1. Define the audience and viewing destination
Decide who needs to watch, whether the stream should be public or private, and which platforms will carry it. Confirm access to the relevant accounts and who has authority to start, stop or pause the broadcast.
2. Check the venue and connectivity
Confirm load-in access, power, camera positions, cable routes and the audio desk location. Arrange a wired internet test at the venue. Discuss bonded mobile connectivity and an agreed fallback; available bandwidth and mobile coverage must be checked.
3. Plan sound, cameras and presentations
List microphones, speakers, panel positions, slides and remote guests. Confirm the audio feed with the venue technician. Supply videos and graphics early, in agreed formats, so they can be tested through the production chain.
4. Confirm permissions and platform restrictions
Check consent for people appearing and rights for music, slides and videos. Streaming platforms may block or interrupt copyrighted playback. For school performances, agree on audience access and the school's permission arrangements.
5. Rehearse the running order and contingency plan
Provide speaker names and titles, timings and playback cues. Allow time to test remote guests and run a technical rehearsal. Agree who makes decisions if internet, playback or a platform fails, including whether the event can pause.
6. Specify the recording and follow-up
Confirm the recording format, where it will be delivered and whether you need an edited replay or highlight film. Make sure someone is responsible for checking the public replay and handling any agreed post-event updates.