In short
- Public reaches the most people. Private gives the most control. Unlisted sits in between.
- Choose by who should watch and what is on screen, not by what is easiest to set up.
- Children, memorials, private family moments and music each affect the choice.
- Decide who sends the link and who can change the setting on the day.
Choose the most open setting that still protects the people and moments on screen. Public reaches the most viewers. Private gives you the most control. An unlisted link sits in between, and it is only as private as the people who receive it.
What are the access options?
| Option | Who can watch | Good for | Watch out for |
|---|---|---|---|
| Public | Anyone who finds it | Talks, launches, open community events | Strangers see everything, and the video can be shared widely |
| Unlisted | Anyone with the link | Members, families, alumni | The link can be forwarded to anyone |
| Private with a password | People who have the link and password | Small invited groups | Viewers must manage another step |
| Private with sign-in or invitation | Approved people only | Closed meetings, sensitive events | More set-up, and viewers who are not technical may struggle |
Exact options depend on the platform you use.
How do you choose?
Work through these in order:
- Who should watch? A general audience, a membership, or specific named people.
- What is on screen? Speeches and slides, or private family moments, children, a memorial or a closed discussion.
- What can go wrong if the wrong person sees it? Embarrassment, a privacy complaint, or confidential material shown by accident.
- How easy must it be to watch? Older relatives may struggle with a sign-in. A simple link may serve them better.
For example, a village association livestreams its annual meeting. Members may need to hear the votes, but the discussion may name individuals. The committee chooses an unlisted link sent only to members, and it asks the chairperson to remind everyone not to forward it.
When should you avoid public?
Be careful with public access when:
- Children appear. Check consent with parents or the school. See permissions, privacy and responsible publication.
- The event is a memorial or sensitive. Families often prefer a private link. Tell us what the family wants and we plan around it.
- The programme includes music. A public stream can bring takedowns or muting. See streaming a performance with copyrighted music.
- Attendees gave their names or details to join. Keep that information inside the group that needs it.
What about the recording afterwards?
The access setting for the live stream does not always match the recording. A private stream can still leave a replay that is public if the platform is set that way. Decide the replay setting at the same time, and read handing over a livestream recording after the event.
Who controls the setting?
The person who owns the streaming account controls the access setting.
If we run the stream on our account, we hold the controls. If it runs on yours, you do. Settle this early. The guide on who owns the streaming account and event recording helps.
Also decide who sends the link, when it is sent and who answers viewers who cannot get in. Our guide on remote viewing for relatives who cannot attend covers an easy viewing path for non-technical viewers.
What we confirm for your event
- Which access settings the platform allows for this event.
- Whose account is used, and who may change the setting on the day.
- What happens to viewers already watching if the setting changes.
- Whether the replay follows the live setting or is set separately.
- Who sends the link, and who helps viewers who cannot get in.
Our livestream planning checklist includes access and replay questions. To scope the work, see the event livestreaming service.
Tell us who you want to watch and what is being said or shown. We will suggest an access setting that fits and confirm what the platform and our set-up can do for your date.
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