Remotely Managed LiveStream events

Last updated August 21, 2019

Remotely Managed LiveStream Events Process

The WorkCast platform is designed to enable you to run a variety of event types including LiveStream events. These can be delivered by our Managed Services Webcast/Custom Events Producer or a Professional Audio-Visual team of your choice.

If you choose to partner with a third-party audio/visual team there are a few considerations which will ensure the quality of your event is as high as it can be. This article looks at this process. 

Please note: it is important you become familiar with the following processes and items. In doing so, you will become aware of what both yourself and WorkCast are individually responsible for.


On Site requirements for the AV Team
:

  • Professional Camera equipment to be used, such as Sony X70 series and higher, enabling full HD output with correct line-level audio.
  • If using a Vision mixer and multiple cameras, standard cut and dissolve transitions, plus the ability to provide Picture-in-Picture, so a slide can be displayed alongside a camera shot.
  • Audio to be mixed professionally, either a dedicated mix for the LiveStream, or if the event is a conference with an audio feed provided to the LiveStream, this feed must have a dedicated master level, such as an Aux or Matrix output of a sound mixing desk.
  • Cameras should have correct lighting for appropriate exposure to the content, such as presenters faces.
  • The streaming encoder type must be notified to WorkCast ahead of the event. We recommend using a wired internet connection to match with our network requirements (https://insite.workcast.com/venue-network-requirements). If a wired network is not available, WorkCast must be made aware that the event is being streamed on Wifi/4G and the potential risk using this connection.
    Responsible: Customer/AV Team 

See image below for a basic diagram how a LiveStream event operates:

VideoStreamingChart_v2

Prior to your event 

A WorkCast Custom Events Producer is assigned to your managed event and will arrange a planning call to discuss the workflow and requirements for on the day and for the build up to it. To ensure a full understanding a contact from the 3rd party AV team will need to be involved in this call.  Responsible: Customer/WorkCast

WorkCast will provide you and the Audio-Visual company with the correct streaming information to use in the onsite livestream encoder.

  • Contributor Setup: Once your event booking is confirmed you will be given contributor access. This is an easy method of inputting all event information such as overview text, presenter information, sponsor logos, registration form fields, documents and links to your event pages. You can preview your registration and event auditorium pages as you go meaning you can ensure everything is correct before your event goes live. For more information on contributor set up click here
  • Submitting Contributor: Submit your pages to be approved by WorkCast. After approval, we will provide your final event registration and auditorium URLs within one working day. Be sure to check over your pages and let us know if you wish to make any further changes.
  • Event Links: You are then free to market and point people towards your registration/event URLs. You will also have access to reporting within the WorkCast platform to monitor registrations and obtain event statistics.
    Please note that you can choose to use your own website pages or integrate with some other platforms or use WorkCast's embed option - please speak with your Custom Events Producer and they can advise on the different options. 

Event Coordinator assigned

  • A WorkCast Event Coordinator is assigned to your event after your event date is confirmed. This takes place between 7 to 10 days prior to your live event date.
  • You will receive a confirmation email from your Event Coordinator providing an initial introduction and confirming your event date. You can then communicate directly with your assigned WorkCast Event Coordinator for your upcoming event.
  • Login details for the WorkCast Studio will be provided by your WorkCast Event Coordinator which can then be passed onto your event speakers and other representatives.
    Please note this may be a the Custom Events Producer that you were introduced to at the beginning of the project or a Event Coordinator. 

A stream test for the event will need to take place a minimum of 4 days prior to the event start date and time. This will need to be booked in with WorkCast so an Event Coordinator or Custom Events Producer can attend at a pre set time. (Booked in during planning call). We would allow around 30 mins for a stream test and this is also the time to allow for a familiarisation of the WorkCast Studio prior to the event date. Responsible: Customer/WorkCast

Polls, pre-prepared questions and attachments

  • Final version of any required polls, pre-prepared questions and attachments to be sent to WorkCast,
  • These will be loaded in to the Platform by WorkCast ready for the event. 
          Responsible: Customer/WorkCast
          Timescales: At least two working days prior to live event or recording session. 

Reminder emails dispatched to registrants

  • Registrants will be sent event reminders. 
           Responsible: WorkCast 
          Timescales: 24 hour and 1 hour reminders unless specified otherwise by customer.

On the day of the LiveStream - 30 minutes pre event start

The WorkCast event coordinator will lock the event auditorium audience view, so that the Audio-Visual company can start streaming which will confirm the signal is working as expected.

WorkCast event coordinator, you and the Audio-Visual company log into WorkCast Studio with the below pods open:

      • Presenter Only Chat - this is the main communication channel between WorkCast, you and the AV company 
      • Audience questions and or chat
      • Polls module if required.
      • Lipsync check is carried out by the onsite AV team with close-up shot of presenter/crew. Or clap sync is used instead. Sync is confirmed by WorkCast event coordinator and Audio-Visual company.
      • Audio-Visual company will confirm they are locally recording the stream at the event location as a back up

    If no other checks are required, the WorkCast event coordinator will unlock the event auditorium, no later than 5 minutes prior to an event starting, ready for your online audience to join. 

    Event Live Time

    If the event is likely to start late, you and the Audio-Visual company will need to advise WorkCast via Presenter Only Chat module, including the likely start time. WorkCast will push out a message to the auditorium so the online attendees are aware of the start time.

    During the event, WorkCast will communicate to the Presenter Only Chat that the stream is running as expected.

    When the event finishes, the Audio-Visual company should stream a holding slide with no audio for 1 minute. WorkCast will then confirm via the Presenter Only chat that the stream can be stopped. Responsible: Customer/AV Team

    Post event - On Demand 

    • Event pages will be updated to include recorded version of the webinar.
    • WorkCast will produce the on-demand version for you, typically using the stream recording. However for back up purposes can the AV team send the locally recorded version to events@workcast.com.  You and the AV team may decide to edit the on day recording so this can be used for the on demand version. If this is the case can you or the   Audio-Visual company send the edited recording to events@workcast.com. 
    • Your event URLs will not change.
             Responsible: WorkCast 
             Timescales: Within one working day of the event.

    Post event emails (if required)

    • Post event emails can be dispatched to both attended and non-attended registrants of your event. 
              Responsible: WorkCast 
              Timescales: Dispatch upon receipt of approval from Customer.

     

     

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