The honest answer is: webcast production costs vary depending on the size, complexity, and ambition of your event. A simple single-camera webcast with basic streaming is very different from a multi-camera, fully branded hybrid event with audience interaction, graphics, and on-site AV support. At WaveFX, we build everything around your goals so you only pay for what you actually need, not a one-size-fits-all package. Typical costs usually break down into three key areas: event production, AV, and webcasting. Here’s what influences the budget: Event production – planning, technical direction, show-calling, and creative support AV (audio visual) – cameras, lighting, sound, staging, and on-site crew Webcasting – streaming platform setup, encoding, live streaming, and viewer support Add-ons – staging, lighting, graphics, branding, interactivity (Q&A, polls), and recording/editing Smaller internal webcasts can start from a lower entry point, while large-scale corporate or hybrid events naturally require more crew, kit, and planning. The key thing? Transparency. We’ll always scope your event properly and give you a clear, detailed quote so there are no surprises. The goal is simple: maximum production value, matched to your budget, with zero wasted spend.

All your event production questions

How do you make sure a webcast runs smoothly and nothing goes wrong?Jamie2026-06-30T17:59:30+00:00

How do you make sure a webcast runs smoothly and nothing goes wrong?

A successful webcast starts long before anyone presses the “Go Live” button. The more preparation that goes into an event, the smoother it will run, which is why we put so much time into planning, testing and getting every detail right.

Before your webcast, we’ll work through the running order, presentations, audio, internet connections and any remote contributors. Wherever possible, we carry out technical rehearsals, thoroughly test all equipment and make sure everyone involved knows exactly what to expect on the day.

Reliable webcast production starts with our experienced producers who monitor every aspect of the webcast, from audio and video quality to the live stream itself, making small adjustments throughout the event to keep everything running seamlessly. We also bring backup equipment and have contingency plans in place, giving everyone extra peace of mind.

With hundreds of successful live events behind us, we’ve learned that great webcasts don’t happen by chance. They’re the result of careful planning, experienced people and a team that genuinely cares about getting every detail right. That means you can concentrate on your presentation while we quietly take care of everything behind the scenes.

Reliable Webcast Production

Can you work alongside our internal communications or Investor Relations team?Jamie2026-06-30T17:44:08+00:00

Can you work alongside our internal communications or Investor Relations team?

Absolutely. Every organisation works differently, and we’re happy to adapt to the way you like to work. Some clients ask us to manage the entire production, from planning and rehearsals through to filming, live streaming and post-event content. Others already have experienced Investor Relations or communications teams in place and simply need a reliable production partner to deliver the technical side of the event.

We offer complete investor relations production support as comfortable working behind the scenes as we are taking the lead. Whether we’re liaising with your communications team, agency, venue or AV supplier, our aim is to make the whole process straightforward and stress-free. We communicate clearly, work collaboratively and keep everyone informed every step of the way.

Think of us as an extension of your team rather than an external supplier. We’re there to support your objectives, fit around your processes and help deliver an investor event that runs smoothly, allowing you to focus on your audience and your message.

Please do get in touch to discuss any aspect of our investor relations production support

Have you worked with listed companies and financial organisations before?Jamie2026-06-30T17:26:12+00:00

Have you worked with listed companies and financial organisations before?

Yes, we have. Over the years, we’ve worked with listed companies, financial organisations and global businesses, delivering everything from AGM webcasts and shareholder meetings to Capital Markets Days, investor presentations and Town Hall executive communications. We understand that these events often involve sensitive information, tight schedules and audiences who expect a professional experience from start to finish.

What we’ve learned is that every organisation works differently. Some clients have experienced Investor Relations and communications teams who simply need reliable technical support, while others are running an investor webcast for the first time and appreciate a little more guidance. We’re equally comfortable fitting into an established team or helping you plan the whole production from the ground up.

As an investor relations webcast specialists we know that investor communications aren’t about theatrical production or unnecessary gimmicks. They’re about making sure your message is delivered clearly, your presenters feel confident and everything runs exactly as expected. That’s why we spend so much time planning, testing and preparing before the event begins.

Many of our clients return to us year after year because they know we’ll take care of the details behind the scenes, allowing them to focus on speaking to their investors and shareholders with confidence.

Why Hire a Professional AGM Live Streaming Company?Jamie2026-06-22T16:24:25+00:00

Why Hire a Professional AGM Live Streaming Company?

As more organisations embrace virtual and hybrid Annual General Meetings, many are asking the question: Why hire a professional AGM live streaming company?

While it is possible to run an AGM using basic meeting software, professional support can significantly improve the quality, reliability and security of the event.

AGMs are important corporate occasions where shareholders, directors and stakeholders come together to discuss company performance, vote on key resolutions and receive important updates. Because these meetings often involve large audiences and sensitive information, technical issues can have serious consequences. A professional AGM live streaming company helps ensure that everything runs smoothly from start to finish.

One of the main reasons to hire a specialist provider is reliability. Professional webcast teams use dedicated streaming equipment, high-quality cameras, professional audio systems and backup connectivity to minimise the risk of disruption. Extensive testing and rehearsals are also carried out before the AGM to ensure every aspect of the production is ready for the live event.

A professional AGM webcast also creates a better experience for attendees. Multiple camera angles, integrated presentations, branded graphics and clear audio help maintain engagement and deliver a polished broadcast that reflects positively on the organisation.

Security is another major consideration. AGM live streams often include confidential discussions, shareholder voting and sensitive company information. Professional providers use secure webcasting platforms with password-protected access, attendee authentication and encrypted data transmission to help protect shareholder information and maintain compliance.

Hiring an AGM live streaming company also reduces the burden on internal teams. Rather than worrying about cameras, microphones, streaming platforms and technical troubleshooting, employees can focus on delivering the meeting and supporting attendees.

Ultimately, the answer to why hire a professional AGM live streaming company comes down to confidence. With expert technical support, professional production values and secure streaming technology, organisations can deliver an AGM that is reliable, engaging and worthy of the importance of the occasion.

Is an AGM webcast GDPR compliant and how is shareholder data protected?Jamie2026-06-22T15:58:01+00:00

Is an AGM webcast GDPR compliant and how is shareholder data protected?

One of the most common questions organisations ask when planning a virtual or hybrid Annual General Meeting is: “Is an AGM webcast GDPR compliant and how is shareholder data protected?”

The simple answer is yes. An AGM webcast can be fully GDPR compliant when the correct procedures, technology and security measures are in place.

During an AGM webcast, organisations may collect and process personal information such as shareholder names, email addresses, registration details, voting records and attendance information. Under UK GDPR regulations, this data must be handled lawfully, securely and only for legitimate business purposes.

A professional AGM webcast provider will use secure webcasting platforms designed to protect shareholder information throughout the event. This often includes password-protected access, individual attendee registration, secure authentication processes and encrypted data transmission. These measures help ensure that only authorised participants can access the webcast and any associated voting systems.

For organisations that allow online voting during their AGM, additional security controls can be implemented to verify shareholder identities and maintain the integrity of the voting process. Audit trails and reporting features provide transparency while helping to protect sensitive shareholder information.

Communication is also an important part of GDPR compliance. Organisations should clearly explain how shareholder data will be collected, used and stored. This information is typically provided through registration forms, privacy notices and pre-event communications.

If the AGM webcast is recorded, organisations should ensure recordings are stored securely and retained only for as long as necessary. Access to recordings should also be controlled to prevent unauthorised viewing.

When selecting an AGM webcast provider, it is important to choose a company with experience delivering secure corporate webcasts and shareholder meetings. An experienced production partner can advise on best practices, security requirements and platform selection to help maintain compliance.

Ultimately, an AGM webcast offers a secure, accessible and efficient way to engage shareholders. With the right technology and processes in place, organisations can confidently deliver GDPR-compliant meetings while protecting shareholder data and maintaining trust.

Why would you live stream an AGM and is it legal?Jamie2026-06-22T16:12:32+00:00

Why would you live stream an AGM and is it legal?

Live streaming an Annual General Meeting (AGM) has become increasingly popular as organisations look for ways to improve shareholder engagement, increase accessibility and reduce the logistical challenges of in-person events.

One of the biggest benefits of AGM live streaming is convenience. Shareholders, directors and stakeholders can attend from anywhere in the world without the need to travel. This often leads to higher attendance rates and allows organisations to engage with a broader audience. For listed companies, charities, membership organisations and associations, live streaming can help ensure that important updates and decisions are accessible to all eligible participants.

A professionally produced AGM webcast also creates a more polished and engaging experience. Features such as presentation sharing, multiple camera angles, live Q&A sessions and integrated voting systems can help attendees stay informed and involved throughout the meeting.

Another advantage is flexibility. Meetings can be delivered as traditional in-person AGMs with a live stream for remote viewers, fully virtual AGMs, or hybrid events that combine both physical and online attendance.

But is it legal to live stream an AGM?

In most cases, yes. UK companies can legally live stream or hold virtual and hybrid AGMs, provided their Articles of Association permit it and the meeting complies with relevant company law and governance requirements. Some organisations may require specific provisions relating to shareholder participation, voting rights and meeting notices, so it is always advisable to seek legal guidance if you are unsure.

Security is also an important consideration. AGM live streams should be delivered using secure, access-controlled platforms to ensure that only authorised attendees can view the meeting and participate in voting.

With the right planning, technology and professional support, AGM Live Streaming Services can help organisations deliver secure, compliant and highly accessible meetings that meet the needs of modern shareholders while maintaining the integrity and professionalism expected from an Annual General Meeting.

How to Set Up a Microsoft Teams Town HallJamie2026-06-19T20:28:36+00:00

How to Set Up a Microsoft Teams Town Hall

Microsoft Teams Town Hall is Microsoft’s enterprise event platform designed for company broadcasts, leadership updates, shareholder communications and large-scale virtual events. Replacing Teams Live Events, it offers greater flexibility, audience engagement features and improved event management tools.

Step 1: Create Your Town Hall

Within Microsoft Teams, open the Calendar and select New Event > Town Hall. You’ll then be prompted to configure the event details, including the title, date, time and event description.

Next, assign your event team. Microsoft Teams Town Hall supports:

Organisers
Co-organisers
Presenters
Producers

For larger events, it’s good practice to have dedicated producers managing content, presentations and audience interaction.

Step 2: Configure Event Access

You can choose whether the Town Hall is:

Internal only
Open to specific organisations
Publicly accessible

You should also review attendee permissions and determine whether registration is required. For external audiences, registration pages can help capture attendee information before the event.

Step 3: Configure Q&A and Audience Features

One of the biggest advantages of Microsoft Teams Town Hall is audience engagement. Event organisers can enable:

Moderated Q&A
Live reactions
Attendee reporting
On-demand viewing
DVR controls

Moderated Q&A is particularly useful for leadership broadcasts and employee communications as it allows organisers to review questions before they appear publicly.

Step 4: Add Presenters and Content

Presenters can join from multiple locations using standard Teams clients. Before the event, upload presentation materials, videos and branded holding slides.

If you’re using professional production equipment, Teams Town Hall can accept feeds from external cameras and vision mixers using NDI, virtual webcam outputs or hardware encoding solutions. This allows organisations to integrate:

Step 5: Rehearse Before Going Live

Microsoft Teams Town Hall includes a pre-live green room environment where presenters and producers can test audio, video and content before attendees enter the event.

Technical rehearsals should include:

Audio level checks
Presentation playback testing
Internet connectivity verification
Q&A moderation workflows
Presenter briefing

Step 6: Monitor During the Event

Once live, producers can monitor attendee numbers, manage questions, control presentations and oversee presenter transitions. Following the event, Teams provides detailed analytics and attendee reporting to help measure engagement.

While Microsoft Teams Town Hall is straightforward to configure, combining the platform with professional cameras, audio systems, vision mixing and experienced producers can significantly improve the viewer experience and help transform a standard corporate update into a broadcast quality event.

If you need help to set up a Microsoft Teams Town Hall, please do get in touch hello@wavefx.co.uk or call Jamie at 01223 505600

Why Should I Switch to Microsoft Teams Town Hall?Jamie2026-06-19T15:16:19+00:00

Why Should I Switch to Microsoft Teams Town Hall?

If your organisation is still using standard Teams Meetings or older webinar platforms for company wide communications, it might be time for an upgrade. Microsoft Teams Town Hall has quickly become the go to platform for large-scale internal communications, leadership updates, shareholder meetings and corporate broadcasts.

The biggest change? It’s designed for viewers, not participants. That means a much cleaner, more professional experience for your audience, helping people stay focused on the message rather than getting distracted by meeting controls, microphones and chat notifications.

Some of the key viewer benefits include:

Moderated Q&A to keep discussions relevant and on-topic
Live reactions that encourage audience participation
On-demand playback for anyone who can’t attend live
DVR controls allowing viewers to pause, rewind and catch up
Live captions and translated captions for global audiences

There are plenty of benefits behind the scenes too. Microsoft has added several technical enhancements that make Town Hall a powerful platform for enterprise events:

Support for audiences of thousands of attendees
Detailed attendee and engagement reporting
Easy integration with Microsoft 365
Seamless support for remote presenters
Improved event management and production controls

Of course, technology is only part of the story. The most successful Town Halls combine great content with great production. That’s where WaveFX comes in. By adding professional cameras, broadcast quality audio, creative lighting, presentation support and experienced producers, we help turn a Town Hall into something people genuinely want to watch.

The result is simple: better engagement, clearer communication and a more professional experience for everyone involved.

If you’re planning a company update, leadership broadcast or global employee event, Microsoft Teams Town Hall is one of the smartest ways to reach your audience in 2026.

Why use a production company for a Microsoft Teams Town Hall?Jamie2026-06-19T14:51:12+00:00

Why use a production company for a Microsoft Teams Town Hall?

Microsoft Teams Town Hall is a fantastic platform for reaching large audiences, but running a successful event takes more than simply pressing “Go Live”.

A production company like WaveFX helps make sure your Town Hall looks great, sounds clear and keeps people engaged from start to finish. From presenter rehearsals and technical checks to live switching, graphics, video playback and audience Q&A, an experienced team takes care of all the moving parts behind the scenes.

That means your presenters can focus on delivering their message rather than worrying about technology, timings or what happens if something goes wrong.

Expert technical management reduces the risk of issues during your live Microsoft Teams Town Hall.
Professional graphics, video playback and content switching create a more engaging viewer experience.
Presenter coaching, rehearsals and remote speaker support help everyone perform at their best.
Audience Q&A, polls and interactive features are managed smoothly and efficiently.
Backup systems and contingency planning provide peace of mind for critical company communications.
Your team can focus on the message while the production company handles everything behind the scenes.

Professional production teams can also add branded graphics, countdown timers, speaker name captions, videos and audience interaction tools that create a more engaging viewing experience. These small touches make a big difference when you’re communicating with employees, customers or stakeholders.

Perhaps most importantly, using a production company reduces risk. Backup systems, remote presenter support and pre-recorded content can all help avoid technical hiccups and ensure the event runs smoothly.

Whether you’re hosting an employee update, leadership broadcast or company-wide announcement, a production company helps you get the most out of Microsoft Teams Town Hall while giving your audience an experience that’s enjoyable, reliable and easy to watch.

In summary, a production company helps you maximise engagement, reduce risk and deliver a Microsoft Teams Town Hall that reflects the quality and professionalism of your organisation.

How many attendees can a Microsoft Teams Town Hall support?Jamie2026-06-19T15:03:37+00:00

How many attendees can a Microsoft Teams Town Hall support?

As of 2026, Microsoft Teams Town Hall can support different attendee limits depending on your licensing and event configuration. For most corporate communications events, Microsoft promotes:

3,000 attendees with interactive features such as reactions, chat, raise hand and polls.
10,000 attendees in broadcast/view-only mode.
100,000 attendees when the organiser has the appropriate Attendee Capacity Pack assigned.

Microsoft Teams Town Hall is designed for large scale broadcasts rather than collaborative meetings. Unlike a standard Teams Meeting, attendees join primarily as viewers, creating a more controlled and professional experience for company updates, shareholder communications, all-hands meetings and corporate announcements.

Town Hall includes features such as moderated Q&A, live reactions, attendee analytics, on-demand viewing and support for large audiences. With Teams Premium, organisations can host significantly larger events and benefit from additional production features.

At WaveFX, we help organisations transform Town Halls from simple online meetings into engaging broadcast-style experiences using professional cameras, audio, lighting and event production expertise. Whether you’re communicating with 100 employees or a global audience, we ensure your Town Hall feels like an event rather than another video call.

In terms of numbers and packages for a typical:

Company Town Hall
All-hands meeting
Investor update
Internal communications event

The standard Town Hall service is usually sufficient up to 10,000 viewers.

For larger enterprise broadcasts (global staff updates, major product launches, shareholder meetings, etc.), Microsoft now offers attendee packs that scale Town Hall up to 100,000 concurrent viewers while retaining Q&A functionality.

In summary:

Microsoft Teams Town Hall support is up to 10,000 attendees as standard and up to 100,000 attendees with Microsoft Attendee Capacity Packs, making it suitable for everything from internal company updates to global enterprise broadcasts.

What is Microsoft Teams Town Hall and how is it different from a Teams Meeting?Jamie2026-06-17T16:24:41+00:00

What is Microsoft Teams Town Hall and how is it different from a Teams Meeting?

The new Microsoft Teams Town Hall is Microsoft’s replacement for Teams Live Events, designed for company-wide broadcasts, webinars, executive updates, product launches and large virtual events. Microsoft is now positioning Town Hall as its primary large-scale event platform, with Teams Live Events retiring on 30 June 2026.

What’s new in Teams Town Hall?

1. Full Live Event replacement

Town Hall now has feature parity with most Live Event functionality, including:

Green Room for presenter rehearsals
RTMP-In for external production feeds
Q&A moderation
Attendee reporting
On-demand recordings
NDI support for broadcast workflows
Separate presenter and attendee experiences

This means organisations can now move away from Live Events without losing key functionality.

2. Much bigger events

Town Hall can support:

Up to 10,000 attendees as standard
Up to 100,000 attendees with capacity packs and Microsoft event services
Events lasting up to 30 hours

This makes it suitable for global all-hands meetings and major public broadcasts.

3. “Manage What Attendees See”

One of the biggest additions for professional event production is the ability to control exactly what attendees see.

Organisers can:

Choose layouts
Control presenter visibility
Add branded backgrounds
Manage name labels
Create a more television-style viewing experience

This is particularly valuable for agencies like WaveFX producing executive broadcasts.

4. Presenter Analytics

Teams Premium users can now view detailed presenter analytics, including:

Video quality
Audio quality
Connection stability
Delivery performance

This helps troubleshoot and improve event quality.

5. New Unified Teams Events Experience

From April 2026 Microsoft has combined Webinars and Town Halls into a unified event management experience within Teams, making scheduling and managing large events much simpler.

Feature	Teams Meeting	Teams Town Hall
Audience size	Up to hundreds	Up to 100,000
Attendee microphones	Enabled	Disabled
Attendee cameras	Enabled	Disabled
Broadcast quality	Meeting-style	TV-style
Green Room	No	Yes
RTMP input	No	Yes
Event reporting	Basic	Advanced
Q&A moderation	Limited	Full

Why this matters for WaveFX clients

For organisations running investor relations events, employee town halls, conferences or product launches, Teams Town Hall finally gives Microsoft customers a professional broadcast platform without needing a separate webinar system. Combined with RTMP input, NDI and attendee-view controls, it now works extremely well with professional production companies delivering broadcast-quality events into Teams.

A good summary would be:

Microsoft Teams Town Hall is Microsoft’s next-generation virtual event platform, replacing Teams Live Events with support for up to 100,000 attendees, advanced broadcast controls, presenter analytics, RTMP integration and a fully managed attendee experience.

What will it cost?Jamie2026-04-19T18:02:05+00:00

What will it cost?

The honest answer is: webcast production costs vary depending on the size, complexity, and ambition of your event. A simple single-camera webcast with basic streaming is very different from a multi-camera, fully branded hybrid event with audience interaction, graphics, and on-site AV support. At WaveFX, we build everything around your goals so you only pay for what you actually need, not a one-size-fits-all package.

Typical costs usually break down into three key areas: event production, AV, and webcasting. Here’s what influences the budget:

Event production – planning, technical direction, show-calling, and creative support
AV (audio visual) – cameras, lighting, sound, staging, and on-site crew
Webcasting – streaming platform setup, encoding, live streaming, and viewer support
Add-ons – staging, lighting, graphics, branding, interactivity (Q&A, polls), and recording/editing

Smaller internal webcasts can start from a lower entry point, while large-scale corporate or hybrid events naturally require more crew, kit, and planning.

The key thing? Transparency. We’ll always scope your event properly and give you a clear, detailed quote so there are no surprises. The goal is simple: maximum production value, matched to your budget, with zero wasted spend.

What platform should we use, and will it work for our audience?Jamie2026-04-19T17:50:52+00:00

What platform should we use, and will it work for our audience?

Choosing the right streaming platform for your event isn’t just a technical decision—it’s about making sure your audience can easily join, engage, and enjoy the experience. The best platform depends on who you’re targeting and what kind of event you’re running. For most business events, familiar tools like Zoom, Microsoft Teams, and LinkedIn are go-to options because they’re trusted and widely used. Social media platforms like YouTube, Facebook, and Instagram can also be powerful for reaching larger or more public audiences.

Here’s a quick breakdown of the benefits of each:

Zoom
- Easy for external audiences to join
- Strong webinar features (registration, breakout rooms, Q&A)
- Reliable for large-scale virtual events
Microsoft Teams
- Perfect for internal communications and corporate events
- Seamless integration with Microsoft 365
- High security and familiar interface for employees
LinkedIn
- Ideal for B2B events and professional audiences
- Great for brand visibility and thought leadership
- Built-in audience reach without extra sign-ups
YouTube / Facebook / Instagram
- Massive reach for public or marketing-led live streams
- Easy access on any device
- Great for boosting engagement and post-event visibility

The key is choosing a platform that removes friction, no tricky logins, no compatibility issues, just a smooth viewing experience. We help you pick the right mix, optimise performance, and deliver a professional webcast that works perfectly for your audience, wherever they are.

Teams or Zoom – which is best for streaming our event?Jamie2026-04-19T17:45:16+00:00

Teams or Zoom – which is best for streaming our event?

It’s the classic question and the honest answer is: it depends on what you’re trying to achieve. Both Microsoft Teams and Zoom are excellent options for live streaming and virtual events, but they shine in different ways.

Here’s a quick way to think about it:

Microsoft Teams – ideal for internal events, company meetings, and secure corporate broadcasts
Zoom – great for external webinars, larger audiences, and easy guest access
Audience experience – Zoom is often simpler for attendees; Teams works brilliantly if they’re already in your organisation
Features – both support chat, Q&A, screen sharing, and recording

The real magic, though, isn’t just the platform it’s how it’s produced. With the right setup both Teams and Zoom can deliver an engaging professional webcast. We can help you choose the best fit, optimise performance and ensure your event runs smoothly without any technical stress.

How long does it take to set up for an event?Jamie2025-07-20T17:15:22+00:00

How long does it take to set up for an event?

Setup time varies from 2 to 4 hours. We work safely, quickly and quietly to avoid any disruption and we’ll factor in some testing and rehearsal time. Prior to the event we’ll conduct a site-visit and risk-assessment and give you a copy of our insurance and call sheet.

Can I track viewer data and analytics?Jamie2025-07-18T13:05:01+00:00