In the world of events, streaming has gone from being a “nice to have” to a vital part of reaching wider audiences. Whether you’re planning a corporate conference, festival, medical symposium or awards ceremony, making your event available online can dramatically increase its impact.
But delivering a high-quality stream doesn’t happen by accident. As event producers who’ve streamed everything from intimate boardroom updates to multi-day international conferences, we at Stream7 know that a successful broadcast starts with asking the right questions. So if you’re considering streaming your next event, here are the key things to ask your tech providers.
1. Are the cameras suitable for the space?
A camera isn’t just a camera. The wrong lens or position can make a beautifully designed stage look flat or poorly lit. Ask your provider whether they’ve considered the size and layout of the room, the lighting conditions, and how far the camera will be from the action. Will they be using wide-angle lenses for smaller rooms or long lenses for larger venues? The goal is to make sure the audience watching online feels like they’re in the room, not just observing from the back corner.
2. Is lighting being used – and is it right for streaming?
Lighting that looks fine to the in-person audience might not look great on camera. Harsh shadows, blown-out highlights, or uneven colour can all affect the quality of the stream. Your AV partner should consider whether the existing lighting is suitable for broadcast or if extra lights are needed to ensure presenters are well-lit and look their best on screen. This is especially important for darker venues or evening events.
3. Is the sound team providing a broadcast mix?
Audio is often the most overlooked element of live streaming – but it’s also the most important. An echoey mic or a background hum can ruin the experience for remote viewers. Make sure your sound provider is supplying a separate broadcast mix, tailored for streaming. This ensures that all voices, videos, and background music are balanced and clear to people watching online – not just those in the room.
4. Are all visual assets in the right format?
PowerPoint decks, videos, and screen shares need to be high-quality and in the correct resolution to look good online. Low-resolution slides or videos that don’t play properly can let your event down. Check whether your production partner will review these assets in advance and advise on formatting – ideally at least 1080p resolution and correctly scaled to fill the screen without black bars.
5. Is the setting broadcast-worthy?
Even a great-looking venue might have awkward spaces that don’t translate well to camera. Exposed cabling, ugly walls, or cluttered backgrounds can all distract from your message. Ask whether the team will assess the stage area and recommend backdrops or branding to improve the visual appearance for viewers at home. A custom backdrop or branded set piece can instantly make your stream feel more polished and professional.
6. Is the internet connection strong – and is there a backup?
No internet, no stream. It’s that simple. A reliable, wired internet connection is essential for streaming. Wi-Fi might work for checking emails, but it’s not reliable enough for a professional broadcast. Your provider should test the connection in advance, check upload speeds, and ideally bring a bonded 4G/5G backup just in case the main internet fails.
7. What are the deliverables – and how fast can we get the content?
After your event, you might want a recording for your website, social media clips, or a highlights video. Ask what deliverables are included and what the turnaround times are. At Stream7, we often provide edited highlight reels or full videos within 24 hours – or even same-day, if needed. The faster your content is available, the quicker you can share it with your wider audience.
8. What’s the experience like for online participants?
Don’t forget the audience watching from home. Can they see everything clearly? Are they hearing the same audio as those in the room? Can they ask questions or take part in polls? A good streaming setup should make online viewers feel like more than passive observers. Platforms like Teams, Zoom, or bespoke event portals can support real-time interaction – your tech partner should help design the right online experience.
9. How will people access the stream – and the information around it?
A good stream is only part of the picture. How will your audience join the event? Will they receive reminders, joining instructions, or supporting documents? Will there be a branded landing page or password protection? Make sure your provider considers the full end-to-end journey so that logging in and engaging with your content is seamless for attendees. We can provide remote, on-demand support for the online participants and can make an event much less stressful.
Why work with a trusted streaming partner?
Streaming an event isn’t just about pointing a camera at a stage. It’s about delivering a consistent, engaging experience for everyone – wherever they are. That means understanding the technical setup, the content, the venue, and the audience.
At Stream7, we don’t just supply kit. We act as your event partner, helping you think through every detail – from camera angles to content delivery. We’ve seen firsthand how the right planning (and the right people) can turn a basic stream into a broadcast-quality experience that your audience will remember.
So if you’re planning your next hybrid or virtual event, start by asking the right questions – and choose a provider who knows how to answer them.
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