Livestreaming the Independent Publishers Guild | IPG
Chocolate Films have worked with the Independent Publishers Guild across multiple livestreaming events including the Autumn and Spring IPG conferences.
Connecting with a global audience
Over the past few years, we have live-streamed conferences for The Independent Publishers Guild (IPG). Live streaming has become an invaluable tool for companies and organisations looking to connect with audiences across the world.
The guild, a gathering of independent publishers from all over the world, is no exception. For these events, we cast multiple panels, talks and discussions out to thousands of viewers and with 4 cameras across 3 rooms, this comes with its own challenges. From a larger scale demand to working with remote guests, it is really crucial that we bear this in mind when planning & prepping for IPG.
Planning and Preparation
Months before the conference itself, we collaborate closely with the IPG to understand their objectives, goals, and the key messages they want to convey. This phase involves:
a. Establishing Technical Requirements: Determining the necessary equipment, internet speed, number of cameras, microphones etc. needed for the livestream.
b. Venue Recce: Visiting the conference venue to plan camera placements, audio setups, and network connections.
c. Schedule: Creating a detailed production schedule that outlines when the cameras will be rolling, when speakers will present, and when breaks will occur.
Technical Setup
The success of a livestream heavily depends on the technical setup. Here’s what we test and plan to ensure a smooth livestream:
a. Camera and Audio Setup: Multiple cameras are placed to capture different angles and views of the conference. High-quality microphones and audio equipment are set up to ensure clear and crisp sound. For some of the smaller rooms where there is no AV team to hand constantly, the camera operator is also responsible for micing up and conducting audio tests.
b. Streaming Equipment: We ensure that the streaming equipment is reliable by running tests to minimise the risk of technical glitches during the live broadcast. We also bring multiple cables & hardware as backups should the kit have any issues.
c. Testing and Rehearsal: Thorough testing and rehearsals are conducted to identify and rectify any potential issues. This includes checking the quality of video and audio feeds, ensuring smooth transitions between cameras, and addressing any potential hiccups.
Live-stream Execution
Once the conference is underway, we ensure the best possible output by ensuring the following:
a. Camera Operation: Camera operators are responsible for capturing the speakers from both a wide shot which remains stationary, and a close up shot which will roam with the speaker.
b. Livestream Team: After connecting to the Youtube stream & going live, our technical team monitors the livestream’s quality, resolves any technical issues in real-time, and ensures that the broadcast remains uninterrupted. Doing all this whilst cutting between cameras and slides & ensuring lower thirds appear at the correct time.
Post-production and Archiving
Once the livestream concludes, we need to ensure that the entire livestream is backed up and achived.
Over the years we’ve learnt how to perfect the post-production process from:
a. Investing more time into room setups prior to the day to ensure everything is properly tested.
b. Ensuring our live streaming hardware is paired to the correct computer to ensure all the tech runs effectively on the day.
c. Fine tuning our process with remote guests to create the best output.
Reaching a larger audience
Live-streaming events like IPG’s conferences allow them a space to converse and expand its reach and engage with a global audience. It’s always a really enjoyable experience for the whole Chocolate Films team as we’re able to work together on a larger scale and learn more about the publishing industry.
Chocolate Films are experts in livestreaming with multiple clients from theatres such as Battersea’s incredible Theatre503 where many famous playwrights & actors begin their careers, to Bookstrust where we stream authors present their books and inspirations to thousands of schools across the country.
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