How to Podcast at KCR an illustrated guide

Table of Contents Introduction..................................................................................... 4 Podcasting How-To.......................................................................... 5 – Create an episode entry................................................................. 6 – download, save and edit................................................................... 9 – upload your content to an FTP service.................................................11 Troubleshooting.................................................................................14 Syndication........................................................................................15 Audio-Editing..................................................................................... 16 Embedding content on other websites....................................... 19 Creating Revenue............................................................................... 20 LINKS and resources......................................................................... 21 Take notes here................................................................................. 22 3

Introduction A podcast is a radio show episode that is available online for listeners to stream and/or download at their own convenience. It should be more “timeless” than a show played on the radio (it doesn't have time- and placesensitive content), and often has higher production values and more universal appeal (content that is not too locally-focused). Podcasting has exploded all over the internet – you can find podcasts on almost any topic you can imagine (and some things you can't!). Reasons to podcast: • make your show(s) available to friends and listeners outside of broadcast range. • create content that can be syndicated to other radio stations • allow for more complex editing and higher-production values after the initial broadcast • preserve your shows beyond the 55-day broadcast log that KCR keeps** • embed your radio show on a blog or website • potentially gain an income from your radio show All the above will be covered at least briefly in this manual. The bulk of this guide will walk you step by step (with pictures!) through the process of using KCR's systems to capture your shows, upload them to the KCR website and create a short blog post about them. We will also explore syndication options and other places on the web to share your content, as well as links to the podcast and audio-artist communities. ** KCR has lost our podcast archive before due to external server crashes. Podcasting your show does not keep it permanently safe from computer error!! Neither does saving it on our computer network at the station. If you want to be SURE that you have a permanent copy of your show, consider saving it in multiple locations: podcasted, on KCR's network, on a USB key, on your home computer, on an external hard-drive, online in “the cloud” or a filesharing service, burned on cd, etc... Redundancy is your friend!

PODCASTING AT KCR – how to do it!! KCR uses an “expression engine” blog site and a “file transfer protocol” (FTP) server to organize and make available our podcasts to the public. The steps below will get you a page on www.kootenaycoopradio.com with links to all of the episodes you podcast, and whatever descriptions you write. ** We do not host the actual file content on our network – that's what the FTP server does for us. So when you upload your show, it is being saved on an external server that we are not responsible for. Sometimes this server crashes, so be sure to back up your precious files! Podcasting at KCR has three sets of steps: 1) Create an episode entry on KCR's blog site 2) Download, save and edit your radio show as an mp3 file. 3) Upload your content to a “File Transfer ProtocoL” (FTP) server. KCR uses Filezilla.

Before you start you will need the following. Ask station staff to help you with this part: •

a KCR username and password. Email [email protected] and ask to be added to the website.

• A folder for your show in the Public on Paddy folder in the KCR network, and in the cjly podcast directory in Filezilla.

PART 1 - Creating an Episode Entry on KCR's Blog Site: 1) In a web browser, go to kootenaycoopradio.com/system and type in your username and password.

2) Click the PUBLISH tab and choose Show Episode.

3) Click the SHOW ALL tab.

4) Under Entry Date, select the date the show aired.

5) Scroll down to Categories, and select your show name.

6) Enter Show Title. This can be a name based on the theme of the episode, or the name of your show with date.

7) In “Location of mp3 file”, enter “foldername/showname_date.mp3” i.e YourShow/yourshow_aug12_2014.mp3. Foldername is the name of your folder (directory) in Filezilla. This last part of the name yourshow_aug12_2014.mp3 - will be what you use for the file name in Step 5 of Part 2. Choose something easy to remember, ideally which includes the date. 8) In “Episode Summary” describe the episode.

It's important that you copy the episode name exactly. Any spaces, different spellings, Capital letters, etc... will prevent the link from being created, so Pay Attention here! Pro tip: highlight the episode name and copy it onto the computer clipboard to paste in Step 5 of the Downloading process. 9) Click SUBMIT. Now you have a blog entry on KCR's website! Next step is to add the actual audio content!

Part 2 - Download, save and edit your radio-show as an .mp3 file. 1) At KCR*, open a web browser (here we're using Firefox). Type in “HQ” in the address bar (most computers at the station should be setup to do this on startup). Click on the link “Brother has 55 days of broadcast log”. * this won't work from anywhere other than KCR computers!

2) Go to the date of the show. 3) Fill in the beginning and end times of your show (using the 24-hour clock), leaving, if you want, some space at either end to pinpoint the start time through editing later.

For example, if your show is 2pm on Tuesdays, you'll fill in “13:55” for start time and “15:05” for end time, then later, in an editing program, cut out however much time at the beginning and end so that you're left with nothing but your content (no ads or bleed from other shows). Alternately, you can listen to the show and identify the exact start and end times, then download it again with those exact times as your start and end-times. 4)

If necessary, or if you like, edit the show (more on that later in the

guide). Generally, you might edit out PSAs, content or advertising that is not relevant to a wider podcast audience. If you are prepping your show for syndication, you might want to add in something about the affiliate stations who are broadcasting your show (“you're listening to Wild Radio, broadcast at CJLY in Nelson BC and rebroadcast on CJAM in Moncton”) . You can also take out an major flubs here. 5)

Save the show to the desktop until you have uploaded it (Part 3)

with the name used in Step 5 above, i.e yourshow_date.mp3. If you copied the file name you used above, you can paste it here now.

6) After it's been uploaded, drag the episode into your personal folder on the Paddy network, and delete it from the desktop.

Part 3 - Upload mp3 file to mp3 Server** ** If this is your first time podcasting, you will need to open a new directory in Filezilla. After opening and connecting to /homekcr/public_html, right click in the bottom right window and select “Create directory”, then enter your folder name (for example /homekcr/public_html/YourShow). This must correspond with the folder name you entered in Part 1, above ie: /YourShow/YourShowEpisode_date.mp3. Get Help with this if you need it!! 1)

Open Filezilla on any station computer.

2)

Select cjly_podcast from the site manager (site manager is the button at

the top far left-hand

of the screen, or select the “file” menu > site manager).

File menu is found by hover the cursor over the top “Filezilla” bar.

3) Which should bring you to this site: sftp://[email protected] / username: kcr

/ password: fm1009zc

• • • • • • 4) Click Connect and input the password. Open “Local site” on the left to the Desktop - “/home/kcr-volunteer/Desktop/”, and open the remote folder on the right where your show is going (your show directory).

• • • • • •

5)

Select your podcast file in the local / left window, and drag it to

the right / remote window into your directory.

• • • • • 6)

Wait for the upload to complete, close Filezilla, check the link on

the KCR website to ensure it is all correct. It should be the most recent podcast entry on the right hand side of the website.

• • • • • If it isn't, see the troubleshooting section, up next! 7)

Share your podcast with the world!! Use the KCR episode link to

share your words and music with the internet.

Troubleshooting/Getting UNStuck If your podcast didn't upload correctly, these are a few reasons why: •

Did you name it right? When you enter the show name in Part 1 Step 7, you are telling the program where to find your file, and it needs Very Precise directions. So: the name you used in Part 1 Step 7 (Location of .mp3 file) must be the same as the show name you used in Part 2 Step 5, and with the directory you uploaded it into in Part 3 Step 4. If you add a space where there isn't one, or forget the .mp3, or capitalize a letter, or any tiny little error like that, the program won't be able to find your file.

• Did you download/save in the wrong file format (.wav instead of .mp3)? This will create trouble. • In Part 1 Step 5 (choose category/show name) if you didn't choose your show name your podcast won't show up under your own show podcast archive (but should be in “recently podcasted”). That's why it helps to always choose the “Show All” tab in the blog writer. • Did your show finish uploading on Filezilla before you moved the source file or closed the program? If you leave shows uploading on Filezilla, leave a note on the computer for other programers to “pretty please not close the program”. • Did you move the file from the desktop to your folder before it was done uploading? That will mess up the upload, so leave it there! • When downloading from Brother, did you use the 24-hour clock? If your show is at 7:00pm, you need to write 19:00, otherwise you'll be downloading the 7:00am content. • In Part 1 Step 4 (select entry date), did you choose a date after today? If you choose a date after you've uploaded the podcast, (ie: you upload a file on the 22nd for a show that's dated the 24 th in your episode entry), it won't show up on KCR's site until that date.

Syndication Syndication is when radio stations rebroadcast content that is not produced at their home stations. For example, KCR syndicates shows like Alternative Radio, Democracy Now, Science for the People, WINGS, This Way Out, Global Research News Hour, and sometimes other shows that are produced at different stations across the continent. The easiest way for us to access that content is by downloading the podcasts that these other producers make. Here are some tips and websites to support you getting your show syndicated. KCR has a list of NCRA stations that are seeking syndicated content – contact [email protected] to get the contact info for those other stations. 1) National Campus and Community Radio Association (NCRA) Program Exchange The NCRA (www.ncra.ca) is a body that supports campus and community radio in Canada. KCR is a member station, which means we benefit from their programs, grants, training, conferences, collaborations and resources. One of those resources is the Program Exchange: http://ncra.ca/projects-and-services/program-exchange Here you can upload podcasts of your show for other stations to access. It's an easy place to put your show so that other stations can access it, and if you do get a syndication offer from another NCRA station, that might be the best way to transfer your files to them. Some stations browse the program exchange to fill slots in their station and might randomly play your show. The other piece is proactively reaching out to other NCRA member stations to ask them to syndicate your show. If you want to reach out to other stations, send a little email pitch: •

find contacts for either the program director, station manager or the programming committee, and address your message to them.

•

describe yourself and your show, why you think it would fit in and compliment their other programming, and ask that they consider syndication.

•

Send them links to episodes of your show, and then follow up with them later to see if they've considered it.

2) Radio 4 All (www.radio4all.net) Radio 4 All is another online hub for radio hosting. It is a anarchist-inspired project for democratizing radio. Visit the above link to get to the login page, where you can create an account and upload/download files. After converting your show into an .mp3 podcast file, and perhaps editing out the promos/locally-specific references, you can upload it here for other producers, stations and listeners to access. This is similar to the NCRA, but also reaches stations that aren't NCRA members (internationally as well as Canada). This is another place that can host your content, and you can use the links to distribute your pieces far and wide. 3) Public Radio Exchange (PRX.org) This is a US public radio initiative, similar to the above, that hosts content and allows users to upload and download audio stories and shows. Those with paid memberships can also collect royalties on content you upload that gets played. You can get a free membership (with 2 hours of audio time), or pay $50 (per year) to get added perks. A paid PRX account gives you: Unlimited audio storage. Post as many pieces as you want, which increases your chances of getting licensed. Royalties. Paid members get real money for their pieces. Funding Opportunities. Paid membership lets you compete for PRX funds for content projects. Individual producer memberships are $50.00. PRX offers discounts in certain circumstances. PRX is also a great place to browse stories and be inspired by the content others are making. If you download and use other producer content, they are paid royalties for their work.

More Tips from Johnnie Regalado (CFUV) & Brian Cleveland (LOCALFM/CFMH) for an NCRC 2014 workshop entitled “Syndicate Your Shows!” :

Syndicate Your Shows! Syndicating your radio program can be a great way to expand your reach across Canada and gain listeners for your hard work. Lots of campus/community radio stations are looking for specific content that covers areas their current DJs aren’t filling. This document will provide techniques or best practices you can use to make your radio show more syndication friendly. The following sections should help inform you of what campus and community radio stations require from a syndicated program. ➨ Reliability Program Directors are looking for the same thing from syndicated programming as they would from their own programmers. It is crucial that your program is delivered regularly and on time. As Program Directors are already coordinating their own local volunteers, they do not have extra time to chase after syndicated programs. If your program is weekly, it should be available to syndicates every week at the same time. Communicate with stations if you are not producing an episode on a certain week. Possibly suggest a replacement episode. ➨ Ease of Access The easier it is for your program to be accessed, the more stations that are likely to carry it. It is crucial to provide one stop to download your program and obtain playlists. A dedicated website for your program is very helpful, but not necessary. Several free options exist including: NCRA Program Exchange Radio4All Dropbox Google Drive WeTransfer/HighTail/RapidShare ➨ Playlists & Program Info CRTC regulations require stations to keep playlists of their programming for one year and this includes syndicated programming. As mentioned above, this playlist should be easytoaccess and, ideally, in the same location as your program in one package. This playlist must at least provide: Artist, Track Title, Names of Interview Guests and Topics. More information is always better including: CanCon, Spoken Word Time, ➨ Consistent Program Length Prerecorded programs require consistent program lengths to fit into broadcast schedules. The most syndicatefriendly length/format is one hour weekly though some stations can accommodate 30 minute spoken word programs. While stations can work around programs that are 12 minutes short, your program should never go long. ➨ Broadcast Ready Recording It is important that your program is ready for broadcast when it is provided to syndicates. Files should be high quality (minimum 128 kbps mp3) and clearly labeled with file names and episode numbers.

Spend time producing your show. Do not send raw logger audio and, at the very least, edit the file so it is just your program. Try to avoid dating/locating your program. While you might be broadcasting live out of CFUV in Victoria on a Monday evening, it could be any other time, date, and location when it is rebroadcast elsewhere. When it is necessary to date a portion of your program (i.e. event), make it very clear and provide context (do not say "this show is happening tonight at the local music bar"). Additionally, remove local ads, news, and promos whenever possible and include station IDs for syndicates or remove all station IDs.

➨ Requesting Syndication and Further Communication When requesting syndication, be patient; following up once is okay, but sometimes silence is rejection. If your program fills a unique niche, it is more likely to get added. Even if you have a great program, if a station carries a similar show already that is produced inhouse you may not get picked up. Alternatively, be happy with whatever timeslot your show gets; you are filling a gap and will be unlikely to receive a popular timeslot. Once syndicated, being responsive is important. If a station needs an old playlist or episode info, respond promptly.

➨ Promotion Similar to providing context, it is important to make your show feel like a part of your syndicates’ programming. Promote your syndicate stations on your website and social media and mention your syndicate stations during your broadcasts. Use social media to let your listeners know when the show can be heard on other stations and offer to participate in your syndicates' Funding Drives. We hope this has been helpful and are open to suggestions and additions. Now get out there and make some awesome programming!

Audi0-Editing for podcasts One of the nice things about podcasts is you have a much greater level of control over the content you've created than you do during live radio. Audio editing allows you to go back over your recordings and cut out anything you don't like the sound of. You can also add musical beds, create sound collages, add in effects, whatever you want to fancy-up your show. At KCR we mostly use Audacity for more complicated audio-editing projects. Audacity is an open-source editing program available free for download from audacity.sourceforge.net. It's fairly easy to pick up and a pretty powerful tool for the price. There are many other audio-editing programs including ProTools, Garage Band and Soundforge. Find what's accessible for you (financially and practically) and practice! KCR also has Soundforge installed on our Studio B computer, for simple recording and one-track editing projects. Audio editing works a lot like text editing – you use a cursor to highlight the audio waves you want to manipulate (you can cut, past, copy, etc..., and add effects). Play around with your pieces – as long as you have the source file saved

somewhere, you can't destroy your recordings. Start small – try taking out ums and ahs, dead air or mistaken words. Pay attention to the natural rhythms of your voice and try to keep your edited sound in rhythm. You can also correct recording mistakes (sometimes), like unbalanced levels or background noise. For more tips on audio editing as an art form, check out KCR's guide to audio-documentaries, or ask for some training! One of the key things you'll want to take out of your recorded shows if you're planning to syndicate is local- or time-sensitive references. If you read PSAs or promote local events during your show, make weather-related small talk or otherwise anchor your show in it's present time/place, you'll want to cut these things out so your podcast can be relevant to anyone, anywhere. This doesn't mean you shouldn't feature local content (like interviewing interesting people in your community), you should just communicate in a way that doesn't assume everyone listening knows where the Royal is, went to Lakeside Park yesterday, or gets “kootenay time”. Put yourself in your listener's shoes, and edit accordingly. It's also really nice for hosts to acknowledge the stations that are picking up their shows. So if you're being rebroadcast in Edmonton, Victoria or Montreal, record a little shout-out you can add to your podcasted show, perhaps with contact info. For example: “You're listening to Wild Radio, produced at CJLY in Nelson BC. Hello and thanks to those tuning in to CJSR 88.5fm in Edmonton and CFUV in Victoria. Give us a shout at [email protected]!” You can record this once, save it with a memorable name “Podcast shout-out” or whatever, and then just copy and paste it into your syndicated .mp3 file as you're editing. Or you can record a new one every time, if you like.

embedding your content on other websites Maybe you have a blog, or create content for another website. Or you interviewed someone who has a website and they'd like to feature the interview on their blog. Most blog/web platforms have ways to embed audio into pages – explore your platform and figure out if that's an option. RSS feeds are a popular way of sharing audio that most blogs are capable of hosting. You should be able to just drag and drop or link into the appropriate place.

You can also just create a hyperlink in the text that brings readers to the KCR podcast page where your episode is featured (we like that because it creates

traffic on our site). You can share the .mp3 file with your guest through a file sharing site (Google Drive, RapidShare, Dropbox, etc...), and they can figure out how to use it. And of course there's social media – you can link to your podcast on KCR's site in facebook/twitter/whatever posts too.

creating revenue from your podcasts Yes, there are people out there podcasting for money.... and if that's something that interests you, there are a lot of options to explore. Here is a link to a better summary than I could provide: http://mashable.com/2009/10/01/podcast-money-making-tips/ You could also try pitching to the CBC – they sometimes pick up content from independent producers and pay. Check out www.cbc.ca/pitch for more info. Be sure to check in with the KCR programming committee about our specific policies around this. Ideally, you are creating podcasts that are independent of KCR for the purposes of revenue. Please remember, community radio in general (and CJLY in particular) relies on volunteer-generated content and crowd-sourced fundraising to operate, so we're not comfortable with revenue schemes for programmers that may draw funds away from our station or confuse listeners about where their money's going. Try to create clear separation between your broadcasts on KCR and your podcasts-for-profit. If you do seek donations from listeners, target audiences beyond our region and be specific about where their donations are going. Hopefully we can all keep afloat from the generosity of our listeners!

LINKS and Resources Support and Inspiration for Radio-Makers: • transom.org – thoroughfare of information and resources for radiomakers •

podcasting-tools.com - a great resource for new podcasters

•

thirdcoastfestival.org - an amazing library of audio-art and artists.

•

kootenaycoopradio.com – KCR's home on the web – check the volunteer link

for resources Places to Pitch and Podcast: • CBC.ca/pitch – guidelines for how to pitch content to the CBC • NCRA.ca – National Campus and Community Radio Association – tons of Canadian Community radio resources, including the Program Exchange, where you can upload content. • PRX.org - “Public Radio Exchange”, an international distributor of audio content. • Radio4all.net – an anarchist radio project, democratizing radio access on the web. Great Podcasts: • radiotopia.fm - “radiotopia podcast network” – twelve weirdo, contemporary audio-art podcasts. Fun listening! • Howsound.org - “HowSound” – a podcast that deconstructs the creative process in audio-art making. • Thisamericanlife.org – long-running storytelling show using themes to explore all kinds of stories.

“How to Podcast” was produced in August 2014 for Kootenay Co-op Radio, Nelson, BC. This project was possible by generous support from the Community Radio Fund of Canada.

made with love by marya folinsbee