Pre-Event Checklists for a Flawless Live-Streaming Experience

At Corporate AV, LLC, we’ve seen it all—from show-stopping corporate summits to stunning galas. And if there’s one golden rule to live streaming, it’s this: success starts before the cameras roll.

So, how do you make sure your big moment doesn't become a glitch-filled nightmare? A checklist. Or better yet, a few checklists—tailored to your event's unique needs.

Whether you're hosting a high-energy product launch, a company-wide town hall, or an intimate panel discussion, we’ve pulled together everything you need to know to keep your stream as seamless as your brand.

Let’s get into it.

The Universal Pre-Event Checklist

No matter the size or style of your event, these essentials apply across the board:

1. Define Your Goals

Start with clarity:

• Are you streaming to inform, inspire, or sell?

• Is this internal or public?

• What are your KPIs? (Engagement? Registrations? Lead gen?)

  
  

Clear goals shape everything from content structure to camera angles.

2. Lock in Your Platform

Choose wisely:

• Zoom, Teams, or WebEx for internal events

• YouTube Live, Facebook Live, or Vimeo for public broadcasts

• Consider custom RTMP streams for branded experiences

  
  

Test your chosen platform on-site beforehand—just because it works in the office doesn’t mean it’ll behave at the venue.

3. Use Reliable, Tested Equipment

Let’s be honest—tech tantrums love live events. Avoid them by:

• Renting high-quality, pre-tested AV gear

• Bringing backups for mics, cameras, and encoders

• Using dedicated, hardwired internet wherever possible

  
  

Need gear you can count on? We know a team in San Francisco with a multimillion-dollar inventory and exceptional service. (Hint: it’s us.)

4. Design Your Run of Show

Think of this as your event’s blueprint:

• Segment timing

• Speaker order

• Slide transitions

• Pre-rolls and closing loops

  
  

Rehearse with all parties involved. Especially the “I don’t need a rehearsal” types.

5. Have a Dedicated Tech Crew

Live events move fast. You need:

• A streaming engineer (or two)

• A camera operator

• An audio tech

• A show caller or producer

  
  

Even the best speakers need behind-the-scenes heroes.

Live Streaming-Specific Checklist

If your event’s star feature is the stream, here’s what to triple-check:

• Bandwidth Check: At least 10 Mbps upload—hardwired.

• Audio Quality: Lavalier or shotgun mics beat built-ins every time.

• Lighting: Natural is nice, but three-point lighting is better.

• Encoder Setup: Hardware encoders > software (when possible).

• Lower Thirds: Name graphics, titles, and logo placement ready to roll.

• Countdown Clock: Always cue your audience—and your crew.

• Moderation Plan: Who’s watching chat or Q&A? Who’s muting trolls?

  
  

Small Venue Checklist

In a more intimate space, logistics shift. Here’s what to prep:

• Sound Coverage: Fewer speakers, but more acoustic risk. Watch for echo and feedback.

• Camera Angles: Tighter space = tighter framing. One roving cam can do wonders.

• Power Supply: Fewer outlets can lead to chaos. Bring power strips and gaff tape.

• Audience Lighting: Avoid blinding front-row guests while still lighting the stage.

  
  

Outdoor Venue Checklist

Live streaming outside? Welcome to nature’s wildcard.

• Weather Contingency Plan: Tents, tarps, and backup locations.

• Power Source: Generators or battery packs, plus extras.

• Signal Boosters: Mobile hotspots as fail-safes.

• Wind Screens for Mics: Because your keynote shouldn’t sound like a wind tunnel.

• Shade for Screens: Keep your tech (and your crew) cool.

  
  

Bonus Tips from the Pros at Corporate AV

• Rehearse Like It’s Live: Tech checks are good. Full dry runs are better.

• Set Buffer Time: Add 15–30 minutes before and after the stream for setup and overrun.

• Assign a “What If” Person: Designate someone to handle curveballs, such as tech, speaker delays, or surprise PowerPoint edits.

• Check On-Site Cell Coverage: If your backup plan includes mobile streaming, make sure you actually have a signal.

  
  

Why It All Matters

When it comes to live streaming, the margin for error is slim—but the payoff for a well-executed event is huge. A polished stream strengthens your brand, keeps audiences engaged, and shows your team means business.

At Corporate AV, LLC, we bring more than top-tier equipment. We bring seasoned AV professionals who’ve been in the trenches and know how to keep things smooth—even when the unexpected happens.

Whether you're streaming from a sleek boardroom, a rooftop venue, or a tented garden, we’re here to help you go live with confidence.

Need gear? Need crew? Need peace of mind?

Let's talk checklists, logistics, and how to make your next event your best one yet.

📍 Visit corpav.net to get started.