On this information page:

  • The Production Meeting
  • Event Venue Internet Access
  • Live Events to your Facebook page
  • Live Events to your YouTube channel
  • Remote Guest Participation


Production Meeting

It is critical to the success of any production to conduct a planning meeting prior to the event to map out what is expected, work out details and coordinate activities, even down to the simple things. For example, if attendees enter through a door on the side away from the camera location, seats in view of the camera may not be filled.  If the event includes questions from the audience, the moderator should repeat the question for the camera or arrange for an audience microphone (hand-held wireless or directional “shotgun” microphone) and a camera positioned to “see” the audience.  At the start, the first speaker or moderator should signal to the event producer when the program is about to begin and then wait for a confirmation queue that the recording or webcast has been started.

While live events are always subject to the unexpected, the production meeting can limit the risk of things not going as planned or as expected.

Internet Access for Streaming from an Event Venue:

Typically, venues such as hotels and meeting hosts can provide internet service, but with some limitations. Sometimes that access comes at a cost.

In a famous historic Apple live event, Steve Jobs had to ask his audience to refrain from using their phones because it was limiting the bandwidth for the streaming event.  That’s why it’s good if the venue provides separate internet access for streaming a live event. However, that option usually involves a charge for that access. Be sure to determine what bandwidth is available, whether it is isolated from public participants, and the cost for that bandwidth, and be prepared to pay for that part of the cost.  You don’t need surprises at your hotel check-out. Other alternatives include providing your own “hotspot” device separate from the venue’s internet service, and coordinate access with the Webcast Producer.

In all cases, be sure to confirm the available bandwidth at the live event site is consistently at least 4mbps. You can verify bandwidth onsite using an Internet Speed Test such as  or any of a number of other available apps for computers (Microsoft “Store”) or mobile devices.  It might be good to check using more than one speed test, just to be sure. Request hadrwire LAN access where possible because it is always preferable and more reliable than Wi-Fi.

In locations where live streaming is not practical, we will record the event and provide it to you through a Content Distribution Network (CDN) or an “on-demand” storage location of your choosing, whether it’s YouTube, Facebook or another provider.  We can also provide the recording on Flash media or DVD.

Live Events streamed to your Facebook page:

In order for an event to be live streamed to your Facebook page, you will need to follow the instructions provided in your Facebook administration settings.  Go to and copy the Link Key Code.  You will need to provide that stream code to the Webcast Producer.  If you intend to have more than one live stream webcast event, select the Persistent Link option. Otherwise, select the one-time code.

Your live event can then appear on your Facebook page, in either the public or “friends” section.

To display your live event on your web site, copy the IFRAME code and past it into a new page in WordPress or HTML in “text” mode.  Be sure to verify the page prior to the event.

Note that if you are viewing your event in real time, there is a delay factor which is a result of the digitizing and streaming process.

We will be happy to assist your web manager with the technical details.

Live Events streamed to your YouTube channel:

Go to your YouTube login, look for Creator Studio and select “Events” and “schedule events”. Pay attention to the selected time zone.  As with Facebook you will need to copy the stream code and provide it to the Webcast Producer. At the time of the Webcast, the event will appear on your YouTube channel. Be aware that YouTube will likely insert advertising into the event stream but it will only pause the event webcast and no content will be lost.  The event may be stored for later viewing “on demand” by YouTube viewers.

The event can also be streamed through your web site using the EMBED code provided by YouTube.  We will be happy to assist your web manager with the technical details with adding the live stream or replay to your web site.

Note that if you are viewing your event in real time, there is a delay factor which is a result of the digitizing and streaming process.

Remote Guest Participant:

It is possible to include a remote “guest” in the webcast, participating from a laptop computer or a phone from any location with Internet access.

Here are the instructions for the guest participant:

  • IOS – Use the SAFARI browser
  • Computer: Use the CHROME browser
  • Go to the web site, enter your name and the password number (eg, 84352165299) provided by the Webcast producer.

A text “chat” function is provided for convenience of communications to coordinate or exchange information with the webcast producer outside of the webcast event. This text can only be viewed by the event producer.

Typically, a remote webcast guest will use earbuds with a microphone or a headset. If you are unsure of your setup, contact the Webcast Producer to arrange for a test session.

Live Video Production and Webcast Planning Guide