In-Person Event Webcasting: Connecting venue guests with a wider online audience

Bringing people together in person creates an energy that is difficult to recreate online. For Benefex, the goal was to make the most of that atmosphere while ensuring remote viewers could also join the event.

WaveFX managed the filming, sound, lighting, presentations and live stream, giving the Benefex team one production partner and allowing their speakers to concentrate on the audience.

The client brief

Benefex wanted to create a lively corporate event built around keynote presentations, product demonstrations and audience interaction.

The production needed to keep a busy programme moving while making every speaker easy to see and hear. It also had to capture the personality of the event for employees and partners unable to attend in person.

With more than 20 speakers appearing throughout the day, careful planning and clear communication were essential.

Audience size and locations

More than 300 delegates attended the event in person, with additional viewers joining online from across the UK and Europe.

The live stream allowed remote employees, partners and invited guests to follow the presentations without missing the atmosphere and audience interaction taking place inside the venue.

Platform used

The event was streamed through Vimeo and embedded within a private, branded viewing page.

This gave Benefex control over access while providing remote viewers with a simple way to watch from a computer, tablet or phone. A complete recording was also made available after the event.

Production setup

WaveFX supplied a complete corporate event production package, including:

  • Multi-camera event filming
  • Live vision mixing
  • Professional sound and microphones
  • Stage and audience lighting
  • Presentation management
  • Speaker name graphics
  • Video and presentation playback
  • Vimeo live streaming
  • Recording of the complete programme
  • Edited videos for internal communications and marketing

Three cameras captured the speakers, presentations, demonstrations and audience reactions. The camera feeds, slides and video content were combined live, creating a varied programme for remote viewers rather than simply showing a single wide shot of the stage.

Production challenges and how we addressed them

A busy speaker schedule

More than 20 speakers were involved across the day, with quick changes between keynote presentations, demonstrations and discussion sessions.

We worked from a shared running order and prepared every presentation in advance. Speakers were fitted with microphones before their sessions, helping each changeover happen quickly and naturally.

Keeping presentations on schedule

With more than ten keynote presentations, even a small delay could affect the rest of the programme.

Our production team coordinated with the Benefex event organisers and speakers throughout the day. Presentation files, videos and graphics were checked before each session, reducing last-minute surprises.

Serving two different audiences

The experience needed to work for people inside the venue and those watching remotely.

Sound, lighting and staging were designed around the live audience, while the camera positions and vision mix gave online viewers clear views of the speakers, slides and audience interaction.

Capturing the atmosphere

Corporate event films can feel flat when they concentrate only on the stage.

Alongside the main presentations, our camera team captured audience reactions, conversations, demonstrations and details from around the venue. This gave Benefex a much broader collection of footage to use after the event.

Creating useful content after the event

Benefex wanted the production to deliver value beyond the day itself.

As well as recording the complete programme, we captured clean footage of individual speakers and sessions. This could then be edited into presentation videos, highlights and shorter clips for internal communications and social media.

Measurable outcome

The WaveFX team:

  • Supported more than 300 in-person delegates
  • Streamed the event to viewers across the UK and Europe
  • Filmed more than 20 speakers
  • Supported over 10 keynote presentations
  • Captured approximately eight hours of event footage
  • Delivered one uninterrupted live stream
  • Recorded every main presentation
  • Created reusable content for internal and external communications
  • Completed the production on schedule and within the agreed budget

The result was an event that worked for the people in the room, reached colleagues further afield and continued to provide useful content after the venue had closed.

Client quotation

Sally Winter, Benefex  “Jamie and the team are the best in the business. I wouldn’t even book a date for a livestream event without checking their availability!”

Planning an in-person or hybrid event?

Whether you need a complete production team or additional support for filming, sound, lighting or streaming, WaveFX can build the right setup around your event.

Contact us to discuss your next in-person, hybrid or live-streamed event. we’re is a UK webcast production company filming and streaming events for over 20 years. If you need help with your next project, hybrid or in-person events , we’d love to quote, we’re also happy to answer any questions and chat through the options.

Contact Jamie or Adrian on 01223 505600 or email hello@wavefx.co.uk

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