Webcast Checklist

Plan your webcast at least one month in advance.

Here are some of the major items you’ll want to consider.


Where will the webcast be held? We can broadcast from anywhere, but a location that has good lighting, a reliable in-house Internet connection and sufficient space for equipment is always preferred.

Physical audience

Will you be doing a web-only event? That means only people online will be able to attend. Or, will you also be inviting a physical audience? Your decision will impact what venue is chosen. Web-only events can be held in large boardrooms.

A/V support

If webcasting a conference from a hotel or convention center, then an Audio-Video (A/V) company will be needed. We work closely with all A/V providers to capture quality audio from the stage microphones plus slides and videos shown on the large screens. If you don’t  have an A/V provider, we can recommend one. Your hotel should provide you with a floor plan that can be shared with suppliers.


If webcasting a conference, it is recommended to arrange having a riser for the main camera. This way, people walking by the camera will not be seen. The camera will shoot over top of everyone in the room.


Decide if the webcast will be public (no sign-up and anyone can watch) or private (registration and login required). If you decide on a private stream, you’ll know who signed up and watched.

Approved Viewers

If you want to make sure nobody has access to the webcast except people you have approved, you can collect the registrations on your own. You would then provide the names and email addresses to us in an Excel spreadsheet, and we’ll enter the information into the webcast database.

English and French

If you are a national organization, you may want, or need, to provide the webcast in both English and French. This will necessitate having interpreters physically in the room who can translate English to French and vice versa.


Making your webcast accessible to people who are deaf or hard-of-hearing is a best practice. It is essential for federal government public webcasting.

There is an extra fee for captioning.