Appendix 4 Formation roadmapAppendix 4 Formation roadmap

Preparation and basic documentation

• Record the original technical setup (including floor plans, equipment, software versions) (see Appendix 3 for a starting point).
• Collect creative starting points: concept description, creator's intentions, intended audience experience.

Create a first version of the tech rider and concept bible

• Set up the “live document”.
• Set up a central and accessible documentation system (e.g. shared folder or project wiki).
• Establish that this is a “living document”: it grows with the project and also contains informal, ad hoc decisions.
• Determine who is responsible for keeping track of updates.
• Collect and retain all original video materials, walkthroughs, photographs and a technical paper.

Analyse the work for dependencies on OS, software and hardware

• This will enable you to retain the necessary resources (hardware, peripherals, source code, executables and media assets (e.g. video, audio).
• Also pay attention to retaining used drivers and dependencies on SDKs, such as Android and iOS tools for AR development. Copy the data to a suitable archive location
• It is mandatory to store multiple copies in at least two different locations. Some file formats already contain technical metadata, such as display dimensions, scale, and provenance. If this is not the case, such data must be stored separately.
• Optional: migrate to new hardware or a software emulation solution. This will change the work, is that acceptable?

Document during setup and/or production

• Record technical adjustments and improvised solutions (e.g. bugs, cable routing, software or hardware adjustments).
• Take photographs, videos and/or 3D scans of the setup.
• Note which equipment and configurations were ultimately used (including version numbers and settings).
• Record any deviations from the original plan.

Recording audience interaction and experience

• Describe the sequence of actions and experiences for visitors (e.g. reception, waiting time, steps in the experience).
• Note the necessary staff roles (such as host, technician, guide).
• Collect feedback on how the audience experiences the experience (if possible).
• Make audience experience recordings: sensor and screen recordings. Use live documentation tools that can handle output from different media and capture all possible content.
• Also consider how this content can be played back.

Drawing up a service design blueprint (a handover for future partners)

• Create a service blueprint in which you visualise:
• Front stage: visitor actions and experience
• Back stage: processes and people behind the scenes who make this possible
• Record the relationship between spatial layout, technology and audience interaction.
• Add a “franchise” instruction document for external contractors or partners.

Archiving physical elements and location information

• Store or document important physical props or installation parts.
• Record characteristics of the original (ideal) location: dimensions, acoustics, light incidence, infrastructure.

Evaluation and updating

• Have the technicians, designers and creators involved check the document for completeness.
• Update the document after each reinstallation or performance.
• Schedule regular reviews to keep the document up to date.