FREE TEMPLATE · PLANNING
Live stream brief template
Quotes vary because briefs vary. When two production companies read the same vague email, they imagine different events. A clear brief gets you comparable quotes, fewer surprises and a better plan. Fill in what you know. “Not sure yet” is a useful answer too.
Before you write the brief
- Decide what success looks like. For example, “every member can vote online” or “our regional staff feel part of the day”.
- Find out what the venue provides and what it charges. See our venue questions checklist.
- Ask your speakers whether they will be in the room or remote.
- Have a budget range in mind, even a rough one. It helps the production company suggest the right setup instead of guessing.
The brief
Live stream brief: [Event name]
1. About the event Organisation: [name] Event type: [AGM / conference / town hall / webinar / awards / training / other] Purpose: [what the event needs to achieve] Date: [date]. Alternative dates: [if any] Times: Guests arrive [time]. Stream starts [time]. Stream ends [time]. Is this one session or several? [details, including breakout rooms]
2. Venue and access Venue: [name and address, or “to be confirmed”] Room: [name, size, layout] Bump-in available from: [time]. Bump-out by: [time] Loading dock, parking and lift access: [details] In-house AV supplier: [name, and whether they are exclusive] Internet: [dedicated wired connection available? upload speed? cost?]
3. Audience and platforms In-room audience: [number] Online audience: [expected number] Who is watching: [members / staff / public / invited guests] Where they watch: [branded event page / YouTube / Facebook / Teams / Zoom / more than one] Do viewers need to register or sign in? [yes / no / details] Is the stream public or private? [details]
4. Speakers and remote guests Number of speakers in the room: [number] Number of remote speakers: [number, and where they are] Panels: [number of people on each panel] Any speaker who needs particular support: [details]
5. Cameras and look Number of cameras you expect: [number or “please advise”] Shots needed: [speaker close-up / wide of stage / audience / panel] Branding: [logos, colours, lower-third names and titles] Stage set and lighting: [what the venue provides]
6. Audio Microphones: [lectern / headset / handheld / lapel, and how many] Audience microphones for questions: [yes / no] Music or video playback with sound: [yes / no] Will sound come from the venue’s desk? [yes / no / not sure]
7. Slides, video and graphics Presentations: [number, format, who supplies them, deadline] Videos to play: [number and length] Graphics needed: [holding slide, title slides, lower thirds, sponsor slides]
8. Captions and access Live captions: [yes / please advise] Auslan interpreter: [yes / no / considering] Other access needs: [details]
9. Audience interaction Questions from online viewers: [yes / no; written / audio or video] Moderation: [who moderates questions] Polls, word clouds or surveys: [details] Formal voting: [yes / no; number of resolutions; proxies; secret ballot]
10. Recording and deliverables Full recording: [yes / no] Replay on the event page: [yes / no; how long available] Edited highlights or individual sessions: [details] Transcript or captions file: [yes / no] Viewer or attendance report: [yes / no] Delivery deadline: [date]
11. Budget and decision Budget range: [amount, or “please provide options”] Quote needed by: [date] Decision by: [date]
12. Contacts Main contact: [name, role] On-the-day contact: [name, role] Venue contact: [name, role]
Anything else we should know: [details]
Details that change the price most
- Number of cameras and crew. Each camera usually needs an operator or a plan for a fixed shot.
- Remote speakers. Each one needs a tech check and a reliable connection into the production.
- Formal voting. A binding vote needs a member register, proxies and records, not just a poll.
- Venue charges for internet, power, patching into the house sound desk, or an exclusive in-house AV supplier.
- Length of the day, including bump-in, rehearsal and bump-out, not just the stream time.
- Post-production: edited sessions, highlights and multiple versions take editing time.
What to ask for in the quote
- An itemised quote, so you can compare like with like.
- What is included as standard, for example captions, a rehearsal, or a replay page.
- What happens if the venue internet fails. Ask about backup connections.
- What you need to supply, and by when.
- Cancellation and postponement terms.
- Who your contact is on the day.
Share and adapt it
You’re welcome to use, adapt and share this template. If you share it, please credit The Jasper Picture Company and link to livestreamvideo.com.au/resources/live-stream-brief-template.
Want a hand with a quote for your live stream?
JPC plans and produces live streams, hybrid AGMs and member voting in Melbourne and across Australia. Talk to a producer about your event.
1800 527 737 · production@jasperpictures.com.au · livestreamvideo.com.au
More free resources · Hybrid event production in Melbourne · How much does live streaming cost in Melbourne? · Plan your live stream with one team to call.