Technical Guide: Ensuring a flawless premiere

Several elements must come together to create a Timeless Tribute that is better than you imagined. To create a beautiful tribute and ensure a flawless premiere, we need help from you, your collaborator, the venue technician, and your event organiser / funeral director. The information on this page is designed to guide all stakeholders towards the goal of a playing your Timeless Tribute perfectly on the day.

1

Starting a Tribute

Explore our Gallery, consider the number of photos and video duration you are looking for, then select a package to begin your Timeless Tribute. You can complete our easy online process with family and friends, and we are here to help if needed.

For more information, see our completed guide below.

(skip to section)

2

Your Media Assets

We can perform miracles with photo restorations and enhancements, but we need your help. There are a number of DOs and DONTs when it comes time to upload your photos.

See our photo guidelines below to maximise the potential of your Timeless Tribute.

(skip to section)

3

Venue Premiere

This is a critical element which, if neglected, can lead to any number of technical failures. We research the venue and its capabilities to ensure your Tribute plays perfectly on the day.

See below for the many ways to play your tribute and how we adapt to each situation.

(skip to section)

4

Music Licensing

Using copyrighted music illegally is a serious issue. Your favourite songs can be played at many venues under Australia’s OneMusic Licence agreement – but they cannot be “synchronized” to an original video unless it is for private use only.

See our Music Licensing guide and the solutions we have for you.

(skip to section)

Your Media Assets

BEFORE YOU BEGIN: ONE SIMPLE STEP

For the smoothest tribute creation process, gather all of your media assets on one device. This could be a computer, tablet, or even a phone – just one central location where everything lives. You can also:

Nominate a co-contributor to help upload

Talk to us about delivering files in other ways if needed

Please number all of your photos in the order you would like them to appear (01, 02, 03 etc.). If you want to add a photo later between 01 and 02, rename it 01a before uploading or emailing. This may take a little time, but it saves time in the long run.

THE GOLDEN RULE: ALWAYS SEND ORIGINALS

PART 1: PHOTOS

JPG or PNG preferred (Never PDF files)

Minimum 150kb – Maximum 10mb per file

Use a flatbed scanner or find a copy centre

Ensure photos and the scanner glass is clean

Scan each photo individually

PHOTOGRAPHING PRINTS (IF SCANNING ISN’T POSSIBLE)

There are dedicated phone apps such as Photomyne and Google PhotoScan that work reasonably well as a last resort. However, glare, shadows, and perspective distortion can make restoration significantly more difficult.

WHAT HAPPENS NEXT

After uploading, you then have the opportunity to do the following:

Add notes and requests for each image

Choose ONE special photo as the primary holding screen

Select your Top 10 favourites

Select which photos to animate (or apply Timeless Motion*)

Request captions, colourisations, and more

PART 2: VIDEOS

You can insert website links to videos from YouTube or Vimeo, or you can upload them after the photo section is complete.

LANDSCAPE ORIENTATION is always preferred for widescreen TVs

PART 3: OTHER MEDIA ASSETS

You can also upload other files such as

Audio Recordings

Documents, letters, awards

Website links

NEED HELP?

DOWNLOAD our full ‘Media Assets’ guide HERE

Our support team is here for you: support@timelesstributesai.com

Don’t worry about getting it perfect – we’re here to guide you through every step. When in doubt, send us what you have and we’ll help figure out the rest.

REMEMBER

The care you put into gathering these assets directly shapes the beauty of your final tribute. Every restored photo, every animated moment, every carefully chosen piece of music becomes part of a legacy that will be cherished for generations.

You’re not just uploading files. You’re building a Timeless Tribute.

Venue Premiere

Ensuring Your Tribute Plays Perfectly on the Day

WHY THIS MATTERS

Your tribute is the emotional centrepiece of your event. After all the care taken in creating it, the final critical step is ensuring it plays flawlessly on the day. This is not a step to skip.

Timeless Tributes will always confirm the audio-visual capabilities of your venue and provide detailed instructions for day-before testing and day-of playback. If any uncertainty remains, we will provide a highly compatible HD version for the premiere, with higher-definition versions available in your Legacy Vault the following day.

WHAT WE NEED TO KNOW

What is the display system? (TV, projector, professional A/V)

What wired and wireless inputs are available? (HDMI, USB, Chromecast, Airplay)

What is the maximum resolution supported? (HD, 2K, 4K)

Is there a dedicated technician on site or will you do it yourself?

THE GOLDEN RULE: ALWAYS HAVE A BACKUP

While we provide a private streaming link for convenience, we never rely solely on venue internet. Internet connections can be unreliable, and buffering during a live tribute is simply not acceptable. We will always provide:

– A downloadable high-quality video file (MP4 format)

– Compatible with direct playback from USB drive or laptop

– Optimized for the venue’s confirmed capabilities

THE CRITICAL TEST: DAY BEFORE YOUR EVENT

If we have not received confirmed venue specifications from you or your venue technician, you MUST test the final tribute file at the venue the day before the service. We will let you know how.

Download our Venue Checklist here: [Link to PDF]

TECHNICAL SUPPORT LEVELS BY PACKAGE

Different packages include different levels of technical support:

Essential Package: Written technical guide / Email and phone support during business hours

Silver, Gold & Platinum Packages: Written technical guide / Email support / Pre-service consultation with venue technician / Day-of-service emergency phone support for the venue on the day

Premium packages include a secondary 4K file with optional 5.1 surround sound for archival quality in your Legacy Vault. However, the primary playback file will always be the highly compatible 1080p version unless the venue has confirmed 4K capability.

Our recommendation: Always use a wired connection (USB or HDMI) for the live premiere. Save the streaming link as a backup.

FOR VENUE TECHNICIANS

If you are the technical contact for this venue, thank you for your critical role in ensuring this tribute plays perfectly.

We Need From You

– Complete our Venue AV Capability Questionnaire (link in your invitation email)

– Be available for a brief consultation (for Silver+ packages)

– Conduct a day-before test using the provided checklist

– Be on-site during the service to manage playback

What We Provide You

Sample videos in HD or 4K to test on the A/V system as early as possible

The final tribute file in the optimal format for your system

Clear written instructions

Direct phone support on the day (for Silver+ packages)

EMERGENCY SUPPORT

If something isn’t working right on the day:

Call our emergency support line:

Email: support@timelesstributes.au

OUR PROMISE TO YOU

We will deliver a tribute file that is optimized for both stunning quality and reliable playback on the vast majority of systems. By working with us to provide venue details and completing the day-before test, you guarantee a flawless experience for everyone gathered.

The technology should fade away, leaving only the emotion. That’s our commitment to you.

DOWNLOADS & RESOURCES

Day-Before Venue Checklist (PDF) – An essential checklist to ensure success at the premiere

The full technical guide for the Venue Premiere can be downloaded HERE

Music Licensing

A Guide for the Legal Use of Music in Video Tributes

In today’s world of instant digital sharing, what seems simple – using a favourite song in a video tribute – has become one of the most legally complex issues facing families and professionals alike. At Timeless Tributes, we navigate this landscape daily so you don’t have to. In the past, DVD and BluRay tributes complied with the OneMusic License agreement in Australia and were not at risk of licensing violations because the burnt discs were for private use and, therefore, not easily distributed like content is today.

This guide explains why we approach music the way we do, and how our system protects everyone involved while delivering emotionally resonant tributes.

To legally include a specific song in your video tribute for sharing, you need permission from TWO different copyright holders. This is called a Synchronization License.

The Social Media Trap

Platforms like YouTube, Facebook, and Instagram have automated systems (Content ID) that detect copyrighted music. When you upload a video containing unlicensed music, the platform may:

Block the video entirely (in some or all countries)

Remove the audio (leaving silence)

Place ads on the video (with revenue going to the rights holder)

Issue copyright strikes against your account

This is not theoretical. It happens daily. A tribute meant for sharing with distant family can disappear or become unwatchable because of these automated systems.

The Scale of Licensing Costs

– Microsoft reportedly paid $8 million USD in 1995 to license The Rolling Stones’ “Start Me Up” for Windows 95

– Even for a small business, licensing a major hit song for online use typically starts at $10,000-$50,000 AUD; can take 4-16 weeks to secure; and there is no guarantee of approval.

The Timeless Tributes Solution

If licensing laws are breached, we all bear the risk. We believe in complete transparency and legal certainty. Rather than making promises we can’t legally keep, we’ve developed a sophisticated system that honours your musical preferences while protecting all parties.

The 5 main choices:

1. Take a chance and risk serious penalties.

2. Pay licensing fees and wait months for approval.

3. Hire professional musicians to record a cover version of your favourite songs.

4. Create a highly customised AI-generated soundtrack for your tribute.

5. Include the AI soundtrack for sharing later, but play your favourite songs independently at the premiere under the OneMusic License.

Timeless Tributes has been designed around option 5, with plans to explore further options in the future. To protect all parties, we create a legally compliant version with a customised AI generated soundtrack with the additional option of playing your favourite songs at the premiere as long as your Timeless Tribute is never “synchronized” with a licensed piece of music. No matter what, Timeless Tributes has got you covered.

Our Three-Part Music Strategy

1. For the Live Premiere we create a Tribute that is perfectly timed to your favourite songs that venue or funeral director can play separately.

2. The Legacy Vault Version includes a beautiful, fully licensed cinematic score that you can share in any way you like.

3. Bespoke Options include asking local musicians for an original composition that we can synchronize with your Tribute.

For families desiring specific commercial songs for public sharing, we offer a premium concierge service to pursue proper licensing (*additional costs and time delays to be expected).

Choose Timeless Tributes for certainty

The digital landscape has transformed how we share memories. What was once a “don’t ask, don’t tell” industry practice is now a significant liability in an age of social media sharing.

Timeless Tributes is the first and only tribute service built from the ground up for this new reality. We don’t avoid the complexity – we master it, providing:

Emotional authenticity with your chosen music at the ceremony

Digital safety with fully licensed versions for sharing

Professional integrity through transparent, legal practices

Technical excellence in both production and delivery

When you choose us, you’re not just getting a beautiful tribute – you’re getting certainty in an uncertain landscape.

You can download the full guide to Music Licensing HERE.

We handle the complexity. You experience the meaning.

Ready to Begin?

Start your tribute journey with confidence, knowing every step is supported by our expert team