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Fast, Flawless Editing for Multi-Room Conferences Sessions.

How Rapid Teams Delivered 500+ GDC Sessions, Remotely and On Time

The Game Developers Conference (GDC) isn’t just an event—it’s the annual summit where game creators, publishers, and tech innovators come together to shape the future of the industry. Across five days, thousands of attendees dive into talks on design, AI, narrative, tools, and everything in between.

Learn more: https://gdconf.com/

Published: 06/10/2025
Read: 7 minutes

Making GDC Watchable for the World—In Just One Week

This year, GDC brought together 30,000 attendees, 1,000+ speakers, 400+ exhibitors, and voices from over 100 countries—all converging to share ideas, showcase innovation, and push the boundaries of gaming.

Across 725+ sessions in 28 content-packed rooms, companies like Unity, Epic Games, Meta, Xbox, and so many others took the stage. And while the spotlight was on the future of game development, we were working behind the scenes—quietly and quickly—making sure every single talk would be available to watch on demand.

Our team handled the editing and delivery of 500+ sessions—remotely. Clean, polished, synced, and ready for global viewing. All turned around fast, while the event was still happening.
GDC 2025 multi-room event video setup

The Challenges: Big Files, Fast Turnarounds, Constant Motion

During the live event, at the end of each day, the onsite team began uploading footage by room. We downloaded all these files daily and prepared them for the video editors. Our editors jumped in right away—syncing slides, cleaning up audio, framing the shots, and pushing sessions through the pipeline.

Can you imagine the number of files we needed to receive and prep every single day for a full week? Let me give you an idea:

- All files were recorded in 4K. Each file was an 8-hour full recording per room.
- Estimated 200GB+ of files received and downloaded per room.
- Across all rooms, we estimated 5TB of files received and downloaded every single day
- It’s a 5-day show, so let’s do the math: 5TB × 7 rooms = 35TB / week.
- That’s 35TB total files received over the entire week

Sounds massive, right? But we managed it. We downloaded and loaded all those files into our editing machines—smoothly.

In most workflows, editing 500+ sessions—especially in 4K—would take weeks, sometimes a month. Between the massive uploads, hardware requirements, and the number of people needed to touch each file, it’s not a small job.

But we finished the entire project—from receiving the files to final delivery—in just one week.

Branded conference session thumbnailsPhoto from: https://www.geekpark.net

Our Solutions: Smart Tech + Solid Process

To handle the volume and pace, we used:
- A cloud device that allowed automated file syncing directly into edit projects—slashing the steps of downloading and importing files.
- Scalable virtual edit machines, giving us the flexibility to increase storage and memory as needed, room by room, each day.
- Each virtual machine was equipped to handle 4K recordings without load time.
Rapid Teams editing suite in actionOur internet speed in our virtual machines.

Other challenges were just as real: video and audio mastering.
- Our team was equipped with AI editing tools for video and audio cleanup.
- We used motion tracking to follow speakers who moved around the stage.
- Auto audio-mixing tools fixed poor-quality audio to make sure the final video matched the energy of the room.

The Workflow: Built for Massive Scale

Solving the technical challenges was just one part of the bigger picture. We also had to deliver 500+ sessions—fast. To manage this volume, we built a system that was just as complex as it was seamless:

- Each of the 28 rooms was assigned a dedicated virtual machine. 
- Video editors were paired one-to-one with each room’s virtual machine.  It creates a focused workflow with zero overlap.
- Every session was edited from scratch: syncing multiple audio sources, inserting slides, and mastering both video and sound for on-demand delivery.
- Session tracking ensured nothing slipped through the cracks—each session had a unique session ID and file path.

Our goal was simple: Polish and edit 100+ sessions daily and have 500+ sessions ready to deliver by the end of the week.
Watch sample of our works here. Session: "Rendering "Assassin's Creed Shadow"

Games: A Project Close to Ours

All sessions are now available in the GDC Vault. Those with access are already enjoying the work we did behind the scenes as they stream the talks today.

As a team of gamers, working on GDC wasn’t just another job—it was personal. We weren’t just watching talks on the future of gameplay, AI in design, or immersive storytelling—we were helping deliver those talks to thousands around the world.

And that’s what made this project special: not just the scale, but being part of a moment in gaming history—and making sure it looks and sounds amazing on every screen

Read More Results 💯

image
Gainsight PulseWe started receiving files during the live event (thursday and friday) from the on-site AV team—and by monday every session was delivered for on-demand viewing.Deliverables: 70+ Sessions
Delivered after 2 days
Read More
image
SaaStr AI SummitLeaders from Dropbox, HubSpot, Notion, Atlassian, Salesforce Ventures, ZoomInfo, and many more shared their stories and lessons on stage. Each session was cleaned up, synced, mastered by Rapid Team.Deliverables: 100+ Sessions
Delivered after 3 days
Read  More

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