Virtual Memories unlocks the true power of digital media, combining your pictures with your favorite music to create dramatic, one of a kind DVD's that you will enjoy forever.

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Long Valley Soccer Association (LVSA)

When the board of an entire club or league contracts for a Virtual Memory DVD of each team, the volunteer photo coordinators are introduced to the idea, and learn of their role in the project when they receive the following letter from Virtual Memories.

August 2006

Dear Photo Coordinator,

Thank you for volunteering for this fun and easy position! Virtual Memories is offering a unique and affordable product to the teams this year. We will produce a keepsake DVD production of your child's soccer season using parent's photos. We will professionally edit those photos to music making an entertaining show that will delight your players and their families.

DVDs will be sold for $23.50 and every DVD sold will generate $3.00 for the LVSA.

As photo coordinator all we ask is that you take lots of pictures and also ask parents to take pictures with this production in mind. Parents are always taking pictures at their child's games anyway, so asking them to take lots of pictures for this production will be easy. We'll give you a deadline to collect copies of parent's photos. We'd like you to choose 50 of the best photos making sure every child is included at least once, if not more, and submit them to Virtual Memories. As a Thank You gesture for volunteering to be Photo Coordinator, you'll be able to purchase your copy for a reduced price of $15.00.

Here are some steps to guide you along the way.

Tell everyone

1. At one of your early practices, let parents know that Virtual Memories is offering a unique and affordable product to the teams this year. We will produce a keepsake DVD production of their child's soccer season using their photos.

Taking pictures

2. Taking lots of great pictures will insure a great show. Ask interested parents to take lots of pictures at practices and during the first few games.

3. Get least 1-2 pictures of each team member. Get shots of groups of players also.

4. Select a practice date with the coach in which the players wear their uniforms. This will give you and other parents an opportunity to take individual pictures of each team member as well as an informal team picture with the coaches. By having this practice, you will also be able to get onto the field and take "action" shots of the children practicing. One drill that works well is for the children to line up in front of the goal and each takes turns kicking the ball into the goal. One or several parents can stand next to the goal and shoot action pictures from that vantage point. This can be done before a game also if needed.

5. Insure that each team member is included in the production. Having the team roster and checking off names as pictures are taken can be helpful.

Organizing pictures

6. Deadlines for turning in team pictures will be staggered so that Virtual Memories will have time to complete the production in a timely fashion. (For example, teams 1-10 will submit their photos during week #3 of game play. Teams 11 - 20 will be required to submit their pictures during week #4, and so on). Exact deadlines will be given once I have the complete list of teams.

7. At least a week before your team deadline approaches, collect pictures from parents. Select only the best photos you have. Make sure the photos you select to be included in the show are clear and in focus.

8. Please submit a maximum of 50 digital pictures. Due to the large number of teams there is not enough time to scan print photos. If parents only have film, they can order a photo CD of their pictures when they bring their film in for developing. This usually costs about $3.00-$4.00.

9. Try to submit as close to 50 pictures as possible, but no more. Anything less than 40 photos is just not enough.

10. Camera cards and picture CDs can be submitted. You can use my log sheet to list what pictures are to be included. If you have several CDs with pictures, just label each item and attach a list of which pictures are to be included. For example: CD#1 Image 0078, 0091.

11. If you or a parent would like to submit pictures on their camera card (either because they don't know how to burn pictures to a CD or you cannot do that for them, you can place the camera card in a zip lock bag, label it with the owners name, and identify which pictures are to be included. For Example: Camera Card "Jones" PT3476, PT5463 etc. Parents can review their pictures with you on their camera. You can jot down the ID# on the log sheet below and submit the entire camera card. I will copy the pictures ASAP from their camera card and return it to you immediately. All of the pictures will remain on the camera card. Nothing will be erased.

Ordering

12. Starting in September, parents can visit my website at www.virtualmemoriesdvd.com and click on the link for LVSA. Parents can print out an order form and mail it with payment to Virtual Memories. As coordinator, I would ask if you could forward all your parents email addresses so that I can send them the website address. You can also pass that info along to parents at the games. It's pretty easy to remember the address. Just remind parents that payment must be received before the copies are made.

Distribution

13. Distribution of the DVDs will be made through the photo coordinator. When the show is completed and copies are ready, I will contact you so you can pick them up. You can then call or email parents and let them know when would be a good time to pick up their copies from you.

Thank you for volunteering for the LVSA. Please email me with your name, phone number, team name and email address along with the coach's name or team number, so I can assist you and answer any questions you may have. This will also ensure that you receive your copy at the discount price.

Once again, my web site will be up and running in September 2006. Parents can check out some of my demos to get a better idea of the quality of work that I do. The website is www.virtualmemoriesdvd.com. In the meantime, if you or other parents have any questions please feel free to call or email me.

Thanks again for volunteering your time!

Thank you,

Jackie Cronin

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