Webcast Checklist:
A Meeting Planner’s Guide

You’ve planned your conference, booked your meeting space, sorted out your catering, and set up your registration. But have you got your webcast planned? Here are some of the things we ask you to consider when planning your next live webcast.

Internet

Does your venue provide reliable high-speed internet service? In most cases, venues will offer some sort of public internet access, but a live webcast requires a little more than just public internet access: static IP, high upload speeds, and reserved bandwidth are some of the criteria we look for.

Audio-Visual Services

Have you contracted the AV supplier for your meeting? If so, they can provide the necessary audio and video feeds for the webcast. This is something we can easily coordinate. If not, we can provide you with some or all of the AV for your event.

Audio or Video?

Is this an audio only or video webcast? If you are planning a video webcast, you may need to consider some additional equipment such as camera(s), video switchers, stage lighting, and so on. Sometimes these are already available as part of the event staging setup, but if not we can walk you through all the requirements to help you make an informed decision.

Speaker Support

Will you want to include Powerpoint or Keynote slides in the webcast? What about video playback — will you be showing videos as part of the presentations? These can be tricky for webcasts, so we need to plan for them properly.

Target audience

Where are your webcast participants located? If this is a corporate presentation to employees, the chances are that the audience is grouped in various corporate office locations, often sharing a single internet connection or access point. This can pose a bandwidth problem for a video webcast. There are workarounds for this which we can walk you through. For more information, see our Bandwidth Calculator page.

Presenters and Speakers

Who is speaking? Often times there are multiple presenters as well as audience participation, all of whom must heard through the microphones. A single podium mic may be enough for a small meeting room, but the webcast audience can only hear what’s being picked up on a mic.

Web Q & A

What about webcast audience Q & A? Will your webcast audience be asking questions? We’ll need to plan for this by setting up email access for you on site to take any questions.

Public Access

Is this a ‘private’ webcast? If you want to restrict access to this webcast, we’ll set up registration/authentication for all webcast participants ahead of time.