Before the Event

Communications and Marketing Objectives. What are your communications and marketing objectives? What experience do you want to create for the Web User? Full video of speaker with live integration of speaker support, or would an audio Webcast with speaker support achieve your goals? The price difference between an audio and video Webcast is minimal. The onsite production costs are considerable. Video requires a crew, lighting, and equipment. A video Webcast demands higher bandwidth from Web users. Knowing your audience's bandwidth, firewall or VPN limitations and Web usage habits, greatly assists in budgeting, producing and distributing a quality Webcast.

Pre-Event Website. We recommend launching a pre-event version of the Web site, with a demo Webcast, at least one week before the live event. Encourage your Web audience to use it to test if their computer and network is configured correctly to receive Webcasts. Ask them to pre-register, so you can get an indication of the number of live streams. Offer technical help before the live event.

Live vs. On Demand. Are you mandated by the SEC FD or by other considerations to Webcast live? If not, consider On Demand Webcasting. This will save money in onsite connectivity, labor and equipment costs. Also, edit and index the content so the Web users get the quick "need to know" information.

Live Event Webcasting

Audio. Good sound is imperative! If the audio is bad, Web users will immediately exit. Get a good mix and sound level before show time. If there are questions from the audience, secure a hand held microphone or ask the speaker to repeat the questions for the Web users. This will also benefit the attendees in the back.

Video. Whether your Web users are on POTS or Broadband connections, Webcasting falls short of broadcast quality video. Therefore, it is imperative to supply excellent production enhancements during the live shoot to compensate for the slower frame rate and lower resolution. For example:

Three-point Lighting. This is the basic TV lighting technique: Back lit, side lit and front lit. Good, high contrast lighting makes a Webcast image clearer. Why go through the trouble and expense of Webcasting your speaker, be it your CEO, client or anyone, if bad lighting morphs their head into the back ground, or gives them that up all night look?

Stage Direction. A few minutes of preparation with your presenter will make a huge difference in the quality of the Webcast. Ask them if they are a hugger or a walker. (Do they hug the podium or do they walk around the stage.) If they are a walker, place marks down on stage as to where they can go and still be in camera range. Adjust the lights accordingly and equip them with a wireless microphone. Also, body movements, gesturing with hands or jerking of their head can be exaggerated on the Web because the low frame rate. While you cannot change their presentation style, asking your speakers to be mindful to make all movements graceful, usually works well. Also, cue your speaker as to when you want them to begin.

Camera and Camera Movement. We recommend a fixed camera on a tripod with slow transitions from telephoto to wide angle. Panning is not recommended. Establishing shots from the back of the ballroom, and showing an unlit audience are usually of poor quality and distracting. Establish the speaker at the podium from the waist up (to get a logo) then slowly zoom into a close up from the bust up. Switching from two cameras enlivens the Webcast, however, it also adds to the cost. We recommend Beta SP, though DV and VHS are acceptable.

Speaker Support. Ask your speakers to design their Speaker Support with backgrounds that are in high contrast to the text, to use large type, and to limit the number of graphics per slide. This will not only benefit the Web user, but the attendees at the back of the ballroom. Publish PDFs of the Speaker Support for On Demand Webcasts. It is impossible to print graphics that are integrated into a Webcast.

After The Event

Before posting sessions for on demand viewing, edit from "Good Morning" to "Thank you very much." We call this "head and tails" editing. Your Web users do not want to hear, "Testing...One, Two Three..."

Consider editing a one to two minute highlights video as an opening module for the On Demand Website. You can email this link to your desired audience as an overview of On Demand content.