In short
- Start with the remote audience, because it decides the platform and the access rules.
- Decide who may watch, who may speak and who controls the link before the day.
- Name a backup: a local recording, a contact person and a plan if the stream stops.
- Tell viewers the start time and say whether a replay will follow.
Write the livestream brief in this order: audience, platform, access, programme, then backup. The audience comes first because it decides almost everything after it.
Step 1: Who is watching?
List the people who will watch remotely. Say where they are, what device they will probably use, and whether they will watch live or catch up later.
A group of relatives abroad on phones needs a very simple link. A company all-hands with staff at their desks may need a platform that works inside office networks. Each group points to a different choice. If you are unsure whether you need a stream at all, start with live feed, livestream or recording.
Viewers abroad may also be in a different time zone, so state the start time clearly in the invitation and say whether a replay will follow. A replay link helps people who cannot watch live, such as those asleep in another time zone or at work.
Step 2: Which platform and who controls it?
Pick a platform your viewers can already open, ideally one that needs no new account or app download. Then decide whose account it runs on, because that account holds the link and the saved copy. The guide on who owns the streaming account and event recording covers this in detail.
Step 3: Who can watch?
Decide whether the stream is public, or private to people with a link or password. A private family event and a public community talk need different settings. See public or private livestream access before you decide.
Step 4: What is in the programme?
Give the run sheet, or a rough one. Note where the stream should start and stop, whether there are breaks, and whether any speakers join online. Moments you do not want streamed, such as private prayers or family time, should be named now, not on the day.
Step 5: What is the backup?
Plan for the stream to have a problem. Agree a local recording that keeps running whatever happens online, a person who tells viewers what is going on, and a rule for when to restart. The guide on what happens if a livestream loses its connection goes through the options. Also settle who provides the venue’s internet; see who is responsible for event internet connectivity.
A short example brief
Here is an illustrative brief for a community talk with a few hundred people in the hall:
| Item | Example entry |
|---|---|
| Remote audience | Members who cannot attend, mostly on phones |
| Platform | One the members already use |
| Access | Private link shared with members only |
| Programme | Opening, two talks, a short break, closing; stream the talks only |
| Online speakers | None |
| Backup | Local recording of the full programme, a named person to update viewers |
| Rehearsal | A short test at the venue before doors open |
This is only an example to show the level of detail. Your own list will differ.
What we confirm for your event
- Which parts of the stream we control, and which depend on the venue and the platform.
- A local recording that runs while we stream.
- A test before the day.
- A named contact for the stream on the day.
Our livestream planning checklist turns these into a list you can fill in. When you are ready to talk, our event livestreaming service is available on request, confirmed for each event.
If you can tell us who will watch, on what device and from where, we can suggest a livestream plan and say what it depends on. Send your date and venue and we will confirm what is possible.
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