The World Cup Trek is an epic race from Berlin, Germany, the location of the 2006 World Cup, to Cape Town, South Africa, the 2010 tournament venue. The contest, organized by dvDepot client Rob Evans, involves three teams, each comprised of two volunteer members, driving 10,000 miles through sixteen countries on two continents to reach the southern tip of Africa in time for the Cup’s final game. Sponsored by dvDepot and produced by both Burgess Productions and Nomadic Nation, Mr. Evans and his team will film their seven week adventure with the intent to transform their journey into an adventure/reality program.

Race for Charity

Contest organizer Rob Evans

As a social activist, Mr. Evans has been involved in several charity initiatives. Some of his recent projects include establishing and maintaining a storage facility for charities in his hometown of Phoenix/Tempe, Arizona, helping organize community projects, creating an arts community in Scottsdale, Arizona, and becoming an organ donor by donating one of his kidneys. Mr. Evans’ conception of and participation in the World Cup Trek is yet another of his charitable endeavors.

Benefiting from the race are three non-government organizations: Grassroot Soccer, Kick 4 Life, Coaching for Hope. These multifaceted organizations work in third world African countries to both coach underprivileged children and aspiring soccer players and provide education and preventative measures to combat the AIDs epidemic.

The Gear

dvDepot is sponsoring World Cup Trek’s production and furnishing the teams with video equipment, including two Sony PMW-EX1R HD cameras, six 16GB cards for footage, two 7” Nebtek monitors to review the footage before uploading it into a computer for editing, and other accessories. With the pristine quality of the Sony EX1, and the durability and storage capacity of the memory cards, no moment of the weeks-long journey will be missed.

View World Cup Trek 2010 in a larger map

After being equipped with dvDepot gear, the World Cup Trek teams began their exciting trip. Departing on May 9th from the United States, the volunteers set out for Berlin, Germany. The teams and the production crew stopped at Berlin’s co-sponsor hostel CityStay to finalize travel plans, go over the route, get all the needed vaccinations and load the last of their supplies into their Renaults.

On the Road

The World Cup Trek cars on the Autobahn

On May 18th, the team hit the Autobahn and almost immediately ran into their first setback. One of the three cars blew a head gasket 200km into the race, a frustrating mishap that could have been avoided. The car, driven by team members Jonathan and Susan, had to wait for the production vehicle to send for a tow truck; however, that car struck a flat tire and its spare tire was coincidentally flat. With two vehicles down, the team had to wait for tow trucks to arrive for both cars. To compound an already rocky beginning to their journey, the police declined to deal with cars that were ill-equipped to handle the Autobahn to begin with.

Into France and Spain

Barcalona Harbor

After two days of camping outside a McDonald’s in Hof, the team was back on the road in rainy, foggy weather. After seventeen full hours of continuous driving through miserable weather, the team left Germany and finally entered France nearly two days behind schedule and in dour spirits. The fair weather and sunshine in France, however, lifted team spirits. The group even had time to stop for a rest at Beziers, a picturesque city with a large winemaking industry. A 10-hour scenic road trip from Beziers to Barcelona (effectively avoiding traffic and tolls) was the next course of action for the team. From Barcelona the team managed to rest up before catching the last ferry out of Tarifa and into Marakech.

With any luck, the team will reach South Africa around July 5th, a few days earlier than planned. We hope to continue providing support and enthusiasm for the entire team on their amazing trip! Be sure to follow updates about the World Cup Trek on dvDepot’s Twitter and Facebook.

With EX1, HVX200, and other cameras that shoot to memory cards becoming more popular every day, the work flow on sets is changing. Log and capture used to be an important phase of post-production, but now, data transfer is a part of production. We’ve had our share of trial and error here at dvDepot trying to figure out how the future is going to look.

Derek Edwards transferring files on set

1. What to call them?

Nobody seems to have any idea of what to call this position. Data wrangler comes up a bunch. More common is “a guy to, like, do transfers and stuff.” Some people just call them camera utilities or assistant cameras. We eventually settled on memory card transfer technician, so that the duties are specific. We’ll shorten this to “card tech” or “transfer tech” most of the time.

2. Can a camera utility or AC do this?

A lot of utilities will know how to do this. But a lot don’t. We sent one of our best utilities on a job to do P2 transfers and he ended up taking twice as along as expected. Any time there was a problem with the camera, he jumped in to help fix it. This is what he’s good at, so it makes sense. This shoot also only ordered two 16GB cards per camera for several multicam interviews in a pretty short time. He had to be constantly dumping and wiping cards to keep up with shooting. We didn’t have time for him to do anything else.

3. Can I send an editor or assistant editor?

It’s tempting to send post people out. They have experience doing file transfers. They know the different formats post requires. We had an editor out once who really knew the transfers down pat and how to format the drives. However, when the camera decided not to recognize the memory card, he had no idea what to do. We sent one of our in-house technicians to solve the problem pretty quickly, but somebody without any knowledge of using the camera on set is missing an important piece of the puzzle.

Labeled SxS cards

4. How do you keep the cards organized?

We worked on one shoot when they were making fast transfers. The transfer tech noticed that he was missing the last batch of footage from camera B. None of the cards were labeled. We had to go through each card again and figure out which one had the missing footage. Most camera operators know to label their tapes, but some overlook labeling their memory cards. Labeling your cards is more important than labeling your tapes because cards will be wiped and then the footage is lost forever.

Labeled P2 Cards

Most people don’t realize it, but P2 cards have an area on the back that is designed for using dry erase markers. You can easily label the cards with A2 or something similar. SxS cards unfortunately don’t have this same convenience. For now, we use paper tape because gaff tape is too thick and can get stuck in the camera. The important thing is training our transfer techs in making sure that all cards are labeled and that they never accept a card from a camera without it being properly labeled.

5. So who do you send?

Kevin Provost is one of our regular transfer techs. He also works for us a camera utility and AC.

We decided that we needed people who are specifically suited to being card transfer techs. They need experience working on set, often as an AC or camera utility. The techs are often called upon to assist in the camera department and they need to be prepared. Additionally, the best candidates are often trained editors. They understand the problems that can arise with file transfers and can deal with them. A lot of our techs are working toward becoming full time editors. Using this as our starting criteria, we have recruited a pool of freelancers who are specifically assigned as transfer card technicians.

By finding the right people to handle the job and making sure the process they use is correct, we’ve turned memory card transfers into a smooth process. We are curious to find out how other people are dealing with this situation. Let us know what you’re doing in the comments below.

If you’re shooting with a camera that uses memory cards, we highly recommend assigning a qualified crew member to this position. If you’re like to hire somebody from dvDepot, please contact our crewing department, by emailing crewing@dvdepot.com or by calling 212.333.5100.