What are the key points to consider when choosing an event streaming service provider? We'll explain how to identify a provider that will deliver high-quality results.

When planning to stream a company event online, many people in charge of organizing events struggle with choosing a vendor and determining the associated costs.

From the venue's sound and lighting, camera placement, streaming connection, viewer visibility, day-to-day schedule, and handling of technical issues, various preparations affect the quality of the actual event.

This article provides a detailed explanation of key points to consider when choosing an event streaming service provider and how to assess streaming quality.

At LIFE.14, we have a system in place to provide comprehensive support for corporate event streaming, from pre-event preparations to on-the-day operation and post-event content creation.

If you have any questions or concerns regarding your company's event streaming, please feel free to contact us.

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How to choose an event streaming service provider

Choosing the right vendor is crucial for a successful online broadcast.

Here are some points to consider when choosing an event streaming service provider:

• Choose based on their extensive track record.

• I choose based on whether they have the technology to provide stable streaming.

• Choose based on whether it's compatible with your desired streaming platform.

• I choose based on whether they have strong proposal and design capabilities.

• I choose based on whether I can communicate smoothly with them.

• I choose based on the level of support provided.

Now, let's take a closer look at each of these points.

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Choose based on their extensive track record.

When choosing an event streaming service provider, the first thing you should do is check their track record.

However, it's important not to simply look at whether they have a large number of live streams, but rather to check if they have a track record of events similar in scale and format to the events your company is planning.

In hybrid events with both in-person attendees and online viewers, it's necessary to ensure that the audio from the venue is clearly audible to the online audience.

Furthermore, for events featuring international speakers or requiring simultaneous interpretation, language support and audio route design become crucial.

When checking their track record, try asking questions about the following points:

Items to check	Points to look at
Types of events	Do you have experience with the format your company plans to use for live streaming?
Event scale	Have you ever handled a project with a similar number of participants or venue size?
Scope of responsibility	Can you handle not only streaming, but also sound, filming, production, and archive creation?
Troubleshooting	How did you solve problems that occurred in the past?
Special arrangements	Can it accommodate simultaneous interpretation, multilingual support, and remote participation of speakers?

An experienced company will explain the potential risks and necessary preparations in advance.

Whether or not you can consult with us based on case studies similar to your own company's events is a key factor in choosing a service provider.

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I choose based on whether they have the technology to provide stable streaming.

One thing we especially want to avoid with online streaming is for the stream to stop midway through.

Even if the video quality is good, viewer satisfaction will decrease if the audio cuts out or the screen freezes.

Therefore, when choosing an event streaming service provider, be sure to check whether they have the necessary technology and systems in place for stable streaming.

Of particular importance is backing up the network connection, equipment, and streaming routes.

When consulting with a contractor, try asking the following questions:

Items to check	Example questions
Distribution line	Can I have a backup line in addition to the main line?
Equipment configuration	Do you have any spare cameras or audio equipment in case of malfunctions?
Distribution monitoring	Is there someone in charge of checking the video, audio, and network conditions during the live broadcast?
Recording compatible	In addition to the live stream, is it possible to make a local recording for backup purposes?
Troubleshooting	How do you switch to the backup system in the event of a streaming problem?

A reliable vendor will not only list the names of the equipment, but will also explain "how they will respond in the event of a problem."

The stability of the live stream will affect the smooth running of the event and the satisfaction of viewers, so be sure to check this during the quotation stage.

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Choose based on whether it's compatible with your desired streaming platform.

Choose a streaming platform that suits the purpose of your event and your target audience.

A wide range of services are available, including YouTube Live, Zoom Webinars, Microsoft Teams, and Vimeo.

Furthermore, each platform is suited to different purposes.

For example, if you want a public relations event to be seen by as many people as possible, a platform that is easy to view and easy to share is recommended.

On the other hand, for seminars or member-only events where participants need to register in advance, a service with user-friendly registration management and Q&A functions is suitable.

For internal company events, compatibility with existing internal tools and access restrictions are also important considerations.

When choosing an event streaming service provider, make sure to check not only whether they can stream on your preferred platform, but also whether they can propose a streaming method that suits the purpose of your event.

Event Objectives	Examples of suitable streaming methods
I want many people to see it.	Open streaming (publicly available), archived streaming
I want to manage the participants.	Webinar requiring pre-registration
I would like to ask questions.	Streaming with Q&A and chat functions
I want to distribute this internally.	Streaming with access restrictions and participant management capabilities.
We want to deliver it in multiple languages.	Streaming with simultaneous interpretation and subtitles

Each platform has different features, such as the number of participants, accessibility, archiving, chat, Q&A, subtitles, and interpretation.

If you can't decide on the tools yourself, choose a vendor who can propose the best method after you've explained your objectives and target audience.

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I choose based on whether they have strong proposal and design capabilities.

For event streaming, choose a vendor that can design the entire streaming process to suit your specific needs.

For example, even with the same online seminar, the presentation and flow will differ depending on whether it's an event introducing a product, a recruitment briefing, or an announcement of internal company policies.

There are times when it's best to show the speaker prominently, and other times when it's better to focus on the slides.

By designing the presentation with consideration for everything from the audio at the venue, slides, and camera footage to how online presenters are switched, we can create a broadcast that is easy for viewers to watch.

A company with strong proposal capabilities will confirm the following points during the initial meeting:

Content to be confirmed	reason
Event Objectives	To clarify what the broadcast is trying to communicate.
Viewer attributes	Because the design differs depending on whether it's for internal use, customer use, or general public use.
Number of speakers and location	The required setup differs depending on whether you are presenting in person or remotely.
Materials and videos to be used	To adjust how slides and videos are displayed.
Whether or not there was a Q&A session	Because it will be necessary to design a Q&A and chat operation system.
Availability of recording/archive	Because we need to consider how to utilize the content after it's released.

If a company proposes a configuration that is suitable for your purpose, along with the reasons why, you can feel more comfortable consulting with them.

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I choose based on whether I can communicate smoothly with them.

Event streaming involves a lot of communication with vendors, starting from the preparation stage.

Therefore, ease of communication is also an important criterion for making a decision.

For example, the following types of communication can easily lead to misunderstandings during the preparation phase.

• Slow response to inquiries

• The explanation is full of technical jargon and difficult to understand.

• The process proceeds with unclear confirmation points.

Especially as the event date approaches, the number of things that need to be confirmed increases, so ease of communication is crucial in reducing the burden on the person in charge.

When requesting a quote or having an initial meeting, be sure to confirm the following points:

Items to check	Key points to consider
Speed of response	Will they respond promptly to necessary communications?
Clarity of explanation	Can you explain technical terms in simple terms?
Thoroughness of the interview	Will they listen carefully to my goals and concerns?
Accuracy of sharing	Will you keep a written record of the decisions and confirmations?
How to proceed until the day of the event	Can you make the preparation schedule clear?

A reliable vendor will explain things in a way that is easy to understand, even for clients who are not familiar with live streaming.

In addition to entrusting them with specialized tasks, make sure you also consider whether they are someone you can trust and feel comfortable discussing things with.

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I choose based on the level of support provided.

When choosing an event streaming service provider, make sure they offer support not only on the day of the event, but also from pre-event preparations to post-streaming.

The success or failure of a live stream isn't determined solely by the day of the event.

It depends on the accuracy of the prior meetings, equipment preparation, rehearsals, and progress checks.

Furthermore, the scope of support varies depending on the vendor. Some vendors only handle the operation of the streaming equipment, while others offer comprehensive services including venue site visits, streaming design, rehearsals, on-site management, and delivery of recorded data.

After confirming what your company can handle internally, choose a vendor that can provide the necessary support.

Support stage	What I want to confirm
Preparation	Venue confirmation, streaming design, equipment arrangement, schedule confirmation.
rehearsal	Checking the presenter's movements, video and audio, and slide switching.
On-site management	Live stream monitoring, camera operation, audio adjustment, troubleshooting.
After the broadcast	Delivery of recorded data, creation of archives, and review of reports.
Special arrangements	Simultaneous interpretation, multilingual support, subtitles, and support for online speakers.

Choosing a vendor with a well-established support system makes it easier to consult with them consistently, from the preparation stage to after the event.

If you're unfamiliar with live streaming, it's reassuring to choose a company that can support you not only technically but also operationally.

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How to choose the right vendor to ensure the quality of your event streaming.

When choosing an event streaming provider, make sure they can deliver a stable, easy-to-view, and clear stream.

The main points to check that affect the quality of the broadcast are as follows:

• You can manage filming, sound, and streaming all in one place.

• We have a team that can make decisions and take action on-site on the day of the event.

Below, we'll take a closer look at the key points that are most likely to lead to a successful live stream.

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You can manage filming, sound, and streaming all in one place.

The quality of an event stream isn't determined solely by the camera.

To create a broadcast that is easy for viewers to see and hear, it is necessary to manage the filming, sound, display of materials, and broadcast output as a single, integrated process.

For example, even if the camera footage is clear, if the speaker's voice is difficult to hear, viewers will not be able to concentrate on the content.

Furthermore, delays in slide transitions or mixing of venue and online audio can negatively impact the overall impression of the broadcast.

In particular, audio routes tend to become more complex in hybrid events with both in-person attendees and online viewers, or in events with simultaneous interpretation.

Therefore, instead of considering filming, sound, and streaming separately, choose a company that can design the entire project as a whole.

The advantages of entrusting the task to a company that can manage everything in one place are as follows:

item	merit
photograph	The speakers, venue, and materials can be easily switched between for better viewing.
acoustic	The system can be adjusted to make the voices of speakers and online participants easier to hear.
Material display	Slides and videos can be displayed on the streaming screen at the appropriate time.
Distribution output	You can make adjustments while checking the final screen that will be shown to the viewers.
progress management	It makes it easier to coordinate the movements of the moderator, speakers, and technical staff.

There are also advantages to dividing the work among multiple companies.

However, the more divided the areas of responsibility, the longer it may take to communicate and confirm the transitions.

If you prioritize streaming quality, make sure to check if they have a system in place to manage video, audio, and streaming all in one place.

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We have a team that can make decisions and take action on-site on the day of the event.

No matter how much preparation you do, unexpected things can happen on the day of the event.

For example, this could include situations such as speakers arriving late, microphones suddenly cutting out, online speakers experiencing unstable connections, or changes in the order of proceedings.

What becomes crucial at this point is whether there is a team capable of assessing the situation on-site and responding accordingly.

If it's not decided who will observe the situation, who will make the judgment, and who will take action, the response will inevitably be delayed.

When choosing a service provider, be sure to check the staffing arrangements and roles for the day.

Check items	Points to look at
Site manager	Is there someone in charge who will make the final decision on the day?
Distribution monitoring	Are there staff members who constantly monitor the video, audio, and network status?
Voice 담당	Can I adjust the microphone, venue audio, and online audio?
Video Director	Can camera footage and slides be switched appropriately?
Troubleshooting	Are there procedures in place to handle network problems or equipment malfunctions?
Progress coordination	Can you manage the event while coordinating with the MC and organizers?

The quality of a live stream isn't solely determined by the performance of the equipment.

During the quotation and planning stages, confirming questions such as "How many people will be on duty on the day?", "Who will make decisions in case of trouble?", and "Can you accommodate changes in the schedule?" will help you determine whether the vendor is someone you can confidently entrust with the actual event.

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LIFE.14's Successful Event Streaming Case Studies

When choosing an event streaming service provider, looking at their past experience with events will help you visualize what to expect after hiring them. Here are some examples of event streaming projects that LIFE.14 has been involved in.

• Swiss-Japan Economic Forum

• TICAD9 Partner Project: Unlocking Africa's Potential - Opportunities for EU-Japan Business Cooperation

• Doctors Without Borders and Disaster Medical Center co-hosted recruitment information session for healthcare workers.

Let's take a closer look at each case below.

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Swiss-Japan Economic Forum

The Swiss-Japan Economic Forum is an economic forum organized by the Swiss Embassy in Japan and the Swiss Chamber of Commerce and Industry in Japan.

Approximately 160 participants gathered at the venue, where greetings from the speakers and a panel discussion were held.

In international events like this, it's necessary to accurately convey the content of the speeches and the atmosphere of the venue not only to participants attending in person but also to those watching online.

Therefore, technical design is crucial, encompassing not only streaming but also venue sound, screen management, and how camera footage is presented.

LIFE.14 was in charge of technical direction, handling venue sound adjustments, screen management, and online streaming.

We adjust the venue's sound system to ensure the speakers' voices are heard clearly, and we manage the display of slides and videos to ensure smooth progress.

In events like international forums, where organizers, speakers, and participants have diverse backgrounds, technical stability directly impacts the overall impression of the event.

What's needed is a technical partner that can not only stream content but also handle both on-site event management and online viewing with a clear understanding of both.

I served as the technical director for the Swiss-Japan Economic Forum.

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TICAD 9 Partner Project: Unlocking Africa's Potential - Opportunities for EU-Japan Business Cooperation

TICAD 9 Partner Project: Unlocking Africa's Potential - Opportunities for EU-Japan Business Cooperation is a hybrid event combining in-person and online participation.

In addition to session management, the event required simultaneous English-Japanese interpretation, making it a technically complex affair.

Events with simultaneous interpretation require more complex audio design than regular live streams.

It was necessary to manage the speakers' voices and the interpreters' voices separately, and to set them up differently for the venue and for the live stream.

LIFE.14 handled everything from photography, hybrid broadcast equipment setup and operation, audio line construction including simultaneous interpretation, screen switching, recording data creation, and highlight video production.

This case study highlights the importance of managing the entire event as a single, integrated process, rather than considering filming, audio design, and distribution as separate elements.

In particular, for international events with interpretation services or hybrid events, choosing a technology partner that can design multiple technical elements together can ensure smoother event management and troubleshooting on the day of the event.

Hybrid Event with Simultaneous Interpretation: TICAD 9 Partner Project: Unlocking Africa's Potential - Opportunities for EU-Japan Business Cooperation

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Doctors Without Borders and Disaster Medical Center co-hosted recruitment information session for healthcare workers.

The recruitment information session for healthcare professionals was held in a hybrid format, combining in-person and online participation.

A streaming environment was required that would allow both in-person attendees and online viewers to watch smoothly.

Clear and easy-to-understand speakers, easy-to-read materials, and a natural conveyance of the venue's atmosphere to online viewers contribute to their understanding and sense of security.

LIFE.14 was responsible for venue sound adjustments, screen management, and online streaming.

To ensure that online participants can also get a sense of the venue, we switch between camera footage and presentation materials, creating a streaming environment that makes it easy to concentrate on the content of the presentation.

In these types of information sessions, it's important to design them in a way that doesn't favor either in-person or online participants.

To deliver necessary information to viewers without causing them stress, it is crucial to choose a technology partner that can carefully manage audio, video, and document display.

Doctors Without Borders and Disaster Medical Center co-hosted recruitment information session for healthcare workers.

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Frequently Asked Questions When Hiring an Event Streaming Service Provider

Here are some frequently asked questions when requesting services from an event streaming company:

• To what extent can you entrust this to me?

• How far in advance should I seek advice?

• How are the costs determined?

Let's take a closer look at each of these questions below.

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To what extent can you entrust this to me?

The scope of services you can request from an event streaming provider varies depending on the company.

For example, some companies only handle filming and streaming, while others offer a comprehensive service that includes arranging and connecting equipment for sound, screen management, and simultaneous interpretation, as well as rehearsals and delivery of recorded data.

Therefore, before making a request, you should clarify which parts you will handle in-house and which parts you would like to entrust to a professional.

For example, one possible division of labor could be to handle event planning and coordinating with speakers in-house, while outsourcing on-site filming, sound, streaming, and video recording.

Examples of typical service requests are as follows:

What you can request	Specific example
photograph	Photography of speakers, venue, participants, and presentation screens.
acoustic	Microphone adjustments, venue audio, and online audio management.
delivery	Online streaming via YouTube, Zoom, Teams, etc.
Screen management	Display of materials and videos on the venue screen
Simultaneous interpretation related	Route design for audio interpretation, arrangement and connection of interpretation equipment.
rehearsal	Switching between video, audio, and documents, and checking progress.
Post-distribution support	Delivery of recorded data, production of videos for archiving.

If you're unsure how much you should entrust to them, consult with them after explaining the purpose of the event, the venue's facilities, the number of participants, the streaming platform, the number of speakers, and whether or not interpretation and recording are required.

At LIFE.14, we can provide comprehensive technical support, from the preparation stage of event streaming to on-the-day operation and post-event content creation.

It's perfectly fine if you're still in the process of considering the direction of event streaming.

Please feel free to contact us.

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How far in advance should I seek advice?

We recommend starting discussions about event streaming as early as possible.

Live streaming isn't something you can just do by bringing the equipment on the day of the event.

There are many things to decide in advance, such as venue confirmation, network connection checks, equipment configuration, streaming method, rehearsals, and connection checks with speakers.

As a general guideline, even for simple online streaming, it's best to consult a few weeks in advance. For hybrid events or events with simultaneous interpretation, it's safer to consult more than a month in advance.

For large-scale events, events with multiple speakers, or events requiring multilingual support, even earlier preparation may be necessary.

The guidelines for when to begin consultation are as follows:

Event details	Guidelines for initiating consultation
Small online seminar	2-3 weeks ago
A hybrid event connecting the venue and online.	1 month ago
Corporate events with multiple speakers	1 month ago ~
Events requiring simultaneous interpretation or multilingual support	1-2 months ago
Large-scale international events and forums	2-3 months ago

If the venue and streaming platform have already been decided, preparations can sometimes proceed relatively smoothly.

On the other hand, if the venue's internet connection is unknown, if there are many online presenters, or if an interpreter is required, it will take time to confirm everything in advance.

To ensure thorough rehearsals and troubleshooting, it's best to discuss things well in advance.

Even if the details haven't been finalized yet, consulting early will make it easier to understand the necessary preparations and approximate budget.

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How are the costs determined?

The cost of live streaming an event varies depending on the scale and content of the event, the necessary equipment, and the staffing arrangements.

For example, the cost will differ between a simple live stream using one camera and a live stream that includes multiple cameras, venue sound, simultaneous interpretation, and video editing.

Therefore, it is important to request a quote from a streaming service provider after informing them of the event's purpose, venue, number of participants, streaming destination, number of speakers, and whether or not recording and simultaneous interpretation will be provided.

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If you want to entrust your event streaming to someone else with peace of mind, choose LIFE.14, where you can leave everything from technical design to the final product!

When choosing an event streaming service provider, check their track record with events similar to your own, their stable streaming design, and their ability to handle on-the-day situations.

Online streaming and hybrid events involve audio, video, and interpretation, so it's reassuring to have a vendor that can handle everything from preparation to troubleshooting on the day of the event.

We at LIFE.14 have a proven track record of providing diverse technical support for international events and hybrid streaming events.

We can handle everything from designing the entire event streaming process to managing it on the day itself.

It's fine if you're still in the stage of considering the direction of event streaming.

If you have any questions about online streaming or hybrid events, please feel free to contact us.