Questions to ask a venue before you live stream

Internet

• Is there a dedicated wired internet connection for the stream, separate from guest Wi-Fi?
• What is the guaranteed upload speed? Upload matters more than download for streaming.
• Is the connection shared with other rooms or events on the day?
• Is there a charge for the connection? Is it per day or per event?
• Where is the network port, and how far is it from where the production desk will be?
• Can the venue’s IT team be contacted on the day if there is a problem?
• Will the venue allow a production company to bring its own backup connection, such as bonded mobile internet?

In-house AV

• Does the venue have an in-house AV supplier, and is it exclusive?
• If it is exclusive, can an outside production company bring its own cameras and streaming equipment?
• Are there fees for outside suppliers, such as a facility fee or a mandatory technician?
• Can the stream take a sound feed from the house sound desk? Is there a patch fee?
• Can the stream take a feed of the presentation screens, and in what format?
• Who operates the house sound and lighting on the day, and are they there for rehearsal?

Power, rigging and space

• Is there enough power near the production desk and camera positions? Are any circuits shared with catering?
• Can cameras be placed at the back and sides of the room without blocking sight lines or exits?
• Are there rules about running cables across aisles or taping to floors?
• Is rigging (hanging equipment) allowed? Who has to do it?
• Is there space for a production desk with a clear view of the stage?

Access and timing

• What time can crew bump in, and when must they bump out?
• Is there a loading dock or close parking for a van? Does it need booking?
• Is there a lift to the room, and how big is it?
• Is the room free the evening before for setting up, or for a rehearsal?
• What are the venue’s requirements for contractors, such as insurance certificates, inductions or test-and-tag?
• Is there somewhere secure to leave equipment during breaks?

Room, light and sound

• What is the room layout, and can you get a floor plan?
• Is there stage lighting, or only room lighting? Can it be dimmed in zones?
• Are there windows behind the stage that will cause glare or silhouettes? Are there blinds?
• Is there noise from air conditioning, kitchens, neighbouring rooms or the street?
• Will another event be running next door, with music or a PA?
• Is there a green room or quiet space for remote speakers and presenters to prepare?

Guests and mobile coverage

• How many people can the guest Wi-Fi handle at once? This matters if in-room guests will vote, ask questions or answer polls on their phones.
• Is the guest Wi-Fi password easy to share, for example on a slide or table card?
• Is mobile coverage good in the room for the main carriers? Basements and concrete buildings can be weak.
• Is the room accessible for guests with disability, including step-free access, accessible toilets and a hearing loop?

Get it in writing

Ask the venue to confirm the answers by email, including any fees. Send the email to your production company with a floor plan and photos of the room. If you can, arrange a site visit together before the booking is final.