publicly soon)
      • Technical Producer
      Event
      Dates and Times
      Nikono
      Opening Ceremonies:
      Press Gay to Play
      Hackathon Kick-off
      Thursday June 19th OPENING CEREMONIES (1:30-3:02 PM EST)
      Duration: 1 hour 32 minutes
      Cinesia
      Closing Ceremonies:
      Pre-show Entertainment Headliner
      Award Ceremonies
      Saturday June 21st Closing Ceremonies:
      PRE-SHOW CELEBRATION (5:30-6:00 PM EST)
      Award Ceremonies

Your Role Details:

  • Team: Technical
  • Reports To: Event Planning Coordinator (notbella)
  • Coordinating With: Esnueil, Jambo, & Finale Musical Guest
  • Function: Producer/Technical Support

Technical Producer Responsibilities:

  • Stay on Discord call with Essy + Jambo during broadcast
  • Monitor all technical systems and stream health
  • Communicate issues immediately via wireless headphone
  • Potentially control pacing with virtual stream deck
  • Be prepared for every technical scenario
  • Support Live Hosts like a TV producer supports a host

Technical Setup:

  • Discord voice connection during broadcast
  • Wireless headphone for producer communication
  • Virtual stream deck (potential tool)
  • Monitor multiple technical systems
  • Backup communication methods ready
 

Communication Channels:

  • Todoist: Technical Team Task Boards
 

Technical Producers Schedule & Timeline

Overview

Technical Producers provide behind-the-scenes support during live broadcasts. They are NOT streaming but rather supporting Essy as technical producers, monitoring systems, and communicating via wireless headphones during shows.

Full Schedule Table

Date
Time
Event
nikono (Opening)
Cinesia (Awards)
Location/Platform
June 15
EOD
Coordination Deadline
✅ Confirm setup with notbella
✅ Confirm setup with notbella
Discord/Email
June 16
TBD*
Technical Rehearsal #1
✅ REQUIRED
✅ REQUIRED
"secressy" Twitch
June 17
TBD*
Final Technical Rehearsal
✅ REQUIRED
✅ REQUIRED
"secressy" Twitch
June 19
1:15 PM EST
Pre-Show Setup
✅ ON DUTY
-
Discord Call + Technical
June 19
1:30-3:02 PM EST
Opening Ceremonies
🎬 PRODUCING
-
Discord Call + Technical
June 20
All Day
Building Day
-
-
Off Duty
June 21
5:15 PM EST
Pre-Show Setup
-
✅ ON DUTY
Discord Call + Technical
June 21
6:00-8:30 PM EST
Awards Ceremony
-
🎬 PRODUCING
Discord Call + Technical
  • Times TBD - notbella will coordinate and provide specific times
 

Coordination Points

With Event Planning (notbella)

  • June 15: Confirm rehearsal times and requirements
  • June 16-17: Coordinate rehearsal execution
  • Event Days: Coordinate day-of logistics and timing

With Each Other (nikono ↔ Cinesia)

  • Share technical setup approaches
  • Document lessons learned from rehearsals
  • Coordinate handoff procedures (nikono's experience informs Cinesia's preparation)
  • Emergency backup support if needed

With Events Lead (Essy)

  • Rehearsals: Practice communication and timing
  • Event Days: Maintain constant communication during broadcasts
  • Emergency: Immediate escalation for critical issues

Detailed Timeline by Role

nikono - Opening Ceremony Technical Producer

Preparation Phase (June 16-17):
  • Coordinate with notbella, confirm technical setup requirements
  • Attend rehearsal #1 on "secressy" channel - test all systems
  • Attend final rehearsal on "secressy" channel - resolve any issues
Event Day - June 19:
  • 12:00 PM EST: Final system checks and preparation
  • 1:00 PM EST: Join Discord producer call with Essy, pre-show technical setup
  • 1:30-3:02 PM EST: LIVE PRODUCTION - Opening Ceremonies
    • Monitor all technical systems
    • Maintain Discord call with Essy throughout broadcast
    • Communicate via wireless headphone in Essy's ear
    • Potentially control pacing with virtual stream deck
    • Ready to handle any technical emergencies
Post-Event:
  • 3:02 PM EST: Wrap-up and debrief
  • June 20-21: Off duty (focus on personal projects if participating)

Cinesia - Awards Ceremony Technical Producer

Preparation Phase (June 16-17):
  • Coordinate with notbella, confirm technical setup requirements
  • Attend rehearsal #1 on "secressy" channel - test all systems
  • Attend final rehearsal on "secressy" channel - resolve any issues
Event Day - June 21:
  • 5:00 PM EST: Final system checks and preparation
  • 5:15 PM EST: Join Discord producer call with Essy, pre-show technical setup
  • 6:00-8:30 PM EST: LIVE PRODUCTION - Awards Ceremony
    • Monitor all technical systems
    • Maintain Discord call with Essy throughout broadcast
    • Communicate via wireless headphone in Essy's ear
    • Potentially control pacing with virtual stream deck
    • Ready to handle any technical emergencies
Post-Event:
  • 8:30 PM EST: Wrap-up and final event debrief

Technical Producer Responsibilities

Core Duties During Live Events

Responsibility
Description
Tools/Methods
System Monitoring
Watch all technical systems for issues
Multiple monitors, diagnostic tools
Producer Communication
Constant communication with Essy during show
Discord call + wireless headphone
Issue Detection
Identify technical problems before they impact stream
Real-time monitoring
Emergency Response
Quick response to technical failures
Backup procedures, emergency contacts
Pacing Control
Potentially control show pacing and transitions
Virtual stream deck
Documentation
Note any issues for post-event analysis
Real-time logging

Equipment Setup Requirements

Essential Equipment:
  • Reliable Discord voice connection
  • Wireless headphone for communication with Essy
  • Multiple monitors for system monitoring
  • Virtual stream deck (potentially)
  • Backup communication methods (phone, text)
Technical Environment:
  • Stable internet connection
  • Quiet environment for clear communication
  • Access to "secressy" rehearsal channel
  • Contact information for emergency escalation

Rehearsal Details

Rehearsal Requirements

Rehearsal
Date
Platform
Duration
Focus
Rehearsal #1
June 16
"secressy"
1-2 hours
Initial system testing
Final Rehearsal
June 17
"secressy"
1-2 hours
Problem resolution & final timing

Rehearsal Agenda Template

Both Rehearsals Include:
  1. Technical Setup Testing (15 min)
      • Discord producer call quality
      • Wireless headphone communication test
      • Virtual stream deck functionality
      • System monitoring tools check
  1. Communication Practice (30 min)
      • Practice producer-to-host communication
      • Test emergency communication procedures
      • Timing and cue practice
      • Backup communication methods
  1. Ceremony Run-Through (30-45 min)
      • Full ceremony timing practice
      • Transition testing
      • Technical cue coordination
      • Problem identification
  1. Issue Resolution & Planning (15-30 min)
      • Document any technical issues
      • Plan solutions and backup procedures
      • Coordinate with notbella on logistics
      • Confirm day-of procedures

Success Metrics

Rehearsal Success:
  • All communication systems tested and working
  • Timing and cues practiced and refined
  • Technical issues identified and resolved
  • Backup procedures confirmed
Event Day Success:
  • Smooth technical operation throughout ceremonies
  • Clear communication with Essy
  • Quick resolution of any technical issues
  • Professional broadcast quality maintained
Overall Success:
  • Ceremonies run on time without technical delays
  • Essy feels supported and confident during broadcasts
  • Audience experiences smooth, professional presentation
  • Technical problems resolved without impacting viewer experience