Delivering camera video to venue screens

Sending camera video to screens in the hall works well when the camera crew and the venue’s AV team agree where one job ends and the other begins. That agreement is the handoff, and it is best settled before the event day.

Who does what

Two parties usually share this job. A clear split avoids both sides assuming the other has it covered.

This table is a starting point. Some venues control everything from their own desk. Others ask the crew to bring more. Confirm it for your venue.

Our event live feed service describes the camera side.

What to agree about the connection

Ask the AV supplier these questions, and share the answers with us:

1. Where is the AV desk, and how far is it from the camera positions?
2. What type of input does it accept from outside cameras?
3. What picture format should we send, so it fills the screens without stretching?
4. Who owns the cables, and who runs them across the hall safely?
5. What is the plan if the link drops during the programme?

Cable runs and camera positions can also be a venue rule. Larger venues often want advance notice and a say in where cables go. The KL Convention Centre guidelines, for example, ask for advance notification of commercial filming and coordination of camera positions and cable runs.

What to agree about the picture

Screens are not all the same shape. A wide stage may sit on a screen that crops or letterboxes the camera picture. Decide this early. The video format and framing planner helps you note screen shape and what should stay in frame.

Also decide what the screens show between speakers. Camera, slides, a sponsor loop or a blank screen each need an owner. If the picture is also going to a livestream, check that nothing meant only for the room, such as a countdown, goes online. See live feed, livestream or recording.

Test before the guests arrive

A short test with the AV operator catches most problems. Walk the hall and check:

• The picture is sharp from the back rows.
• The screen shows the whole stage, not only part of it.
• Any delay between the stage and the screen is acceptable. See communicating a stream delay to the event team.
• The sound in the hall still matches the picture. Screen picture and room sound are separate checks; see livestream sound and in-room sound.

A short example of the day

For an illustrative annual dinner, the AV operator arrives first and checks the screens. The camera crew then sets up and sends a test picture. Both agree on a cue for starting the live feed.

During the programme, the AV operator keeps control of the screens, and the crew keeps control of the cameras. When a speaker uses slides, the AV operator switches the screens, and switches back when the speaker finishes. This is only an example of a division of work.

What we confirm for your event

• What we need from the AV supplier, and when.
• A visit to the hall, or a call with the AV team, before the day.
• The backup we bring if the link fails.

The venue filming checklist can help you collect the answers.