top of page
Search

What is a seminar distribution agency? A comprehensive explanation of the benefits and key points to consider when choosing a provider!

There are increasing opportunities for corporate seminars and information sessions to be held online.


However, if the video or audio quality is poor or if problems occur during the broadcast, viewers' ratings may drop.


This is where seminar distribution services are gaining attention.


By entrusting the distribution to professionals, it becomes easier to meet increasingly sophisticated requirements, such as simultaneous interpretation distribution in multiple languages and broadcasting at multiple venues and on multiple platforms.


In this article, we will explain in detail the types of seminar distribution services available, the services they offer, the benefits of using them, and what to consider when choosing a provider.


Types of seminar distribution services

There are several types of seminar distribution services available depending on the delivery format.


The main formats include:


  • Live Streaming

  • Recorded broadcast


Below, we will take a closer look at the differences between live streaming and recorded streaming, as well as scenarios in which they can be used.

Live Streaming

The seminar will be broadcast in real time.


The speaker and audience are connected at the same time, creating a sense of realism and allowing for two-way interaction with questions being asked on the spot.


Being able to proceed while watching the viewers' reactions is a benefit that only live streaming can offer.


On the other hand, because the distribution is carried out simultaneously, unique arrangements are required, such as measures to deal with line delays, securing backup lines, and preparing to switch over in the event of equipment trouble.


In fact, live streaming always carries the risk of interruption due to line problems or equipment failure.


Therefore, it is important to have specialized staff on standby on the day and technology to maintain low latency and stable delivery.


A distribution agent will prepare multiple redundant lines and troubleshooting procedures in advance to minimize the risks inherent in real-time distribution.

Recorded broadcast

This is a format in which video that has been recorded and edited in advance is distributed.


Viewers have the flexibility to watch at a time that is convenient for them, and organizers also find it attractive because of the efficiency of being able to reuse content repeatedly.


With recorded streaming, the video and audio can be adjusted during the shooting stage, and corrections can be made during editing if necessary, so the risk of problems occurring during streaming is significantly lower than with live streaming.


On the day of distribution, you simply stream the completed video, making it easy to improve the quality of the video and audio in advance, ensuring stable distribution.


Additionally, even if it is difficult to coordinate the schedules of speakers and staff, there is the advantage that recording in advance allows the event to be streamed at a convenient time.


However, since recorded broadcasts do not offer the same level of real-time Q&A and realism, it is necessary to supplement these functions with chat and survey functions.

What our seminar distribution agency service can do

Our professional distribution agency offers a wide range of support, regardless of the delivery format. We can handle the following types of seminars:


  • General seminar distribution agency

  • Professional seminar distribution agency

  • Multilingual and international seminar distribution agency


As mentioned above, the characteristics of the service will change depending on the content and target. Below, we will explain the characteristics of each service and the necessary considerations.

General seminar distribution agency

This refers to the distribution of seminars with general content, mainly aimed at domestic audiences.


In many cases, participants will only be able to watch in Japanese within Japan, and the distribution environment can be configured relatively simply.


This means that ongoing screen switching and audio management are less likely to become complicated, and in many cases can be handled with a standard distribution system.


If you are only streaming in one language, basic camera and microphone switching and slide sharing will suffice, so no large-scale equipment or advanced operations are required.


By outsourcing to a distribution agent, you can ensure stable distribution in line with normal webinar operations.

Professional seminar distribution agency

This refers to the delivery of seminars that deal with highly specialized content in fields such as medicine, law, finance, and technology.


In such seminars, it is important that the distribution agent is not responsible for judging or interpreting the specialized content itself, but rather for designing and managing the distribution so that the specialized knowledge of the organizers and speakers is accurately conveyed.


If you proceed with the broadcast without sharing technical terms and the structure of the materials, the timing of screen changes and the output of interpreter audio may be off, which could reduce the accuracy of the information transmission.


Therefore, in specialized seminars, the organizers and speakers share the glossary, script, important slides, etc. in advance, and the streaming staff then use this information to design operations such as audio processing, document switching, and screen layout.


For example, when displaying slides explaining technical terms at a medical seminar, or when switching between demonstration footage and materials at a technical conference, the content is left to the other party to decide, while the broadcaster adjusts how to present it and when to switch.


By checking and supervising with the other party's staff as necessary, you can prevent misunderstandings.


In this way, highly specialized seminar delivery can only be achieved when the organizer's knowledge and the technical and operational capabilities of the delivery agent work together.


By dividing up the roles and repeatedly preparing and checking, high-quality streaming operations that are communicated to viewers without any misunderstandings can be achieved.

Multilingual and international seminar distribution agency

This refers to the distribution of international seminars with viewers and speakers in multiple languages.


When a live broadcast involves simultaneous interpretation or a remote presentation from overseas, different considerations are essential than for a domestic event.


For example, international events require a wide range of decisions, such as ways to minimize delays in the interpreted audio, switching audio channels by language, and consideration of the communication environments and time zones of overseas speakers.


The reality is that live streaming in multiple languages requires complex settings on both the viewer and broadcaster sides, making it easy for problems to occur.


Therefore, it is safe to leave it to a distribution agent with extensive experience in international projects.


They will make thorough preparations, including holding advance meetings with overseas speakers, interpreter rehearsals, and conducting connection tests with the local area, and will then set up a system to deliver simultaneous interpreted audio into each language without delay on the day of the event.


Even for international online events, entrusting them to experienced professionals will ensure smooth progress and high-quality distribution.

Benefits of using a seminar distribution agency

By utilizing a distribution agency service, organizers can enjoy many benefits, including:


  • Ensures delivery quality

  • One-stop service

  • Multilingual and international support available

  • It's easier to prevent problems


Below we will explain the specific benefits you can get from using a distribution agent.

Ensures delivery quality

When specialized equipment and experienced staff are in charge, video and audio disturbances are less likely to occur, making it easier to maintain a stable viewing environment.


When streaming online, poor picture and sound quality can reduce viewer satisfaction, so professional quality control is essential.


If you use an agency, they will conduct thorough rehearsals in advance and optimize the settings for cameras, microphones, and lighting before the actual performance.


A key feature of this system is that it has a system in place that allows for immediate response in the unlikely event of a malfunction, making it easier to maintain an environment where participants can concentrate on the content of the seminar.


Furthermore, if a company is responsible for everything from preparing for distribution to managing the progress on the day, it will place a time and mental strain on the person in charge.


By outsourcing your distribution services, your in-house staff can focus on the tasks they should be focusing on, which also benefits productivity.

One-stop service

Another advantage is that you can entrust all distribution operations to us.


For example, highly specialized seminars may involve unusual conditions in terms of how the seminar is conducted and how materials are handled.


Operating in light of these unique conditions can be done smoothly by using a distribution agent.


You can leave everything from advance preparation to distribution on the day and follow-up after the seminar to the professionals, so you can hold your seminar with peace of mind even if you don't have the know-how in-house.


Especially for companies holding an online seminar for the first time, it is reassuring to have a specialist company guide them through the uncertain process of figuring out what to prepare and how.


They can also accommodate requests such as "I want to leave all of the distribution to you" or "I want to leave the technical aspects to the professionals and focus on content composition."

Multilingual and international support available

In seminars that include speakers from overseas or participants from various countries, differences in language and communication environments pose operational challenges.


By using a distribution agency, you can operate in a way that meets international requirements, such as distribution with an interpreter and connection to overseas bases.


At LIFE.14, we have strengths in both "multilingual support" and "specialized technology," and we have a high level of response ability that is difficult for other companies to replace.


For example, we have the following multilingual support system:

item

Content

Supported languages

Supports English, French, Japanese, and Chinese (Mandarin and Cantonese)

Simultaneous interpretation channel

Simultaneous interpretation in three languages is possible (a rare capability in the industry)

Consistent support

A one-stop system that handles everything from arranging interpreters to setting up sound and distribution equipment

High-quality management staff

We have multinational members who are not only skilled in language, but also have an understanding of the cultures and contexts of each country.

This system allows even highly specialized content to be delivered accurately in multiple languages.


In fact, at one international seminar we were entrusted with, we created multiple audio channels to deliver simultaneous interpretation in two languages, Japanese and Korean , while making optimal use of existing systems.


As a result, audio in both languages was delivered to viewers without significant delay.


By choosing a distribution agency with advanced multilingual and international capabilities, you can rest assured even when disseminating information globally.



It's easier to prevent problems

If problems occur during an online broadcast, such as audio cutting out or video stopping, it will not only affect the evaluation of the seminar content but also the trust placed in the organizer.


By using a distribution agent, you can set up your operations with the premise that you will be able to respond immediately to any problems that may arise, significantly reducing risk.


Any experienced company will conduct thorough rehearsals beforehand.


We also check the equipment and software.


Furthermore, for the actual event, we will prepare alternative measures such as spare microphones, backup data materials, and multiple internet connections.


For example, at one international event that we at LIFE.14 were in charge of, we were able to achieve smooth switching and high-quality distribution on the day by redundantly configuring network routes and conducting thorough rehearsals in advance.


In this way, professional risk management increases the stability of distribution and provides an environment where viewers can watch with peace of mind.


What you need to know about the cost of seminar distribution services

Before you begin, you should also understand the costs involved with distribution services and the factors that cause the fees to fluctuate. Here's what you need to know:


  • Seminar distribution agency cost estimates

  • Main factors behind fluctuations in distribution agency fees


Now, let's take a look at the details of each below.

Seminar distribution agency cost estimates

The cost of seminar distribution agency services varies widely depending on the scale of the content and the desired quality of distribution.


Simple distribution can be requested for just a few tens of thousands of yen, while large-scale, full-scale distribution can cost hundreds of thousands of yen or more.


For example, some companies offer simple plans where you provide your own camera and microphone and only request streaming support, starting from around 60,000 to 100,000 yen.


On the other hand, if you set up multiple venues or hold a hybrid event (on-site + online), the cost will vary depending on the number of cameras, sound system size, number of staff, and whether or not you have a backup line.


The market price ranges from several hundred thousand yen to over 1 million yen, so it is best to first organize your requirements and get a quote.

Main factors behind fluctuations in distribution agency fees

The cost of distribution agency services varies depending on the equipment used, staff numbers, and distribution conditions.


Basically, the more factors such as the number of speakers, number of viewers, venue environment, and whether or not the event is internationally compatible, the more time and effort is required for preparation and management, and this is reflected in the costs.


Other factors that affect delivery agency costs include:


  • Number of cameras

  • Sound and lighting scale

  • Types of distribution platforms

  • Number of simultaneous interpretation channels

  • Relaying multiple locations


Furthermore, if you add optional services such as secretariat services (participant support and Q&A management), virtual background compositing, and post-event editing, the cost will naturally increase.


When you get a quote, make sure you get a clear breakdown of what will cost.


It is also important to check whether unnecessary services are included or whether necessary features are treated as options, and to choose a plan that is sufficient for your needs.

Items to organize before requesting a seminar distribution agency

Before requesting quotes or consulting with a distribution agent, there are some things that organizers should clarify.


By clarifying the following items in advance, the accuracy of your request will increase and meetings will go more smoothly.


Here's what you should check:

item

Check points and contents

Purpose of implementation

Clarify the purpose of the seminar (e.g., lead generation, in-house training, new product introduction, etc.)

Number of participants expected

Determine the expected number of viewers (this will give you an idea of the required bandwidth and server load)

Implementation time period

Decide the date, time and time of distribution (taking into consideration the load on the company network and venue facilities)

The streaming platform you want to use

Share your preferred streaming platform (e.g., Zoom, Teams, YouTube Live, etc.)

Number of speakers and format

Number of speakers and presentation format (on-site or remote, panel discussion, etc.)

Status of securing venues for distribution

Whether or not you have a venue or studio for streaming (your own office or an external venue, including checking the internet environment)

The more the above items are organized in advance, the easier it will be for the distribution agent to make appropriate proposals and accurate estimates.


The more prepared the customer is, the more accurate the distribution design will be and the more stable the distribution will be on the day.

Key points for choosing a seminar distribution agency

There are several points to consider when choosing the best partner from the many distribution agents available. The points to pay attention to when choosing an agent are summarized below.


  • Is the distribution system sufficient?

  • Do you have experience hosting seminars?

  • What is the scope of work that can be entrusted to you?

  • What will the terms of the contract be?

  • How to proceed with advance preparations

  • What will the management system be like on the day?

  • How will information be shared on the day?

  • How to deal with problems

  • What happens after delivery?


From here on, we will explain each in detail.

Is the distribution system sufficient?

The first thing you want to check is whether the company has the equipment, environment, and personnel necessary to ensure stable streaming.


Most streaming problems are caused by problems with the video, audio, or network.


Therefore, be sure to check the level of equipment such as cameras and microphones, whether or not there are specialized sound and lighting staff, and whether backup lines are ready.


For example, questions include, "How many cameras that support HD image quality can we prepare?", "Are wired LAN and backup power sources available?", and "Is it possible to deal with noise using an audio mixer?"


By asking questions to the contractor and getting specific answers, you can gauge their technical skills and the quality of their equipment.


It is also important to consider whether or not there will be any pre-rehearsals required for the broadcast.


If you choose a company that conducts thorough rehearsals and carefully checks the equipment, software, and internet connection, you can rest assured on the day.

Do you have experience hosting seminars?

An important point in assessing the reliability of a distribution agency is what kind of seminars and events they have handled in the past.


Check the official website's track record and case studies page to see if they have experience running seminars of a similar scale and content to the one you are planning.


For example, if a company has a wealth of experience broadcasting international conferences, you can expect them to be familiar with multilingual support and international communications.


At LIFE.14, we specialize in events with a strong international flavor.


We have a wealth of experience in hosting international events with a significant social impact.


In fact, 70 to 80 percent of our clients are global projects.


We handle many events for international organizations and global companies, including embassies, international organisations and Rio Tinto.


In recent years, the organization has also been in charge of seminars on social affairs and diplomacy, such as the Ukraine Post-War Reconstruction Conference and the Médecins Sans Frontières (MSF) supporter briefing, and has the know-how to reliably manage even advanced content.



What is the scope of work that can be entrusted to you?

The scope of services that a distribution agency will provide varies.


For example, some companies only handle camera shooting and streaming on the day, while others handle everything from consultations at the planning stage to arranging equipment, assisting with the process on the day, and editing and reporting after streaming.


After sorting out the extent of the work you want to entrust to your potential contractor, check the scope of work they can handle.


To ensure that no part of the event remains to be covered in-house, it is a good idea to inquire about services such as advance preparation (checking materials and arranging rehearsals), assistance with the MC on the day, and survey compilation after the event, if necessary.


There may be services that you never thought you could ask for, so please carefully compare the proposals and plans.


Clarifying the scope of work will make the division of roles on the day clearer, leading to smoother operations.

What will the terms of the contract be?

It is also important to thoroughly review the terms and conditions with the contractor before signing a contract.


Specifically, this includes the work included in the fee, the conditions under which additional fees will be incurred, and how to handle delivery issues if they arise.


If you proceed with things remaining unclear, you may find yourself in a situation later where you are billed for expenses that are different from what you expected, or where there is a misunderstanding about the scope of what should be done in the event of a problem.


For example, it's important to check whether there will be any additional costs due to an extended broadcast or an increase in the number of viewers, the cost of equipment damage, cancellation policies, and the ownership of the rights to recorded data and archives.


Share the clearly written terms of the contract in advance and ask any questions you may have until you are satisfied.

Be careful of rights!

When delivering a seminar, not only the technical aspects but also the handling of rights-related matters must be considered.


Specifically, these issues include portrait rights of speakers, copyright of materials, and protection of viewers' personal information.


If the rights are not properly secured, there is a risk that it will cause problems with the release of archives and secondary use after distribution.


For example, if the images or videos used by the instructor contain third-party copyrighted material, recording and publishing them without permission could constitute copyright infringement.


Furthermore, if seminar footage is released to the public without the instructor's consent, issues regarding portrait rights may arise.


If any trouble occurs, the organizers may be held responsible and forced to deal with the situation.


To avoid this, it is essential to check the scope of rights processing when signing a contract with a distribution agent.


You will need to agree in advance with the instructor and material provider on whether the recording will be made public, the scope of its availability (internal use only or public), and any restrictions on the period of availability.


To ensure you can proceed with your project with peace of mind, choose a company with extensive experience in dealing with rights issues and work together to clear things up.

How to proceed with advance preparations

To ensure stable streaming, it is essential to plan your preparations well in advance of the day.


Each company has different methods for managing the process from meetings to the actual event.


Make sure to check whether they will contact the speakers early on to arrange rehearsal dates, and whether they will take the materials in advance to check that they work properly and check for any problems.


A good provider will create a timeline several weeks before the broadcast and share with the organizer details such as equipment testing, interpreter arrangements, and rehearsal dates to make arrangements.


Especially when attempting something for the first time, it is important to have someone to lead the advance preparations so that there is no last-minute rush on the day.


You can get an idea of the company's planning ability and experience by seeing whether they make suggestions such as, "Please prepare XX days in advance" or "Let's do a full rehearsal the day before."


From the preparation stage, choose a partner who will work together with you.

What will the management system be like on the day?

The more clear it is about who will play which role on the day of the stream, the more stable the progress will be.


It is a good idea to get an explanation from the contractor in advance about the arrangements to be made on the day.


For example, information such as "There will be one director, two camera operators, and one sound staff member" or "The person in charge of streaming will work closely with the host."


If the moderator, speakers, and streaming staff have a common schedule and understand each other's actions before the actual event, they will be able to respond calmly to unexpected situations.


On the other hand, if the division of roles on the day is unclear, there is a risk that responsibility will become unclear in the event of a problem, leading to delayed response.


It is also important that the contractor's staff can demonstrate leadership on-site and quickly communicate with the organizers and venue staff when necessary.


During the meeting, confirm the specific structure of the day (number of people and roles) and determine whether it is a trustworthy team.

How will information be shared on the day?

On the day of the event, it is important to quickly share information among all parties involved.


Make sure that the means of communication between the streaming staff, presenter, and operations staff are unified and that the method of conveying instructions is organized.


For example, will an intercom (walkie-talkie) or chat tool be used to give detailed instructions during the performance, and what emergency contact methods will be used?


A good company will set rules for communication in advance.


It's reassuring to have some arrangements in place to prevent confusion, such as "All progress adjustments will be made through Mr./Ms. XX" or "Signals will be confirmed through both hand signals and chat."


Also, be sure to prioritize ease of communication and quick response times.


If you have a system in place that allows you to quickly check even minor questions, it will be easier to prevent problems before they occur.


It is important to choose a company that provides a smooth method of information sharing so that information does not get misinterpreted among staff during the broadcast.

How to deal with problems

When selecting a provider, it is also important to check whether they are prepared for and will deal with various problems that may occur during streaming.


Ask questions such as whether they are prepared to switch to an alternative microphone immediately if the audio stops working, whether they can use a backup screen or another PC if document sharing stops, and whether there is a procedure for switching to a different line if the line is not working properly.


Any company with a lot of experience will have examples of "We had some kind of trouble in the past, but we managed to get through it by taking some measures."


Whether or not there is staff who can recover quickly and accurately is a criterion for determining whether you can trust them with your care.


You can trust a company if they clearly state during meetings and presentations about their track record, "In the event of an emergency, this is how we will respond."


It is also important for the organizers to anticipate the worst-case scenario and decide in advance the criteria for deciding whether to cancel the broadcast and how to announce it.


Work with your contractor to identify risk scenarios and ensure you are adequately prepared.


It is also a good idea to ask about their past experience dealing with problems.


You can gauge a company's capabilities by asking whether they have a track record of safe and secure delivery and what technical challenges they have solved.

What happens after delivery?

The seminar delivery is not over once it is complete. There are several steps to increase the value after delivery. The following two are the most common.


Archive Editing

・After the seminar, the recorded footage will be edited to create an archive video.

・Remove unnecessary pauses and noise to make the video easier to watch

・If the archive is made public, people who were unable to attend on the day can refer to the content later, broadening the scope of information dissemination.

・By inserting highlights and chapter divisions during editing, you can make it easier for viewers to find the information they are looking for.

Viewing data organization

・The process of analyzing and reporting viewing logs and survey results during distribution

・By organizing data such as how many people participated, how long they watched, and when people dropped out, you can use this information to improve your next project.

Metrics such as participation rate, retention rate, and number of questions are also useful for marketing and internal reporting.


Some distribution agencies may also provide support for these post-distribution services. When requesting a service, be sure to check whether they can create an archive video and provide the data.


If you can leave the post-distribution follow-up to us, your staff can focus on analyzing the results.


To ensure that nothing is overlooked and that everything is passed on to the next step, be sure to check the scope of support provided for the post-distribution process.

Examples of international seminar distribution services

We will introduce a specific example of an actual case where we acted as a distributor for an international seminar.


Among the events supported by LIFE.14, we will highlight the following cases that stand out for their international nature and expertise.


  • Youth Reporting Session (International Committee of the Red Cross)

  • Business Investment Seminar (Embassy of Switzerland in Japan)

  • Low Carbon Cities Seminar (French Government Foreign Trade Advisory Committee)


Both seminars required international themes and multilingual support, and are examples of events that were smoothly held thanks to the help of a distribution agency. Let's take a closer look at the overview of each event and key points for distribution.

Youth Reporting Session (International Committee of the Red Cross)

This is an online event in which three Japanese youth representatives who participated in the international conference "First Conference of the States Parties to the Treaty on the Prohibition of Nuclear Weapons" held in Vienna will report on their experiences there after returning home.


The event was organized by the International Committee of the Red Cross (ICRC) and the Japanese Red Cross Society, and LIFE.14 provided full support, from preparing the youth report session to running it on the day.


Because the content dealt with important international issues, the project required careful visual direction and audio adjustment to accurately convey the situation on the ground.


Specifically, we effectively interwoven photos and videos from the Vienna Conference and devised ways to display materials in a timely manner in line with the youth representatives' narration.


During the Q&A session, questions were accepted via chat, allowing for smooth communication with the Japanese participants.


After the broadcast, viewer surveys were collected and analyzed, and the event was highly praised as an awareness-raising event in the international field.


Business Investment Seminar (Embassy of Switzerland in Japan)

The online business seminar was hosted by the Swiss Embassy in Japan and was titled "Locations Targeted by Specialty Companies: The Benefits of Managing European Businesses from Switzerland."


The experts spoke about the advantages that Switzerland offers to businesses.


LIFE.14 set up the streaming venue like a studio, and used multiple cameras to broadcast in detail, capturing the expressions of the speakers and the materials on the screen.


This project involved specialized knowledge such as overseas systems and tax systems, so a screen layout that made even complex content easy to understand was required.


Specifically, when technical terms were used, explanations were shown in close-up on slides, and during questions and answers, questions were displayed on the bottom of the screen.


In terms of audio, microphone settings were designed to reduce reverberation at the local venue and an appropriate volume balance was ensured between speakers.


The sound quality has been adjusted to make it easy for anyone to hear.


Participants gave positive feedback, saying, "The video and audio were clear, so I was able to concentrate on the content," and "Even though it was a webinar, I could feel the passion of the speakers."


Low Carbon Cities Seminar (French Government Foreign Trade Advisory Committee)

LIFE.14 was responsible for supporting the remote streaming of the third panel discussion at the online event "The Future of Low-Carbon Cities: New Perspectives", organized by the French Government Advisory Committee for Foreign Trade (CCE) and the MVV Committee.


The event was held as a panel discussion where Japanese and French stakeholders and experts exchanged opinions online on the theme of smart city concepts, with a focus on "enhancing the livability of the people of France and Japan."


LIFE.14 is also participating as a sponsor of this event, and our company logo will be displayed on the streaming screen.


If you are looking for a seminar distribution service that emphasizes expertise and international responsiveness, please contact LIFE.14.

When it comes to international seminars that require highly specialized knowledge or multilingual support, there are many situations where general distribution agents cannot handle the situation.


In such situations, please contact LIFE.14, which has experience in internationally broadcasting business events.


This allows you to achieve both delivery quality and peace of mind in your operations.


LIFE.14 has a team that can speak English, French, Japanese, and Chinese, and has a proven track record in international conferences and global corporate events.


We have the rare strength of combining multilingual support with advanced technical capabilities, and we can provide accurate support for simultaneous interpretation distribution and seminars in specialized fields.


In fact, we have earned the trust of embassies and international organizations around the world, and have achieved results in international seminars such as the case studies you have seen.


If you have needs such as "I want to widely disseminate information about a highly specialized topic online" or "I want to smoothly conduct a seminar with overseas speakers," please feel free to contact LIFE.14.


Our experienced staff will carefully listen to your needs from the planning stage and propose the optimal distribution plan.


For inquiries or quote requests, please use the LIFE.14 inquiry form.



Comments

Latest Articles
Feature Articles
bottom of page