[Case Study Included] How to Successfully Livestream a Symposium? Explanation of Necessary Preparations and How to Choose a Vendor.

4 hours ago
15 min read

Simply deciding on a streaming platform like Zoom or YouTube isn't enough to ensure a smooth symposium broadcast.

If preparations are insufficient before the actual event, problems are likely to occur, such as difficulty hearing the speakers, difficulty seeing the slides, and discrepancies in the progress between the in-person and online participants.

When there are multiple speakers, or when combining in-person and online participation, it's crucial to consider everything from audio and video to presentation of materials, recording, and the overall flow of the event.

This article explains the necessary preparations and how to choose a vendor for symposium streaming.

At LIFE.14, we provide technical support for international conferences and corporate events, including filming, video transmission, sound, streaming, and simultaneous interpretation equipment.

If you have any concerns about streaming the symposium, please consult with us from the planning stage.

The success or failure of a symposium broadcast depends on its "design"!

For symposium streaming, it's crucial to plan in advance not only how to operate the event on the day, but also how to connect the venue with online participants.

When there are multiple speakers, the ease with which the audience can understand the presentation depends on how the speakers are switched, how the materials are presented, and how the Q&A session is handled.

Furthermore, since the images and sounds seen and heard by in-person attendees and online viewers will differ, it is necessary to create a streaming environment that is easy for both groups to participate in.

In particular, the clarity of the audio and the readability of the slides are important factors that affect the satisfaction level of the live stream.

Therefore, for successful symposium streaming, designing the entire process, including how participants will see, hear, and interact with the event, before deciding on equipment or streaming platforms, is key to success.

Flowchart for conducting a symposium online

The basic flow of the symposium broadcast is as follows:

Set objectives and KPIs.
Choose a streaming platform
Organize the speakers and the agenda.
Rehearse
The operation will be carried out on the day of the actual event.
Archive and analyze the broadcast after it has finished.

Now, let's take a closer look at this step by step.

1. Set objectives and KPIs.

The first thing to decide is the purpose of the symposium broadcast.

The distribution format and preparation content will vary depending on whether you want to increase awareness outside the company, deliver specialized information to existing customers and business partners, or keep a record for internal use.

The items to consider when defining your objective are as follows:

Who is this broadcast intended for?
What message is this symposium trying to convey?
Which do you prioritize: in-person attendance or online participation?
Will the recording be released after the live stream?
Which metrics should we check, such as the number of applications, viewership, or inquiries?

Deciding on the scope of distribution and viewing methods when choosing a distribution platform will clarify what you need to discuss with the distribution company.

If you use KPIs that are easy to track after distribution, they will be easier to use for review and improvement.

2. Choose a distribution platform.

Next, you need to decide on a streaming platform. Different platforms, such as Zoom, YouTube, and Teams, are better suited to different situations.

Here are some points to consider when deciding on a streaming platform:

Should participants be required to register in advance?
Public access or limited access?
Will you accept questions from viewers?
Should we include chat or surveys?
Will the recording be made public at a later date?
Should we include interpretation or subtitles?
Does it meet our company's security requirements?

Deciding on the audience and viewing methods when choosing a streaming platform makes it easier to create announcements and operational plans for the day of the event.

For example, if you want to organize questions as you proceed in a highly specialized symposium, a format that clearly separates the roles of speakers and audience members is suitable.

On the other hand, if you want many people to watch your content, a format that prioritizes ease of viewing and sharing is more suitable.

If there are both in-person attendees and online viewers, make sure to plan everything from the streaming screen and audio to the Q&A process to ensure that online viewers can easily participate.

3. Organize the speakers and the agenda.

Symposiums often feature multiple speakers, and typically include lectures, panel discussions, and question-and-answer sessions.

Therefore, it's necessary to decide not only who will speak and when, but also who will be responsible for time management, compiling questions, and switching between materials.

The items that should be decided in the project plan are as follows:

Time allocation for opening, lecture, panel discussion, Q&A, and closing.
The roles of speakers, moderators, and presenters.
Online and in-person question submission methods
Responsible for switching between slides and materials
How to connect if a speaker is participating online
How to proceed and the flow of audio when an interpreter is present

By assigning these roles in advance, it becomes less likely that it will be unclear who is responsible for making decisions during the actual event.

Furthermore, if an interpreter is involved, it will be necessary to share presentation materials and technical terms, so it is important to start preparations as early as possible.

Failure to provide the speaker with the presentation content, technical terms, schedule, and materials in advance will affect the quality of the interpretation on the day of the event.

Furthermore, you should decide at the same time as designing the broadcast schedule which viewers will receive the interpreted audio and which audio will be included in the recording.

4. Rehearse

Rehearsals are not just about checking connections.

This process involves checking everything from video and audio to document display, speaker entry and exit, and the Q&A session, all in the same order as the actual event.

Identifying potential problems at this stage will reduce the number of situations where you're forced to make sudden decisions during the actual event.

The items we would like to check during the rehearsal are as follows:

Are the presenters' cameras and microphones working properly?
Will the sound from the venue microphones be audible to online participants?
Can the voices of online speakers be heard by the in-person attendees?
Are the slides and documents displayed correctly?
Is there a problem with the timing of the screen transitions?
Is the exchange of questions and answers smooth?
Will the video and audio be correctly preserved in the recorded data?
If there are translations or subtitles, will they be conveyed correctly to the audience?

It is important to conduct rehearsals using as much of the same equipment, venue, and streaming environment as possible for the actual performance.

Audio, in particular, is a difficult element to correct later.

Problems such as low volume, echoes making it difficult to hear, or multiple speakers overlapping and making it hard to understand can lead to viewers dropping out.

During rehearsals, make sure not only that the video looks good, but also that the sound is easy for online viewers to hear.

5. Implement operations on the day of the event.

To ensure that the event runs according to schedule on the day of the performance, it is important to clearly define who is responsible for what in advance.

If one person is responsible for handling speaker communication, streaming operations, audio checks, chat support, question organization, and communication with the venue, problems will be handled slowly when they arise.

The roles that should be separated for production use are as follows:

Responsible for overseeing the overall progress
The person in charge of operating the streaming screen.
Person in charge of checking the audio
The person in charge of guiding the speakers.
Responsible for checking chats and questions
Contact person for liaising with venue staff
Responsible for checking recording start, stop, and save status.

Dividing roles allows you to quickly notice even minor problems during the live stream.

Furthermore, during the actual event, there may be instances where things don't go according to plan, such as the presentation time being extended, a large number of questions being asked, unstable connections for online presenters, or changes in the sound from the venue.

To prepare for such situations, it's important to decide in advance who will make the decisions and to what extent the plan can be altered.

6. Archive and analyze the broadcast after it has finished.

After the live stream, it's important not only to save the recording, but also to make it publicly available as an archive, share it internally, and review it for future reference.

Deciding beforehand how much of the recording to make public, who to share it with, and for how long it will be available for viewing will make subsequent tasks much smoother.

The items to check after the broadcast are as follows:

Is the recorded data still there correctly?
Are there any problems with the video and audio?
How should we define the scope of public access?
Should I perform the necessary cut editing?
Should we separate files for internal sharing from those for external access?
Should we check the number of viewers and when viewers dropped off?
Will we use the questions and survey results to improve future surveys?

Deciding how to handle the archives early on makes it easier to use them for public relations, sales materials, internal sharing, and other purposes after the broadcast.

In your analysis, don't just look at the number of views; also check when viewers dropped off, which topics garnered the most questions, and what aspects of the survey revealed were points of dissatisfaction.

By doing so, it will be easier to improve the presentation time, the way materials are presented, the flow of the Q&A session, and the layout of the live stream for the next symposium.

System required for symposium distribution

For symposium streaming, it is crucial to have a system in place that oversees everything from venue management, audio, and document display to speaker support, online viewer support, and post-streaming utilization of the recording.

Especially in hybrid formats and international symposiums, the way the video is displayed and the audio is heard differs between the in-person and online participants. If the division of roles is unclear before the event, it can lead to delays in the proceedings and difficulty in hearing the audio.

The following are the essential elements to keep in mind when streaming the symposium:

Stable distribution and management system
Post-distribution support system
Technical system based on simultaneous interpretation

Now, let's look at the necessary systems and procedures from before the broadcast until after it.

Stable distribution and management system

To ensure stable broadcasting, it's important to divide responsibilities among team members according to their specific roles.

The roles we would like to separate for the symposium broadcast are as follows:

Responsible for overseeing the overall progress
The person in charge of operating the streaming screen.
Person in charge of checking venue and online audio.
Responsible for checking the display of slides and materials.
The person in charge of guiding the speakers and panelists.
Responsible for organizing questions and chats.
Photography

By dividing the roles, it becomes clear who is responsible for which check items when switching speakers or during the Q&A session.

Furthermore, ensuring a stable broadcast requires checking the communication environment and having backup equipment.

If the venue's internet connection is unstable, problems such as video freezing, sound cutting out, and viewers leaving the event can occur.

Before the actual event, make sure to check everything from the venue's network connection and backup lines, power supply, cameras, microphones, streaming PC, and recording method.

Post-distribution support system

There are still things to do regarding the symposium's live stream, even after the event itself is over.

Deciding in advance how to save the recording, who to show it to, and how to contact participants will make it easier to utilize the recording after it's been streamed.

The following are the actions we need to decide after the broadcast:

Check the recorded data
Determine the scope of archive publication.
Separate files for external access and internal sharing.
Perform necessary cut editing.
Send thank-you emails and related information to participants.
Check the number of views and the content of the questions.
Let's organize the areas for improvement for the next broadcast.

Deciding who will be in charge after the broadcast in advance will make it easier to proceed smoothly with checking the recorded data and publishing the content.

In particular, at corporate symposiums, recordings are sometimes used as sales materials, for internal sharing, and as public relations content.

However, each company must decide on the scope of public access, how speakers will appear on camera, and how materials will be handled. Don't leave it entirely up to the streaming company; organizers should decide on the scope of access and the verification procedures themselves.

Technical system based on simultaneous interpretation

For international symposiums and broadcasts featuring speakers from overseas, it's crucial to incorporate simultaneous interpretation into the broadcast design from the outset, rather than adding it later.

If an interpreter is involved, you need to decide in advance how to capture the speaker's voice, where to send the interpreted audio, which audio will be delivered to the audience, and which audio will be included in the recording.

The following are the items to check when including simultaneous interpretation:

Supporting languages
Number of interpreters and timing of shift changes
Timing for sharing presentation materials and technical terms
How to deliver the original audio and the translated audio.
How to approach in-person attendees and online viewers
Types of audio to record
How to communicate between the interpreter and the broadcasting team

Having these items finalized in advance will make it less likely that you'll get confused about where to send audio or how to switch between channels during the actual event.

In broadcasts with simultaneous interpretation, the audio quality of the speakers is especially important.

When speakers speak softly, multiple people speak at the same time, or the venue has echoes, it becomes difficult for interpreters to hear accurately.

For symposiums that include interpreters, be sure to prepare everything, including the number of microphones, the speaking rules for each speaker, and the flow of sound from the venue's speakers and the streamed audio.

At LIFE.14, we provide technical support for international conferences and corporate events, including filming, video transmission, sound, online streaming, and simultaneous interpretation equipment.

If you have concerns about setting up a system for streaming the symposium, consulting with us from the planning stage will make it easier to prepare in accordance with venue conditions and streaming methods.

Please feel free to contact us for a consultation.

Examples of symposium streaming projects that LIFE.14 has been involved in.

Symposium streaming requires simultaneous consideration of everything from the venue's progress and online broadcasting to switching between speakers, audio, presentation of materials, and simultaneous interpretation as needed.

Looking at real-world examples makes it easier to understand when technical preparation is crucial.

The following are examples of symposium streaming projects that LIFE.14 has been involved in:

Symposium on Animal-Assisted Therapy
Swiss-Japan Economic Forum

Now, let's take a closer look at each case.

Symposium on Animal-Assisted Therapy

The animal-assisted therapy symposium, held for medical professionals, was delivered in a hybrid format, combining in-person and online participation.

The event at the venue included lectures, reports on the practices of each of the three organizations, a panel discussion, and a Q&A session, and the same content needed to be delivered to the online audience as well.

LIFE.14 was responsible for photography, technical support at the venue, online streaming, as well as sound management at the venue and switching between projected images and materials on the screen.

While filming the speakers' expressions, the overall atmosphere of the venue, and the panel discussion, we adjust the audio to ensure that online viewers receive clear and easy-to-see video.

In a hybrid symposium format, it's necessary to consider how to avoid interference between the flow of attendees and the placement of photography equipment.

Furthermore, it is crucial to have a system in place that allows the broadcast to continue without interruption even if there are questions or changes in the schedule.

By having the same team handle both photography and live streaming, we were able to reduce the burden of meetings for the organizers.

This case study illustrates the importance of coordinating photography, on-site technical support, and online streaming for a symposium that combines in-person and online participation.

A total of 170 people participated. I was in charge of online streaming and photography for the Animal-Assisted Therapy Symposium.

Swiss-Japan Economic Forum

The Switzerland-Japan Economic Forum was held as an international hybrid event, combining in-person and online participation.

The venue was filled with speakers and participants, and a guest speaker also joined online from Switzerland.

In this case, we designed the event to display overseas speakers on monitors on stage, allowing them to participate in a panel discussion together with the speakers present in the audience.

It's important that the format makes it appear to attendees at the venue that online presenters are naturally joining the discussion.

Furthermore, because the broadcast included simultaneous interpretation in Japanese and English, it was necessary to design the flow of the audio in advance.

To ensure that the discussion reaches both in-person attendees and online viewers, we are supporting hybrid streaming, including remote presentations and interpretation.

In international symposiums, designing remote presentations, venue production, simultaneous interpretation, and streaming individually can easily lead to audio and video delays during the event.

The Swiss-Japan Economic Forum example illustrates the importance of presenting information in a way that is easily understood by both in-person and online participants, especially in events that include online speakers from overseas.

I was in charge of filming and streaming for the "Swiss-Japan Economic Forum," which combined in-person and online elements.

How to choose a vendor when outsourcing symposium streaming.

When outsourcing symposium streaming, judging solely on cost and the amount of equipment used could lead to unexpected problems on the day of the event.

The main points to check when outsourcing symposium streaming are as follows:

Check the track record
Checking technical capabilities
Check the operational capabilities on the day.

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

Check the track record

The first thing I want to confirm isn't simply whether or not they have streaming experience.

It's important to see if they have experience handling online broadcasts in a format similar to the symposium your company wants to host.

For example, corporate events, academic conferences, international forums, and hybrid events tend to have more complex speakers and formats than typical online seminars.

The items you should check when reviewing performance are as follows:

Do you have experience broadcasting symposiums or conferences?
Do you have experience with streaming that combines in-person and online participation?
Have you ever handled an event with multiple speakers?
Have you ever been involved in moderating a panel discussion or a Q&A session?
Do you have experience handling everything from photography and sound to presentation of documents and video recording?
Have you ever handled events that included simultaneous interpretation or international speakers?

When reviewing performance, be sure to check not only the number of cases but also the scope of responsibility.

For example, the scope of work you can be entrusted with will vary depending on whether you were only responsible for the live stream, or if you also handled the venue's sound and projection, speaker switching, and recording.

During a symposium, changes to the program and Q&A sessions can occur, so companies with experience handling similar-sized events and formats tend to be more reliable in making decisions on the day.

Checking technical capabilities

The next thing to check is whether the streaming requirements can be translated into the equipment and operations available on-site.

Symposium streaming requires technical adjustments such as clearly recording the speakers' voices, transmitting the venue's video to the online audience, playing the audio of online speakers within the venue, and displaying slides in an easy-to-view manner.

The following are the items you should check when evaluating their technical capabilities:

Can the microphone audio from the venue be properly captured as the audio for the broadcast?
Can the video and audio of online presenters be returned to the venue?
Can we switch between multiple cameras to show the speaker, the venue, and the materials?
Can it be designed to suit streaming platforms such as Zoom and YouTube?
Do you have a backup plan in case the venue's internet connection is unstable?
Can it handle audio design when simultaneous interpretation is included?
Can the recorded data be saved in a format that is easy to use later?

When checking their technical capabilities, it's important to ask for a detailed explanation not only of the types and number of equipment, but also of the configuration tailored to the purpose of the broadcast and the operational methods on the day of the event.

For example, in a symposium that emphasizes question-and-answer sessions, it's crucial to consider how to receive questions from both in-person and online participants and incorporate them into the proceedings.

On the other hand, for an international symposium, it's necessary to confirm how the original audio and the interpreted audio will be delivered, and which audio will be included in the recording.

When contacting potential companies, inform them of the content you want to broadcast and ask them to explain in detail the necessary equipment and how the event will be run on the day.

Check the operational capabilities on the day.

Finally, let's check the operational capabilities on the day of the event.

At a symposium, things may not always go according to plan.

A system is needed that allows the broadcast to continue without interruption even in situations such as delays in speakers connecting, prolonged Q&A sessions, needing to adjust the volume of the venue microphones, or changes in the timing of switching materials.

The following are the items you should check when assessing the event's operational capabilities on the day:

Is the staffing arrangement for the actual day clear?
Are the responsibilities for streaming operation, audio check, document switching, and speaker support divided among different people?
Can rehearsals be conducted in a manner similar to the actual performance?
Can we determine who will operate what and when, according to the schedule?
Is there a clear contact person or decision-maker in case of trouble?
Can it handle recording start, stop, and save confirmation?
Can you handle data review and editing consultations after the broadcast?

The operational efficiency on the day cannot be judged solely by the number of staff members.

What's important is that the scope of responsibility and the decision-makers in case of problems are clearly defined.

When choosing a company, be sure to confirm details such as how rehearsals will be conducted, how roles will be assigned during the actual event, how speakers will be guided, how chat and Q&A procedures will be handled, and how recorded data will be delivered.

For symposium streaming, choose LIFE.14, a company with a proven track record!

To ensure the success of a symposium broadcast, it's crucial to consider all aspects—from the objectives and flow of the event to audio, video, speaker support, interpretation, and recording methods—before deciding on a broadcasting platform.

In particular, when combining in-person and online participation, or when involving international speakers and simultaneous interpretation, it is necessary to check not only the schedule for the day but also the venue facilities and communication environment well in advance.

Establishing these details early on will ensure a smooth flow on the day of the broadcast and make it easier for viewers to understand.

At LIFE.14, we have provided technical support for international conferences and corporate events, including filming, video transmission, sound, online streaming, and simultaneous interpretation equipment.

If you have any concerns about preparing for or running the symposium online, please feel free to contact LIFE.14.