Live Streaming Backup Plan: Why Every Live Event Needs a Plan B

When an important event is being broadcast live, technical problems cannot be allowed to interrupt the programme or disconnect the remote audience.

For this hybrid corporate briefing, WaveFX provided the production crew, cameras, live streaming equipment and webcast contingency planning needed to deliver a reliable broadcast to viewers across the UK, Europe and North America.

Executive producer Roy Shepard explains why every professional webcast needs an experienced crew and a practical Plan B.

The client problem

The client needed to connect an in-person corporate audience with hundreds of remote employees, partners and stakeholders.

The 90-minute programme included presentations, panel discussions, audience questions and pre-recorded video content. Every element had to be incorporated into one continuous live production.

The client was particularly concerned about internet reliability, equipment failure and the possibility of remote viewers losing access during an important presentation.

Audience size and locations

The event was attended by approximately 210 people at the venue and watched by 842 unique online viewers.

Remote attendees joined from:

  • The United Kingdom
  • Continental Europe
  • North America

The combination of an in-room and international online audience meant that sound, presentation content and speaker contributions had to work equally well for both groups.

Platform used

The webcast was delivered through live stream provider Castr and embedded within a branded event page.

This provided viewers with a straightforward way to access the stream while allowing the production team to manage the broadcast, monitor viewer activity and make the recording available after the event.

Live streaming backup planning

The production workflow was designed to prevent any single technical fault from stopping the broadcast.

If the venue internet connection failed, the stream could be transferred to bonded mobile connectivity. If the primary encoder encountered a problem, a second streaming system was available to take over.

Presentation files and videos were stored on separate playback systems, while essential equipment was protected against short-term power interruptions.

The crew also prepared holding slides and a communication procedure so that viewers could be kept informed if an unexpected delay occurred.

Risks addressed

The contingency plan addressed the principal risks associated with a live hybrid event:

  • Failure of the venue internet connection
  • Streaming encoder or computer problems
  • Camera, cable or microphone faults
  • Loss of presentation content
  • Power interruptions
  • Castr access or account issues
  • Late changes to the running order
  • Speaker or presentation delays
  • Loss of sound or video
  • Problems affecting remote viewers

Each critical part of the webcast had a live streaming backup plan, an alternative workflow or a predefined response.

Measurable outcome

The 90-minute webcast was delivered without interruption.

The production achieved:

  • 842 unique online viewers
  • 210 attendees at the venue
  • Audiences across three major geographic regions
  • 99.9% stream availability
  • An average viewing duration of 61 minutes
  • No loss of programme sound or video
  • No interruption when the primary connection became unstable
  • An on-demand recording supplied within two hours of the event finishing

The backup internet connection was activated during a period of instability without disrupting the viewer experience.

Client quotation

“We pay you for when it goes wrong, not for when it goes right.” Roy Shepard, Executive Producer

Experienced webcast production from WaveFX

WaveFX has been filming and streaming events for more than 20 years. We support corporate broadcasts, conferences, virtual meetings and hybrid events throughout the UK.

Every production is planned around the venue, programme, audience and streaming platform. We identify the critical risks, recommend suitable backup systems and provide a crew capable of responding during the live broadcast.

Planning an important webcast? Speak to Jamie or Adrian about your production requirements and a live streaming backup plan to protect your event.

Call 01223 505600 or email hello@wavefx.co.uk.