My last post touched on why conferences should consider providing a live video stream for remote viewers. It is about being inclusive and providing another opportunity of engagement that will bring in attendees. Today we are going to discuss the workflow that goes into a successful conference broadcast.
If you think producing conference video is easy, then we have been doing our job 
. In reality, it requires a high degree of planning and expertise to meet each client’s needs. Let’s work through a typical production.
Not Pictured: The global audience attending remotely via our Live Stream
Qualify the Project
Each event begins with a set of questions that help us qualify the project:
- Where is the event?
- How many days and how many breakout sessions?
- What is your goal with the content?
- Is the broadcast for promotional viewing, to provide a paid live event experience, or record for viewing only after the event?
A client will typically have the answer to some questions and others we are able to provide consultation to round out the scope of the project. This process is in place to ensure the basic project requirements are met before moving forward.
We translate the client’s business goals into production equipment and people to make it happen. The end product of the qualification process is a written project summary and proposal for services.
Pre-Production
Time invested in pre-production creates a hassle free event day. The following tasks are completed in pre-production leading up to the event:
- The event web player is created. This may include our paid attendance option, a landing page on the client’s website, or a simple embeddable player that can be used anywhere. The event page is branded with the client’s graphics and event details.
- Logistics. Crew and equipment are scheduled for the day of the event.
- Planning with the Venue. It is important to reach out to the venue and confirm Internet and space requirements. We speak directly with the Internet network contact to review their network topography and plan for our needs. The venue contact also assists in our physical location in the room and power needs. You do not want to show up on the day of the event and find your network drop on one side of the room and your work table on the other end.
- Design graphic packages. Onscreen graphics for the event are prepared in advance. This might include lower 3rd title graphics or sponsor mention slides.
- Review with the client. A brief review of the event details with the client ensures expectations and planning are in sync between the production team and the event as a whole.
Production
On the day of the event we will arrive with plenty of time to setup and complete pre-event checklists. Cameras are placed, power is sourced, lighting is adjusted, Internet is tested, and the audio is dialed in. When the doors open, we are ready.
The director will be communicating with the cameramen during the event to provide an engaging broadcast. The director will switch between cameras and computer input in time with your presentation. Our goal is to convey your message clearly and with confidence. Multiple cameras, title graphics, and professional audio allow the remote viewer to forget about the technology.
During the event we may also be moderating a chat tool and escalating questions from the remote audience to the speaker. The entire broadcast is saved in a format for the internet and another for the creation of DVDs.
Our cameras do not leave you in the back of the room!
Post-Production
Video on demand is available for viewing immediately after the event. We will often break up a day’s conference into sessions that include intro graphics that highlight the event and sponsorship. DVDs can be made available as well.
Conclusion
Effective conference video requires planning, communication, and technical ability. As producers we never forget the enormous trust a client places in us. It is our pleasure to unite audiences to the events that are important in their life.