Preparing for your live webcast
On the day of the webcast event, follow this simple process to ensure quality for your viewers and that all systems are functioning properly. There are specific references to the Laudeo Live webcasting platform but the general process and concept can be applied universally.
Check your Settings
- Are all information and data accurate and spelled properly?
- Is the correct slide deck loaded?
- Did you assign the correct stream destination?
- If you want to know for sure who attended, have their names on questions submitted etc, is registration enabled?
These can be the same or different people.
- Lead Producer - oversee the entire production. Be the bridge between the presenters and production team.
- Technical Director - coordinate all technical operations of the event - run interactive tests with the rest of the team, monitor live webcast throughout the event
- Technical Support - monitor QA section for tech questions. Be ready to address issues that are raised by Lead Producer and/or Technical Director
- A/V / Encoder Operator - operate live encoder, monitor signal(s), make sure conference call bridge is properly connected to encoder, make sure audio levels are acceptable, make a local recording of the live event on the encoder itself (in addition to the server copy)
Determine who will be responsible for changing slides, pushing polls, etc. Assign backup members such as a “backup slide flipper” in case the primary loses Internet connectivity to the Live Event Manager (LEM).
- Create a team chat room. This is a great way to communicate in real-time with various sized production teams. Plus it makes for a great event log that can be saved for future viewing or just for your records in general.
- Create a technical team conference bridge for the tech support team, Technical Director, and Encoder Operator. This will help address technical issues quickly by being on the phone for immediate communication that chat rooms generally lack.
Between 1.5 - 2 hours prior to event start, run private tests with the production team.
Distribute the “bypass” preview URL to the production team. This will provide interface access to the actual event and bypass the Waiting Room. Do not Validate Streams yet, but go through the general operations within the Live Event Manager - changing slides, asking questions, etc.
Have the enoder operator start the stream. Preview the stream in the Live Event Manager to ensure that it is running.
Assign testers to launch the bypass URL to confirm core webcast interactive functionality.
- Audio / Video
Is the audio audible?
Make sure it’s not distorted
How is the video quality?
Is the bitrate a good balance between quality and performance?
Flip a few slides and have testers confirm in the chat room that they are changing.
Push a test poll - have testers confirm visibility and response tallies are coming through.
Have the testers submit test questions
Confirm receipt through the LEM
- Interface Control
Change the interface to slides only, video only, video + slides and confirm these work.
Once all core functionality features are confirmed, have the team take a break if there is enough time but make sure everyone is back 20 - 30 minutes prior to the event start.
Start the Event
It’s a good idea to start the event 10 - 15 minutes prior to event start to give users ample time to enter. Playing background music might be a good idea at this point.
Continue to monitor the live webcast on your end as it progresses and keep an eye on the Questions section for any technical questions that might come in.
When changing slides, make sure you are listening on the real-time conference call or that you are on-site with the presenters and video production crew. This is crucial so that everyone, including any remote presenters see their slides at the right moment and that there are no delays.
Ending the Event
Once the event is over, fade to music and wait 45 - 60 seconds before actually ending the event in the Live Event Editor. This will give any viewers who are on a bit of a delay a chance to catch up and prevent an abrupt ending for them.
For additional tips, see below.