In short
- The simplest safe choice is a stream on the organiser's own account, with our team given limited access.
- Share access through the platform's helper option, and keep passwords out of chat.
- Agree in writing who keeps the recording, who can download it and for how long.
- Ownership of the footage itself is a rights question. Settle it in the agreement.
The safest default is simple: run the stream on your own account, give our team limited access to operate it, and make sure you receive the full recording. Write down who holds each key before the day, not after.
Why does the account matter?
The account decides who controls the link, the audience, the settings and the saved video. If the stream runs on someone else’s account, you may find after the event that you cannot download the recording, change who sees it or take it down.
It also decides what happens if people change. A staff member who set up the account may leave. A supplier may close theirs. Planning for that is cheaper than recovering from it.
Whose account should the stream run on?
| Option | Good for | Watch out for |
|---|---|---|
| Your organisation’s own account | Companies, schools, societies and associations that already stream | Someone on your side must be able to manage it on the day |
| A new account made for the event | One-off events, families | Keep the login with a named person, and note the recovery email |
| Our team’s account | Cases where you have no account and want it simple | Agree handover of the recording, and who controls the link and deletion |
| A venue or agency account | Large events run through a host | Confirm who can access it, and for how long after the event |
Ownership of the account is one thing. Permission to operate it on the day is another. Most platforms let you add a helper with limited access, so we can run the stream without owning it.
How should access be shared?
- Keep the main password to yourself. Ask the platform whether it supports adding a helper, a role with limited access or a stream key.
- Send access through the platform, not a group chat. Use the platform’s own invitation, or agree a safer way with us.
- Name one person on your side who controls the account, and one person on our team who runs the stream.
- Switch off access after the event if it was only needed for the day, and change shared passwords.
- Keep recovery details such as the account email and phone number with someone who will still be there next year.
Keep passwords and private keys out of email threads that many people read.
Who keeps the recording?
There are usually two copies: the one the platform saves, and the one we record on site. Decide what you want from each.
- Your copy. You should receive the full recording, in a form you can store and reuse. Handing over a livestream recording after the event covers how it arrives and what to check.
- The platform copy. Check whether it is kept, for how long, and who can remove it.
- Our copy. Ask how long we keep it, and agree when it is deleted, if you want that.
Keep your own copy too. Recordings on the platform can be changed, hidden or lost if the account has trouble. A separate copy that you hold removes that worry.
What about rights in the recording?
Who holds the rights in the footage, and what you may do with it, is a different question from who controls the account. It depends on your agreement with us, and on the people, music and venue that appear in it.
For music, see streaming a performance with copyrighted music. Our filming and publication responsibilities checklist lists the points to settle.
What we confirm for your event
- Which account the stream runs on, and the access we need.
- A helper role or stream key in place of your password.
- Our local recording, and how and when you receive it.
- How long we keep our copy, and when it is deleted.
- Who controls the link settings, and who can end the stream.
- Whether the audience is public or private. See public or private livestream access.
The livestream planning checklist helps you record the answers. These account points go into your agreed scope for event livestreaming. For a legal question about your event, ask a qualified adviser.
Tell us which platform you would like to use and whether your organisation already has an account. We will help you decide whose account the stream runs on, and write down who can access the recording afterwards.
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